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Clarksville Commons Farmers Market
Rules & Procedures
12230 Clarksville Pike, Clarksville, MD 21029 | clarksvillecommons.com
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Eligibility: Requirements and Qualifications
Participation in the Clarksville Commons Farmers Market is for farmers, growers, producers, and crafters who grow, raise, source or handmake their products in the Chesapeake Bay region (Maryland, Pennsylvania, Delaware, Virginia, the District of Columbia, and West Virginia).
While the market is not strictly producer-only, we strongly prefer to have direct producers for produce, meats, and eggs. Preference will be given to those vendors who sell products that they have grown/raised/produced, and/or are located within a 100 mile radius of Howard County, MD. Selling a combination of vendor-grown and regionally grown is acceptable; selling produce bought at commercial wholesale centers is not permitted.
The Clarksville Commons Farmers Market will make a decision about each vendor application based on quality of product(s), availability of product(s) at the market, source(s) of products(s), and diversity of product mix at the market.
Product Guidelines
Farmers/growers and producers must abide by all applicable federal, state, and local health regulations in the harvest, preparation, labeling and safety of the product(s) they bring to market. Farmers/growers and producers will be responsible for obtaining and paying for any permits and licenses required by Howard County and Maryland. All permits and licenses must be kept current for the entire market season.
With their application, producers must include a copy of all applicable permits for production and sale, including those from the Health Department of the state or county where the products originate, as described below in the “Producer Certificates/Licenses/Permits” section. Farmers/growers and producers must have submitted all required application materials before attending the market.
In addition to produce, meats, and eggs, the Clarksville Commons Farmers Market will also consider producers in the following categories:
Baked Goods: Freshly baked items from scratch; no commercial mixes, crusts, or flavored fillings may be used. Baker who use local/regional eggs, grain, butter, dairy, and produce will be given preference.
Beer and Mead: Beverages brewed in the region. Preference will be given to those breweries that source some of their ingredients locally.
Distilled Spirits: Beverages distilled in the region. Preference will be given to those distilleries that source some of their ingredients locally.
Dairy: Milk, butter, cheese, yogurt, kefir, and other processed dairy products must be processed locally. All value-added dairy products must be made with milk from regional dairy farms.
Food Concessions: Ready-to-eat foods and drinks that are partially or entirely prepared at the market. Vendors who are direct competition to existing tenants at Clarksville Commons will not be approved.
Grains and Grain Products: Regionally grown grain, flour, meal, and baking mixes may be sold. No commercial products or mixed may be sold.
Honey: Honey sold at the market must be produced in the Chesapeake region. Preference will be given to honey from Howard County.
Oils and Vinegars: Flavored oils and vinegar must be made from the vendors own produce. Preference will be given to vendors that use regionally grown flavoring ingredients.
Pasta: Locally made pasta from scratch. Preference will be given to producers who source their eggs, grain, potatoes, and filling ingredients from the region.
Pickles, Olives, and Fermented Foods: Pickles, olives, kimchi, sauerkraut must be made from produce grown regionally or in the case of olives, on the vendors’ own land elsewhere. Preference will be given to those producers who have grown their own ingredients.
Plants: Plants, herbs, and vegetable seedlings must have been planted and grown regionally. Preference will be given to those vendors who raise their plants in Howard County.
Preserved Food: canned fruits and vegetables, condiments, jams and jellies, fruit butters, pestos, spreads, syrups, and salsas must be made using produce grown in the region. Preference will be given to those producers who have grown their own ingredients.
Seafood: Seafood caught in the Chesapeake Bay watershed. Farmed fish or shellfish will be considered on a case by case basis. Wild caught seafood will be given preference.
Wine: Wine sold at the market must be made from 50% grapes or fruit grown in the region.
Soaps and Herbal Products: Fresh and dried herbs, soaps, creams, powders, lip balms, and scrubs, and other items. Preference will be given to vendors using natural and regionally sourced ingredients.
Crafts: A variety of craft vendors will be considered for the market. Preference will be given to those who have an eco-friendly ethos.
Application Procedures & Requirements
Product Samples
Product samples must be furnished upon request prior to admittance to the Clarksville Commons Farmers Market. Clarksville Commons reserves the right to request product samples for the purpose of assessing quality at any time during the market season.
