The Cumberland Farmers Market (CFM) Vendor Handbook 2025
Dates: The Market will run on Saturdays, from June 7 until October 11, 2025.
We also hold a Special Spring Market at RJ Kennedy Arena, and Harvest Market that is held at the Cumberland Heritage Village Museum in the Fall and a Christmas Market in various locations in Cumberland Village.
Times:
Regular markets: 9:00 am to 1:00 pm
Special/Seasonal markets: 9:00 am to 3:00 pm (unless otherwise advertised)
Location: 1115 Dunning Road, R.J. Kennedy Recreation Complex (Cumberland Arena)
The following information package has been put together to help you become one of our vendors. Please review the guidelines and regulations before signing the application form.
We will post on social media and on our website as well as notifying our usual vendors when we anticipate opening the Market so that they can submit an application for a slot at the market.
Payments are by e-transfers to info@cumberlandfarmersmarket.ca
or by a cheque made out to the Cumberland Farmers' Market. Our application can be found on our website at www.cumberlandfarmersmarket.ca
In order to strengthen our efforts and to help ensure the market's success, vendors are encouraged to take an active role in a variety of organizational tasks. Please let us know how you might like to get involved.
A warm thank you goes out to all those who have been involved and who have provided support in the past, by attending and hosting meetings, by supplying goods and services for events and promotions, by providing input, feedback and follow-up and by presenting demonstrations, entertainment and so much more.
Rules, Guidelines, and Information
1. Background
The Cumberland Farmers’ Market (CFM) is based on an understanding that regular interactions between neighbours, service groups and local businesses enhances community spirit and strengthens the bonds between local residents. The market was started as a pilot project in the summer 2006 and has since become an integral part of community life in Cumberland Village.
2. Governance
The Cumberland Farmers' Market is a not-for-profit organization operated by a volunteer board of directors, which is responsible for overseeing the Market's operations, which includes: establishing rules and guidelines, jurying applications, collecting fees, coordinating logistics, undertaking various communication efforts, pursuing promotional activities, and much more. Vendors are encouraged to inquire about taking an active role in these activities and an open invitation is extended to all vendors who would like to be involved in one capacity or another.
3. Market Objectives
The Market seeks to promote local producers and direct exchanges between producers and consumers, while fostering an appreciation for the Cumberland Area and its rural heritage. The Market defines “local” as a place of residence or operation which is located within a 100 km radius of Ottawa. Consideration may be given to products coming from outside the “local” area if they are not currently available at the market and if their addition is deemed to be compatible and beneficial to the market; in such cases, the place of origin must be clearly identified.
The CFM aims to provide a well organized venue which caters to our region's rural and urban populations. Our vendors include local farmers, food producers, artisans, and others.
The overall purpose of the Market is to help create connections between local producers, local residents and a variety of local organizations working within the community.
4. Operating hours, location, and dates
When the market is operating it will be open every Saturday from June until mid-October. Hours of operation on Saturdays will be 9:00 a.m. to 1:00 p.m, come rain or shine. Vendors should take weather conditions into consideration as part of their logistical planning. The regular Saturday market is held at the R.J. Kennedy Memorial Centre, 1115 Dunning Road, in Cumberland Village. The Harvest Market is held on a Saturday in September at the Cumberland Heritage Museum, 2940 Old Montreal Road, Cumberland Village.
5. Authorized “local” vendors and products (living or operating within a 100 km radius of Ottawa).
· Local growers and agricultural producers e.g.: vegetables, fruits, herbs, flowers, nursery crops, honey, maple syrup, eggs, meats, etc.
· Local micro-processors who produce value-added items through hands-on processing such as: baked goods, home-made candies, pies, jams, relishes, etc.
· Local artisans who create original hand-crafted products such as: sewing, knitting, weaving, painting, woodwork, pottery, soaps, etc. Pre-Assembled, commercially made or sublimations coated premade items and kits are not permitted.
· Products which have not been grown, reared, prepared or handmade by members of the CFM are strictly prohibited.
· Community groups, youth initiative, local service providers and businesses, are encouraged to contact us to explore proposals and potential collaborations.
