Eastside Fresh Market - 2023
Monday, January 9, 2023
The market will run every Tuesday from April 18, 2023 to October 24, 2023. Hours of operation will be 4 pm to 7 pm. Vendors will be allowed to start setting up at 3 pm and must be ready for business by 3:45 pm and can not begin tear down until 7 pm. Vendors are expected to have cleaned up their area and left the premises by 7:30 pm, unless prior arrangements have been made with Oklahoma County Director LaDonna Hines firstname.lastname@example.org .
Fees and Payments
- Complete Season - Vendors may choose to pay for the entire year (25 weeks) upfront, $185, which is $7.50 per week that equals a 25% discount. Non-refundable. These vendors will be considered “Annual Subscribers”.
- Weekly - Vendors pay $10 per week due at least 24 hours before the next open market day.
- Payment option is checks only (no cash). Vendors please make check payable to: Oklahoma State University
Money Collection. Vendors not collecting money for goods or services provided during the event, must provide a booth fee prior to arriving onsite. Booth fees vary based on if the business is a not-for-profit or for-profit group. Booth fees are also specific to each event. Coordinate with Oklahoma County Director or Market Manager on specifics and payment
Shared Booth. Two vendors may share a space and split the fee. Permission must be obtained from the Oklahoma County Director LaDonna Hines who maintains full discretion over the establishment of shared booths. Each vendor sharing the space shall be present or each have a trained employee or representative present familiar with the products being offered at each booth.
Spaces and Assignments
- No vehicles or trailers are allowed unless authorized by the Oklahoma County Director. Vendors are supplied with a 10’ X 10’ space and must supply their tent, tables, and chairs.
- LaDonna Hines reserves ultimate authority for assigning reserved spaces. Spaces will be assigned by LaDonna Hines with priority given to annual subscribers.
- All vendors must specify in advance which weeks they are reserving a space.
- Vendors must advise the Director and/or the Market Manager when they will not be attending a market. If a vendor fails to email, text, or call the Market Manager prior to 4 pm on the day before the market, which is 24-hour in advance, of their absence on more than ONE occasion, they will be required to pay the booth fee for the day and may be subject to losing their reserved spot (exceptions may be granted by Oklahoma County Director due to unforeseen emergencies).
Vendor Rules and Regulations
- Vendors are required to follow the instruction of the Market Manager during set up and tear down.
- All vendors must be completely set up 15 minutes prior to the event start and remain set-up and in place until the event end time.
- Depending on the event, you may be allowed to drive on site or close proximity until
your assigned booth. If given permission, you must follow these steps for the safety
- Contact the Market Manager when arriving onsite & must wait to drive onsite until escorted by the Market Manager.
- Once escorted onsite, you must unload all your merchandise and then drive the vehicle to dedicated vendor parking. You are NOT ALLOWED to remain parked onsite for more than 20 minutes. Please be considerate to all other vendors and make sure you do not interfere with someone else’s set up.
All Vendors must read and agree to the following rules and requirements
The following rules and regulations may be modified at any time. The Market Manger will notify vendors of any changes. For any additional questions, complaints or disagreements please contact:
Oklahoma County Director LaDonna Hines at email@example.com.
Vendors must fall into at least one of three categories: producer, prepared food, or craft.
1. Producer is defined as a farmer/rancher/gardener that grows/raises 100% of the fruit, vegetable, herb, nut, grain, meat, fiber, dairy, egg, honey, plants, seeds, and flowers on their own Oklahoma farm, church, or community garden.
2. Value-added products. Value-added products must be made following all city, county, and state regulations. Food products can be made by the producer in a certified kitchen or by another company with a certified kitchen. Non-food items (i.e., fiber) can be made by a processing company.
3. Meat, poultry, and fish. All meat, poultry and fish must be raised by the vendor offering the product. No meat, poultry, dairy, or egg products from confined animal feeding operations may be sold. The minimum number of days the vendor/producer must own the animal immediately prior to processing is as follows: Beef and Bison - 180 days; Pork, Sheep and Goat - 60 days; Poultry - 56 days; Fish - 60 days Processing of meat, poultry and fish can be done by a meat processing company.
4. Nursery stock. Nursery stock may not be purchased from out-of- state for immediate resale. All nursery seedlings must be grown out by the vendor for a minimum of four weeks before being sold at market. Bare roots and bulbs purchased by the vendor can be sold when established and grown in a container for at least four weeks before being sold at market. If bare roots or un-potted bulbs are sold, they must be grown by the vendor for one season before being sold at a market. Oklahoma Department of Agriculture, Food, and Forestry (ODAFF) nursery licenses required.
Prepared Food Vendor
- Prepared Food Vendor is defined as a licensed prepared food handler who prepares 100% of prepared food items they sell at each market.
- Licenses. All Prepared Food Vendors must be in compliance with city, county, and Oklahoma State laws and regulations.