Insurance
All Clarksville Commons Farmers Market vendors must carry insurance for general liability and property damage, as well as product liability coverage, in an amount not less than $500,000. The policy shall name Clarksville Commons, and other entities, if determined to be necessary, as additional insured, and shall maintain all other coverage as required by law. A copy of the Certificate of Insurance must be provided with the application to the Clarksville Commons Farmers Market. If insurance expires mid-market season, the vendor must provide Clarksville Commons with a copy of the renewed insurance policy at the time of policy expiration.
Market Agreement
All vendors must complete and sign a CC F.M. Agreement once they have been accepted and before the first market of the season.
Farmer Labels
Livestock Farmers must submit product labels for at least one cut of meat they intend to sell at market. This label must adhere to the product labeling guidelines as mandated under the Federal Meat Inspections Act and should serve as a baseline for all meat products sold at the farmers market.
Poultry Farmers must also submit product labels approved by MDA for at least one poultry product that they intend to sell at the market to serve as a baseline for all products. These labels should adhere to the Poultry Products Inspection Act. The farmers must provide labels for each slaughtering process they intend to use, i.e. Federal inspected facility, State inspected facility, or on-farm slaughter. If poultry farmers are on-farm processing/slaughtering their poultry, they must be certified by MDA.
Egg Producers must submit one product label they intend to use on their product for sale at the market. This will also serve as a baseline for all products they sell. They must also submit any and all certifications required by their state to be an egg producer, as well as applicable certifications required by the state of Maryland.
Dairy Producers must submit one product label they intend to use on their product for sale that the market to serve as a baseline for all their products. They must also submit any and all certifications required by their state to be a dairy producer, as well as applicable certifications required by the state of Maryland.
Certifications/Licenses/Permits
All products must comply with local, state, and/or federal health ordinances and the farmer/growers and producers must supply documentation of such compliance to Clarksville Commons. An application is not considered complete without the inclusion of all applicable permits for all products.
Farmers/growers or producers who receive warnings, suspensions, or fines from the State of Maryland, County, FDA, or USDA. Vendors with violations or non-compliance with health regulations are solely responsible for resolving the issues in question and paying those fines. All fines must be settled before the vendor can return to sell at the Clarksville Commons Farmers Market.
The following is a basic summary of required permits. It is provided as guidance only and is not all-inclusive. Vendors are ultimately responsible for obtaining and providing copies of any and all necessary permits for sale and production and including them in their application.
Bakers must provide certificate for approved baking facility. Cottage food law standards apply for vendors baking at home.
Cheese Makers who make cheese or other value-added dairy products must provide certificates for a cheese making or dairy processing facility. A dairy farmer who supplies milk to a regional cheese maker whose cheese is to be sold at the market must provide certificate for the cheese maker’s processing facility and certificate for the dairy milking facility.
Fishermen/Watermen must provide fishing/shellfish licenses and certificates for processing facilities and a photograph of the fishing boat.
Food Concession Vendors must provide any licenses that may be required by the Howard County and the state of Maryland.
Livestock Farmers must provide documentation of the slaughterhouse(s) they intend to utilize throughout the market season. The slaughterhouse(s) must be a USDA-inspected facility if the farmer intends to sell at the market.
Meat Producers who primarily operates a food processing facility that processes meat from regional farmers/growers must provide state and federal (USDA) certificates for meat processing facility.
Dairy Producers must provide state and federal (USDA) certificates for dairy processing facility.
Pasta Makers must provide certificate for approved processing facility.
Poultry Farmers slaughterhouse(s) they intend to utilize throughout the market season. The slaughterhouse(s) must be a USDA-inspected facility if the farmer intends to sell in Maryland. If the farmer operates under any exemptions that allow on-farm processing, they must submit applicable permits and certifications required by their state to operate such a facility on-farm.
Soap Makers must provide documentation for processing facility.
Value Added Food Producers must provide all local and state licensing, certificates, and permits required to sell value added products.
Winemakers must provide license to produce wine and engage in retail sales.
Beer and Fermented Beverage Producers must provide any local and state licensing certificates and permits to sell products at farmers markets.
Distillers must provide any local, state, or federal licensing certificates and permits to produce and sell products at farmers markets.