· Applications will be evaluated at the full discretion of a jury established by the board of directors. The mix and balance of products will be taken into consideration when applications are being evaluated.
· In order to maintain the integrity of the market, the board reserves the right to disqualify or prohibit any vendor from taking part in the market and to forbid the sale of any product which it deems to be inappropriate, unacceptable, or incompatible with the market's objectives.
· Agricultural producers are encouraged to undertake “local” certification through Farmers'Markets Ontario (FMO) MyPick TM Verified Local Farmers TM program (http://www.farmersmarketsontario.com/mypick/)
· Vendors are only permitted to advertise their products as “Green”, “Organic”, “Free Range” etc. if they are also able to display a valid certificate from an appropriate agency who are Nationally Recognized to certify against a recognized Standard pertaining to one of these terms.
6. Application and Selection process
· All applications are examined in order to ensure that the proposed items are in keeping with the rules of the market and that product diversity, quality and quantity are being maintained.
· The Market may not be able to accommodate all vendor applications.
· As part of the application, vendors should indicate the days on which they wish to attend the market. Although every attempt will be made to accommodate these requests, it may not always be possible and alternative dates may be offered.
· Dates can be modified by communicating with the market manager in writing by email at info@cumberlandfarmersmarket.ca.
· In order to ensure a good mix of products, the CFM reserves the right to set limits on the number of vendors offering similar products on any given market day.
· Vendors are required to submit a full list of all the items they are hoping to sell. Any new items which a vendor might like to introduce during the course of a season must be preapproved.
· Unapproved items are strictly prohibited.
· Photos and/or samples should accompany an application for the purpose of jurying. Depending on the proposed products, it may be beneficial to present an application in person.
· Members of the jury may be required to visit the applicant's place of production at the time of consideration and at any time during the season; any such visits will be scheduled as required.
· Once a vendor’s application is accepted, the vendor will be notified, and payment will be processed.
· Payments should not be sent by any applications that are not accepted by the committee.
7. Fees
The market is a not-for-profit community initiative. Fees are collected to cover the market's operating expenses and promotional efforts; they are charged on a per stall / per day basis. Personalized date sequences can be selected. Vendors stalls will be assigned based on individual schedules and space availability. All fees include HST. Refunds will not be issued.
Vendor fees :
Fees - There is a Annual $25 Membership/Admin fee charged to each vendor once per year upon acceptance of their application to our 2025 Cumberland Farmers Market season or at the time of acceptance to any of our Specialty Markets.
IF you are selected to join our Market based on this application – your Membership/Admin fee will be added to your invoice.
FULL Season Vendor
18 weeks - $45 per week = $810
(2 payments due April or May 1st, and July 15th , 2025)
Choice Vendor
8 - 15 weeks - $50 per week
(2 payments due by April or May 1st and July 15th, 2025)
Occasional Vendor
3 - 7 weeks - $60 per week.
(Admin fee plus 3 market due by April or May 1st.)
(Remaining weeks due the week (Tuesday) prior to registered event)
Individual Markets can be scheduled after MAY 1st
The Cumberland Farmers’ Market Board of Directors has decided to adapt the administrative procedures of the Market to make it easier for most vendors who are regular participants to operate their stalls, while still allowing the occasional vendor reasonable access.
FULL TIME VENDOR - The advantages are, for the full-time vendor, that their location in the market will be the same spot for consistency, the lowest market $$ rate and reduced Specialty market rates.
Choice Vendor - The location benefit applies as much as possible for the vendor who purchases 8 – 15 weeks. The price, while on a ‘per market’ basis may be a bit higher than for a full-time vendor, it will still be close to that lowest price. And reduced Specialty market rates.
OCCASIONAL VENDOR - The ’occasional’ vendor will have to define their specific participation dates at their first Market. We cannot commit to consistent spots for occasional vendors. Payment is due the TUESDAY before the market attending.
SPECIALTY MARKETS – All Specialty Markets are additional and do not count toward your # of weeks.
Prices information and Application acceptance to our Harvest and Christmas markets is being done on a separate form. WE OFFER SPACE TO OUR WEEKLY FARMERS MARKET VENDORS FIRST, and then open the available spaces to others.