- Local Ingredients. Ingredients that can be sourced locally, if available at the time of preparation, must be obtained from an Oklahoma Producer if commercially available. To adhere to Oklahoma Grown, all Prepared Food Vendors are expected to use as much locally grown/raised ingredients as possible in their products.
- Vendors must keep a verifiable up-to-date log of local products used and have it available for review by the Market Manager.
- All prepared food vendors must list the local foods used in their product and label the source of the local ingredients on the packaging. To fully inform consumers, all lists and labels must accurately represent the types and volume of local ingredients used in each product. If a locally sourced ingredients are included on a vendor’s list, that ingredient must be used exclusively in all products sold at the market.
- Craft Vendor is defined as a craftsperson who manufactures 100% of the finished craft items (such as body care products, pottery, candles, baskets, garden related crafts, etc.) they sell at each market. All craft items should be made in Oklahoma, unless presented to and approved by the Market Manager.
- Ingredients. Preference is given to crafts that contain ingredients that are produced, raised, and/or harvested by the vendor. Next preference is given to crafters using OK Grown ingredients.
General Vendor Rules and Requirements
- Laws. All vendors are responsible for abiding by all applicable city, county, state, and federal laws, and regulations.
- Sales Tax Permit. All vendors who are required by the state to pay sales tax, must submit a copy of their sales tax permit with their application. Assessing, reporting, and remitting sales tax to the Oklahoma Tax Commission is the sole responsibility of the vendor. Each vendor should call the Oklahoma Tax Commission at 405.521.3279 for clarification on requirements and to obtain an application for a sales tax identification number.
- Legal Entity. All vendors’ products can only be produced and must be sold under ONE legal business entity (i.e., sole proprietorship, partnership, etc.).
- Product liability Insurance. All vendors are responsible for carrying their own product liability insurance.
- Sampling. Cut samples are only allowed as per ODAFF and OK Health Department regulations and guidelines. Each vendor is responsible for educating themselves on compliance of sampling rules.
- Attendance. Vendors must disclose dates they are currently planning to be absent upon submission of application.
- Flyers and / or Signs. Only flyers and signs related to farming, gardening, and food can be distributed and displayed at the market. No political flyers or signs can be handed out or displayed. All flyers must be approved by the Market Manager prior to distribution.
- Trash. All vendors must utilize provided trash, recycling, and compost receptacles. Each vendor is responsible for maintaining their area in a clean, neat manner and for cleaning their area before departing at the end of the market day.
- Growing Practices. Growing practices must be clearly stated on a visible sign displayed with produce being sold. For example, “conventionally, naturally or organically grown”.
- Prices. Each vendor must clearly post prices on each type of product being sold. Prices should be visible and must be priced prior to the opening of the market. It is expected that vendors will not overprice or undercut other vendor’s prices. The Market Manager will resolve any disputes over prices.
- Displaying Vendor Name and Location. Each vendor must visibly post the name and location (city or county) of their business at their market booth. Lettering must be legible and must be always posted at a visible level, such as on a banner, the tent or umbrella edge.
- Organic. Only those vendors who are certified organic with the ODAFF may label, advertise, or describe their products as organic. All certified organic vendors must present a copy of their certification along with their annual membership application. A copy of their certification must be posted at their stand at each market. Vendors whose income from organic sales totals $5,000 or less annually must post a copy of their notarized attestation on file with the Oklahoma Organic Section of ODAFF. If a vendor sells both organic and non-organic items, they must be clearly labeled to differentiate organic and non-organic products as regulated by the National Organic Program (NOP).
- Fire Code. Fire safety regulations strictly forbid the use of portable fuel containers and cooking stoves under a tent. All cooking must be done at least 20 feet from market tents. Also, no generators are allowed, unless approved by the Market Manager.
- Tobacco and Drug Free. The market is a tobacco free environment this includes cigarettes, cigars, pipe tobacco, and vaping. The unlawful possession or use of illegal drugs on the Market site will not be tolerated.
- Securing Booth Materials. Vendors are responsible to securely tie down their tents, tables, and other booth materials at every market and are responsible for any damage caused by their booth and tent materials.
- Electricity. Electricity is limited and available upon request for a fee of $5 per market. Vendors are required to supply an extension cord and are responsible for hooking into the supplied extension cord outlet. The vendor must inform the Market Manager when they plan to use electricity. Due to safety concerns, electric cords may not be stretched across the street.
- Vendors are not allowed pets at their booth unless it is a service animal.
Food Vendor Only Guidelines
To be an approved food truck or onsite food sales vendor, you are expected to comply with all State and County requirements as issued by the Oklahoma City County Health Department, City of Oklahoma City, and the State of Oklahoma.
Important Resources for Food Trucks
- The City of Oklahoma City’s Development Services: Vehicle Food Sales
- The Oklahoma State Department of Health: Mobile Food Vehicle Establishment and Mobile Pushcart guidelines.