Market Operations
Clarksville Commons is responsible for administering and enforcing all Clarksville Commons Farmers Market Rules & Procedures, as well as public safety, space assignments, and market data collection. Clarksville Commons has final authority in resolving issues in a civil and efficient manner. Clarksville Commons’ Director of Community Relations will act as the Market Manager.
Market Opening and Closing
Market vendors must arrive at least a half hour before but no more than 90 minutes before the farmers market opens. Vendors must unload their vehicle and immediately move their vehicle to the parking lot – no setting up while the vehicle is still on the plaza. All vehicles must be off the plaza by 9:45am (fifteen minutes before the start of the market). Latecomers must walk in their products and set-up onto the plaza.
Market vendors may not begin packing up to leave or leave the market site until closing time. Vendors may continue to sell as they load up. Vendors may not bring their vehicle onto the plaza until they are completely packed up, including their tent. Vendors must leave the plaza as soon as possible after the close of the market.
Inclement Weather
It is the responsibility of Clarksville Commons to ensure a safe and orderly market environment. Clarksville Commons will make decisions to alter market hours based on weather reports and on-site market conditions. It is in the authority of Clarksville Commons to close a market early or open a market late due to severe or inclement weather. If a market is cancelled due to severe weather, vendors will be notified in a timely manner by email and/or phone.
Market Fee Structure
Full-Time Vendor
A full-time vendor will pay $400 for a weekly market space for the entire regular season. Market space is understood to mean the space necessary for one 10’x10’ tent. One or two additional spaces may be purchased for $50 per space for the entire season. Full-time vendor payment must be received before the vendor can attend the market.
Full-Time Vendor – Extended Season
A full-time extended season vendor will pay $435 for a weekly market space for the entire regular season, plus the Saturdays between the end of the regular season and the Thanksgiving Market. Market space is understood to mean the space necessary for one 10’x10’ tent. One or two additional spaces may be purchased for $50 per space for the entire season. Full-time extended vendor payment must be received before the vendor can attend the market
Half-Time Vendor
A half-time vendor will pay $250 for a market space twice a month during the market season, preferably every other week. Market space is understood to mean the space necessary for one 10’x10’ tent. Half-time vendor payment must be received before the vendor can attend the market.
Half-Time Vendor – Extended Season
A half-time extended season vendor will pay $270 for a market space twice a month during the market season, preferably every other week, plus one of the Saturdays between the end of the regular season and the Thanksgiving Market. Market space is understood to mean the space necessary for one 10’x10’ tent. Half-time vendor payment must be received before the vendor can attend the market.
Guest Vendor
A guest vendor will pay $30 for a market space per market they attend. Market space is understood to mean the space necessary for one 10×10 tent. Guest vendors are expected to participate in at least one market per month. Guest vendors must submit their list of intended participation dates with their application.
Guest vendor payment must be received before the vendor can attend the market.
Market Vendor Trial
Vendors who are considering joining the Clarksville Commons Farmers Market as a full-time, half-time or guest vendor may participate in one market at no charge. Potential vendors must submit their complete application and be approved before attending on a trial basis. Trial vendors who decide to join the market after July 1 will have their fee prorated.
Clarksville Commons reserves the right to alter market fee structure as necessary.
Special Market Vendor Fees
Vendor fees for Spring Preview and Holiday Markets are separate from regular season fees. If a market is canceled during the regular season, half-time and guest vendors may reschedule for another market during the regular season, but may not roll a ‘credit’ for the canceled market to a special market.
Market Attendance
A minimum attendance of 80% of market days is required for a full-time vendor to be considered for admission to the Clarksville Commons Farmers Market the following season and to hold the vendor’s assigned place at the market. This minimum attendance requirement may be waived by Clarksville Commons.
At the beginning of the market season, vendors will be provided with contact information for Clarksville Commons’ Director of Community Relations. If a vendor has to miss a market, they must email or call the Dir. of Community Relations at least 24 hours in advance.
If a vendor is delayed and will arrive late to a market, they must notify the Director of Community Relations by phone call or text.
If a same-day emergency occurs that results in the vendor needing to skip that day’s market, the vendor must call or text the Dir. of Community Relations.
Farmers Market Nutrition Programs
Clarksville Commons strongly encourages all farmers/growers of fruits and vegetables to accept Farmers Market Nutrition Program coupons for low-income Women, Infants, and Children (WIC) and Seniors’ Farmers Market (SFMNP) coupons from customers for qualifying purchases.