SHARED MARKET BOOTH/BLOCK - The assignment of a Market spot to a specific vendor does not require that that vendor be the sole vendor in that spot for each date purchased; they can be shared between vendors either in that (2) two vendors share the same space at each Market purchased, or that two vendors alternate between that dates purchased. Such arrangements are, though, agreements between the vendors, and the principal vendor is totally responsible for payment.
The Cumberland Farmers Market does not give refunds due to cancellations, vendor personal issue, conflicting event, weather, acts of God or any other unforeseeable issues.
8. a) Stall Rules (10'x10') Outdoor
· Vendors are responsible for providing their own canopy, table, tablecloths, etc.
· On every market day, outdoor vendors must secure their canopy tents with appropriate weights on all four corners. It is recommended 40lbs each leg of your tent.
· Staff/vendors/volunteers/etc... shall always taken into consideration the comfort and safety of all attendees and other participants (i.e. a nasty storm rolls in and tents need to be taken down to prevent damage/injury).
· The CFM unable to provide such restraints to all vendors and individual vendors are responsible for providing their own restraints. COMPLIANCE WITH THIS SAFETY COMPONENT IS MANDATORY. Please plan accordingly.
· Following a verbal and a written warning to this effect, a $100 fine will be issued for non-compliance.
· Vendor membership may also be revoked at any time for noncompliance.
· Vendors must display a sign indicating their business name and location.
· Prices must be indicated for all products.
· Tables and displays should be neat and attractive.
· Vendors are encouraged to personalize their stalls with signs, stories, pictures, information, etc.
· The use of Styrofoam based containers/cups is strongly discouraged on market premises.
· The use of cardboard, paper, and easily biodegradable containers/products are preferred along with the use of recyclable containers or environmentally friendly containers by both vendors and clients.
· Signage and displays must not block visual site lines and other vendors.
· Vendors must keep their stalls tidy by storing boxes and putting away any packaging, keeping all waste products in suitable containers. Please reduce, reuse and recycle.
· Keeping common areas clean and litter free is the responsibility of all market participants.
· At the end of the day, vendors must make sure that they do not leave behind any waste or debris.
8. b) Stall Rules Indoor
· 1 6.5 x 2.5 foot table and 2 chairs will be provided. Vendors are able to bring a second table or racks to expand their display equivalent to a second table length and width MAX. Please send your plans for additional table, racks or displays to the Market Manager to be sure it is a suitable display. We are happy to work with you.
· Vendors must display a sign indicating their business name and location.
· Prices must be indicated for all products.
· Tables and displays should be neat and attractive.
· Vendors are encouraged to personalize their stalls with signs, stories, pictures, information, etc.
· The use of Styrofoam based containers/cups is strongly discouraged on market premises.
· The use of cardboard, paper, and easily biodegradable containers/products are preferred along with the use of recyclable containers or environmentally friendly containers by both vendors and clients.
· Signage and displays must not block visual site lines and other vendors.
· Vendors must keep their stalls tidy by storing boxes and putting away any packaging, keeping all waste products in suitable containers. Please reduce, reuse and recycle.
· Keeping common areas clean and litter free is the responsibility of all market participants.
· At the end of the day, vendors must make sure that they do not leave behind any waste or debris.
9. Stall Assignments
· The market manager and the organizing committee will be responsible for assigning stall spaces. A Map is attached.
· Although specific spots cannot be guaranteed, applicants are invited to indicate any preference they might have with regards to location. To promote continuity, a priority is given to Full Season Vendors, and to Block Vendors.
· In general, the CFM aim to keep assigned spaces constant, especially for weekly vendors. The CFM do however reserve the right to make changes as required. Keeping vendor locations constant over the course of the season can be difficult when vendors do not attend on a weekly basis, where vendor schedules can be quite variable from week to week.
In order to facilitate planning, it is important that any request or potential intention for more than a single stall be clearly specified as part of the application. Considering space limitations, the board reserves the right to limit the number of stalls allocated per vendor or family.
10. Arrival and Departure times
· The Market Manager or his representative will be on site by 6:45 a.m.
