Become a Vendor

Field to Table manages four neighborhood farmers markets in Arlington, VA:

Cherrydale: Saturdays 8:00am–12:00pm, mid-April to mid-November, Dorothy Hamm Middle School

Lubber Run: Saturdays 8:00am–12:00pm, mid-April to mid-November, Barrett Elementary School

Fairlington: Sundays 9:00am–1:00pm, mid-May to mid-November, Fairlington Community Center

Westover: Sundays 8:00am–12:00pm, April to November (summer); 9:00am–1:00pm, December to March (winter), Westover Library Plaza/Cardinal Elementary School

Dear Vendor,

Thank you for your interest in joining a Field to Table farmers market! To ensure the freshest produce and prepared goods, our markets are limited to local farmers and producers only. This means that only products grown or prepared within 125 miles of Arlington, VA, are permitted to be sold, and that the seller must be either the producer or the producer’s agent (i.e., a business partner or employee). Please note that we do not permit craft vendors within our markets.

REGISTRATION AND SCHEDULING

To be considered for participation, you will need to create a vendor profile on managemymarket.com. Click the “Register” button on the Manage My Market homepage and follow the instructions provided. Make sure to include a detailed description of your products, how they are sold (e.g., loose, pre-packaged, etc.), and their general price points in your profile description. After filling out your profile, you may request to join any of our four markets. Please note that we prioritize consistency and accountability in market attendance and are especially interested in vendors who can commit to weekly participation.

You will be able to schedule your market days in the “Dates” section of your vendor profile. While Manage My Market will default to listing and scheduling you for every market day available, you have the ability to manually remove dates on which you know you will not be able to attend your chosen market(s). If you are available to be there on a planned day off, please coordinate with your Market Manager and update the attendance in Manage My Market. This is where you will enter your gross weekly sales. Planned absences must be incorporated into your Manage My Market schedule in advance of their occurrence; otherwise, you will be liable for paying the Base Weekly Fee (see Market Fee Schedule) for those dates, even if you are not present at the market. Unplanned absences will be addressed on a case-by-case basis. Please coordinate with the relevant Market Manager in these scenarios.

REQUIRED FORMS

The following forms may be required before you can be approved as a vendor. All required forms must be submitted in accordance with the guidance below. You will not be able to start selling in our markets until Field to Table has received the requisite documentation.

• Vendor Application
• Clean Kitchen Certificate (or Equivalent)
• Certificate of Insurance (COI)
• Farmers Market License and Food Handlers License
• New-Vendor Deposit

Vendor Application

This form is required for all vendors.

We monitor interested profiles on Manage My Market and will reach out to vendors whose products will enhance our market offerings. If we think you might be a good fit for the market(s) to which you have applied, we will email you a formal application. The corresponding Market Committee(s), under Field to Table, will review and approve these applications.

Submission Instructions: You must email your application to Rob Swennes and Deniese Degges.

Clean Kitchen Certificate (or Equivalent)

This form is required for prepared-food vendors.

If approved by the Market Committee(s), you will need to submit a copy of your clean kitchen certificate, health inspection report, or food services facility permit issued by the jurisdiction in which your products are prepared (VA, MD, DC, PA, or WV).

Submission Instructions: You must email your certificate (or equivalent) to Rob Swennes and Deniese Degges. We DO NOT accept certificates or licenses posted to Manage My Market.

Certificate of Insurance (COI)

This form is required for all vendors.

Evidence of existing liability insurance in the minimum amount of $1,000,000 is required prior to selling in our markets. Field to Table must receive a Certificate of Insurance (COI) from your insurance company confirming the existence of this insurance. The COI should be issued to Field to Table, Inc., P.O. Box 5948, Arlington, VA 22205 and must list Field to Table, Inc. as “additionally insured.”

Submission Instructions: Your insurance agent must email an approved COI to Rob Swennes.

Farmers Market License and Food Handlers License

These forms may be required for prepared-food vendors.

Depending on what is being sold and how it is prepared and packaged, the Arlington County Health Department may require a Farmers Market License and possibly a Food Handlers License. Please contact the Department for guidance.

Submission Instructions: If applicable, you must email your license(s) to Rob Swennes.

New-Vendor Deposit

This deposit is required for all new vendors.

Field to Table requires a single, non-refundable deposit of $250 to secure your place in our markets. This deposit is not an application fee and is only required once your application has been approved by the relevant Market Committee(s).

Your deposit will be applied toward monthly vendor fees beginning with your first month at the market(s). Once your deposit has been consumed, all vendor fees thereafter will be billed on a monthly basis.

Submission Instructions: You must mail a certified or cashier’s check issued by your bank to Field to Table, Inc., P.O. Box 5948, Arlington, VA 22205. We DO NOT accept personal checks for this deposit.

MARKET FEE SCHEDULE

The market fee schedule is two-tiered:

• The Base Weekly Fee is:
  • $30 for a 10-ft. x 10-ft. space
  • $40 for a 20-ft. x 10-ft. space
  • $50 for a 30-ft. x 10-ft. space
• The Percentage of Gross Sales Fee is 5% of gross sales for each market day.

For each market day, you will be assessed either the Base Weekly Fee or the Percentage of Gross Sales Fee, whichever is greater. Please note that if you miss a market day for which you were scheduled in Manage My Market, you will be liable for paying the Base Weekly Fee for that day. If you are not scheduled but show up to the market that day, you are responsible for reaching out to the market manager to have you added to Manage My Market online attendance that day so you can enter your gross sales. The only exception to the Base Fee requirement is if you are scheduled to be absent before the opening day in Mange My Market. If you assign yourself to a spot for all market days, you will be charged the base fee if you are absent. You are responsible for notifying the market manager of all absences at least 24 hours in advance.

Vendors must submit their weekly gross sales through the sales portal on Manage My Market. For ease of tracking, gross sales should be reported after each market day–that is ideal. If needed, you may submit your gross sales more periodically. However, all sales for a given month must be reported no later than the 10th of the following month. Field to Table’s accounts receivable contractor begins issuing vendor invoices on the 11th. If it is found that a vendor has not reported gross sales for one or more market days by the aforementioned deadline, a $50 penalty fee will be added to the invoice. All payments are due within 30 days of invoicing.

If you have any additional questions or concerns, please reach out to Rob Swennes. We look forward to seeing you at our markets!