WIC/SFMNP certificates of participating farmers/growers must be displayed at their market stand.
To apply to be eligible to accept coupons in Maryland contact:
Shelby Watson, Director of Marketing, Maryland Department of Agriculture at 410-841-5776
The Market accepts the Supplemental Nutrition Assistance Program (SNAP) at the market level for the purpose of participating in the Maryland Market Money program, and all vendors who have eligible items are required to participate in the SNAP-MMM token program. Vendors who are eligible to accept SNAP directly are also permitted to do so; however, they must notify the market management of their plan to do so prior to the start of the market season. Through the MMM program, the Market also provides a match at the market level, and all vendors who accept SNAP tokens must also accept matching tokens. Vendors must submit tokens on a weekly basis to the market manager and will be reimbursed on a monthly basis. If vendors accept SNAP directly, they must agree to provide receipts to their SNAP customers which may be redeemed for matching tokens at the Clarksville Commons market table.
Sales Tax
Vendors selling non-edible products such as flowers, plants, wreaths, yarn, soap, ready-to-eat foods, or other items that are subject to sales tax, should comply with local and state tax regulations. Vendors must provide their sales tax identification number and a copy of their sales tax card. Applicants should be aware that the state of Maryland requires sales tax on all retail food sales. Vendors at the Clarksville Commons Farmers Market will need to comply with these requirements as mandated by the state of Maryland.
Market Stand Requirements
Mark Space Assignments
Clarksville Commons retains control of all unassigned space openings. Such spaces will be available to current and new vendors who wish to change the size of location of their space. Requests from current vendors for space assignment changes will be considered before locating new vendors in a market. Space assignments to new vendors will be made at Clarksville Commons’ discretion to ensure the viability of the farmers market.
Signage
Before the market opens, vendors must post prices for all items and hang WIC/SFMNP signage if enrolled in the program. Prices must be posted for the duration of each market. Farmers must post the source of any produce they have not grown themselves. Vendors are required to post a minimum 11”x17” business sign at the stand on every market day.
Market Canopies/Tents
All canopies/tents must be sufficiently and safely secured to the ground or weighted, from the moment the canopy/tent is erected at the start of the market until the moment just before it is taken down at the end of the market. If canopies/tents are inadequately secured, the vendor will be asked to take it down and sell without it.
Per Howard County regulation, all canopies/tents must be fire resistant. No exceptions will be allowed.
Maintenance and Appearance
Tables and other fixtures should be in good repair. All produce must be kept off the ground. Market products should be of a high quality. Vendors who fail to comply with this requirement may be subject to suspension or termination from the Clarksville Commons Farmers Market.
Sanitation
Vendors must maintain their market stands and spaces in a clean and sanitary condition. Each vendor must leave their space on the plaza in the same condition in which they found it. No containers, waste, trimmings, or garbage should be left behind.
Food Samples
Food samples must be prepared behind the vendor’s market stand and presented in a safe and sanitary manner, according to the state Department of Health code and the direction of Clarksville Commons. The vendor must provide trash receptacles for the disposal of any sampling materials such as cups, utensils or toothpicks.
Scales
Scales must be registered as legal for trade and meet local and/or state regulations for commercial scales. Scales must be placed so that they are clearly visible and readable to customers at all times. Scales may be checked annually for accuracy at the market site by officials in Maryland.
Market Conduct
Clarksville Commons expects vendors and their staff to comply with the above Market Stand Requirements and to conduct themselves in a manner that contributes to creating a positive shopping experience for our customers. This includes (but is not limited to): turning vehicle engines off while unloading or loading, not smoking on the plaza, and being knowledgeable about Clarksville Commons-sponsored community activities and other vendors at the market. Vendors should refrain from sitting while working in their market stand to help maintain a welcoming shopping experience. The Director of Community Relations is available to give quick breaks as needed.
Common courtesy and respect are essential to the success of the Clarksville Commons Farmers Market. Clarksville Commons expects market participants to be honest and to conduct themselves in a courteous and friendly manner with other vendors, Commons staff, and shoppers.
Vendor Application
Please fill out the form below and a Clarksville Commons representative will get back to you within 72 hours