· Stalls are to be assigned by the Market Manager. Please check-in before setting up;
· All vendors are to be at the market no later than 8:30 a.m. If a vendor is not on site by this time, the market manager may re-assign a vendor’s regular location in order to avoid gaps. Since late arrivals can impact sales and how neighbouring vendors set-up, please make a point of being punctual.
· Booth set-up is to be completed by 8:45 a.m.
· Vendors are expected to have enough products to last the entire market day. Should a vendor sell out before the market closes, the stall must remain in place displaying a “sold out” sign.
· Stalls shall remain open until 1:00 p.m. and shall not to be taken down until closing time.
· No vehicles will be allowed within the market stall area of the parking lot until 10 minutes after the market's official closing time. As a courtesy to visitors and in consideration for public safety, please make a point of respecting this guideline. Violations are not tolerated.
· For planning purposes and as a courtesy, vendors who cannot attend a scheduled date must notify the Market Manager as soon as possible and no later than 5:00 p.m. on the Friday before the market, so that stall locations can be modified and planned accordingly. Any last-minute delays or cancellations should be communicated directly by phone, text, or email.
11. Vendor Parking
· All vendor vehicles are to be removed from the market area before 8:45 a.m.
· In order to leave a maximum number of parking spaces for visitors, vendors are asked to park on Market Street.
· Provisions can be made for vendors with mobility issues. Please indicate any requirements you might have with your application; arrangements can be discussed with the market manager.
Note: A loading zone will be set aside along Dunning Road between the lower parking lot entrances. These spots are to be kept vacant to allow for drop-offs and quick transfers during market hours.
12. Farm or business visits
The CFM promotes the market as a place where customers can buy local products. The Board and the Market Manager must be familiar with individual vendors and their farming and production methods. Members of the organizing committee reserve the right to visit farms and production facilities, with or without advance notice, to ascertain practices that are being used and the type of products yields which can be expected.
13. Regulatory compliance and additional guidelines
· Compliance with all regulations stipulated by regulatory bodies (municipal, provincial, federal, etc.) is the full responsibility of vendors.
· Government inspections do take place at the Market. Warnings, fines, and revocation of vendor privileges can result from non-compliance with laws guidelines and best practices.
· Vendors are required to comply with requests made by the Market Manager or health officials. Corrective measures and requests to remove any item must be respected.
· Food vendors are responsible for preparing and serving their items, including any samples, in a manner which is hygienic and in complete compliance with health standards. Please consult food sector documentation, resource people, organizations, institutions, and regulatory bodies in order to ensure that you have a good understanding of the norms and practices you must follow.
· All food vendors (except produce vendors) are required to complete the City of Ottawa Food Handlers Course and provide a copy of the certificate to Market staff upon registration
· All items on display, for sale or for sampling, must be appropriately packaged and protected from contamination.
· Scented products must be wrapped. As a courtesy to our clients and vendors the CFM also request that vendors refrain from wearing perfumes and scents on market days.
· A hand washing station must be fully accessible and used regularly where food handling is taking place.
· Food handlers are required to wash their hands regularly. Note: Providing food samples is considered food handling.
· Vendors are responsible for providing their own hand and Dish washing stations.
· Vendors are not allowed to bring pets to the market, Registered Service Animals only.
· All vendors are responsible for insuring that they have appropriate insurance coverage for their market activities.
· Smoking by market participants is not permitted on site.
14. Infractions and grievance procedures
· Infractions to the rules and regulations may result in a verbal or written warning, to be issued either by the Market Manager or the CFM board of directors. Vendor privileges can be revoked at any time, at the sole discretion of the board.
· Vendors are urged to bring any concerns to the attention of the Market Staff, who are on site to represent the Market and to provide vendors with support. Substantive discussions should however take place outside the market's regular hours.
· Vendors are expected to be polite and respectful in their dealings with the public, fellow vendors, market volunteers and organizers.
· If issues or conflicts do arise, attempts should be made to resolve these matters in good faith amongst the parties directly involved.
· Appeals or unresolved complaints that directly relate to the market management should be submitted in writing. The organizing committee will examine the situation and respond to submissions in due course of time.