2022 Cle Elum Holiday Market Guidelines and Rules (Required) I have read and understand the market guidelines and agree to the rules
PRODUCT POLICIES & GUIDELINES
It is the responsibility of the vendor to be informed and in compliance with all permitting and safety requirements.
FOOD / PRODUCE
•Processing of fresh food products such as smoked meat or fish, seafood, cheese, cider, baked goods, preserves, wine, etc., must be appropriately labeled with product name, ingredients, net weight, price, producer name, and address.
•Use of the term “certified organic” is permitted only if certified organic by the Department of Agriculture. This certification must be on file with the Cle Elum Downtown Association.
•Prepared food (concessionaires) shall possess and maintain all required state, county and local permits and product liability insurance.
•All food vendors must have an individual Kittitas County health permit.
CRAFT / ART
•Vendors selling non-agricultural products are welcome to sell their craft, we require that you to provide a good description and pictures in your application, this is to help us in approving your application and in assigning your space.
•Vendors are selected by the Cle Elum Downtown Association. Selection will be based on quality and uniqueness of product, compatibility with the existing market mix, vendor performance, and space available.
•To help alleviate the number of vendors offering the same or similar products, excessive, or duplication of products a vendor(s) may be denied entry or granted limited participation.
•Vendors may be placed on a rotating schedule or on a waitlist to maintain a balance in the market mix.
•The market does not and shall not discriminate based on race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations.
•Market spaces are roughly 10 feet. Selling space and location assignments are determined by the CEDA and are not transferable.
•Double spaces or larger must be pre-approved by the Cle Elum Downtown Association prior to market day. Additional fees will apply.
•Sharing space with another vendor must be pre-approved by the Cle Elum Downtown Association beforehand.
•The indoor market space has a limited number of tables (48” x 30”) available, which can be requested on a first-come, first-assigned basis. That request can be made on application. CEDA representatives will confirm availability with you at application acceptance.
•Vendors who do not receive tables will be required to provide their own. All products, displays, signage, etc. must be contained within the space assigned. All displays, signage must be secured for safety.
•Spaces may not spill into other booths or common areas unless pre-approved by Cle Elum Downtown Association.
The 2022 Holiday Market Booth Fee:
•10 Foot – $50/Day
To secure your booth, payment is required at the time of submitting your registration. The Cle Elum Downtown Association Staff will not conduct financial transactions during or at the Market.
Refunds of vendor fees will not be issued UNLESS the vendor notifies the Cle Elum Downtown Association 72 hours in advance of the market, they are registered to participate in.
CERTIFICATE OF INSURANCE
A certificate of insurance naming The Cle Elum Downtown Association, The City of Cle Elum, and Hudson Hamilton LLC as additionally insured is required. The certificate can be uploaded during the online registration process OR brought to the Market the day of. This is a required document and must be submitted prior to doing business as a market vendor.
ARRIVAL AND SET-UP / TEAR DOWN PROCEDURES
The Cle Elum Holiday Market hours are 10 am – 3 pm with an evening market on December 17, from 5pm – 8pm. Dates in December are the 3rd, 10th, and 17th.
•Arrival and setup time will begin at 8:00 am, all vendors must be ready for business by 10:00 am when market doors open.
•For safety reasons, late arrivals may not be allowed to set up and the vendor space will be forfeited. Late arrival is defined as arriving after 9:30 am.
•Vehicles may be pulled close to the market entrance for set-up. To ensure that all vendors can access their spaces, vehicles must be quickly unloaded and parked in the parking lot behind the building on Harris Ave. Product set up and display for your booth should be done after relocating your vehicle to keep the flow of arriving vendors moving.
•Set-up and take-down is the responsibility of the vendor.
TEAR DOWN / CLEAN UP
The Holiday Market will close at 3:00 pm, each Saturday (8pm on 10/17/2022). For safety reasons, early take-down and departure before closing time will not be allowed. Exceptions may be made in case of emergency, please consult the Market Coordinator.
•Items you can carry can be placed near the sidewalk on Harris, ready to load when you can retrieve your vehicle (if necessary).
•Vendors are responsible for returning the area to its original condition and for the removal of their own trash. Vendors are responsible for their own space(s).
•No dumping of cardboard.
•Vendors must supply all necessary trash containers and must leave their site clean and, in a condition, suitable to the Market Coordinator and property owner.
•Each member will remove containers, waste, and trimmings before leaving the market.
•If Volunteer assistance is needed, please notify the Cle Elum Downtown Association.
•Your attendance on dates you have reserved is expected.
•If an emergency arises and cancellation is necessary, please contact the Cle Elum Downtown Association as soon as you are aware that you will not be in attendance.
•Booths must be always staffed during regular Holiday Market hours. Youth younger than 16 may not staff a booth without adult supervision.
•The market will remain open during published, scheduled times.
•The exception is during an electrical outing or a winter storm which causes closure. For safety, the Cle Elum Downtown Association Holiday Market Operations could cancel or modify the market at any time due to COVID and Kittitas County Health Department regulations.
•Food Safety – for further interpretation of these rules, or clarification on whether the food rules are applicable to your booth visit the Kittitas County Health Department at https://www.co.kittitas.wa.us/health/services/food.aspx. This list does not cover every Kittitas County Health Dept requirement. It is the responsibility of the vendor to ensure that they have all the correct certifications in place to operate.
•Additional information on rules and clarification during COVID operations can be found at: COVID19 Agricultural Events Guidance.pdf (wa.gov) / COVID-19 Guidance for Food Workers & Food Establishments (wa.gov)
•Handwashing Stations are required at any booth with open food. Hands must be washed before putting on gloves and between glove changes. If you do not meet sanitation requirements, a re-inspection is required.
•Applications and payment to the Health Department are due at least 14 days before the event to avoid fees.
•All persons working in a booth with food preparation need to have a food worker card on site.
•Do not touch ready-to-eat food with bare hands. Use gloves, tongs, deli-tissue, or utensils.
•All food preparation must be done in a kitchen approved by the Kittitas County Health Department. Food prepared at home is not allowed.
•Sterno devices are not allowed.
•Check food temperatures frequently. The vendor will provide a tip-sensitive food thermometer at their location.
•All fruits and vegetables must be pre-washed, pre-cut, or washed in an approved kitchen if being sold to be consumed on-site.
•If selling unwashed fruits and vegetables, bring a consumer advisory sign stating, “please wash all fruit and vegetables before consuming”.
•A consumer advisory is required any time undercooked or raw eggs, meat, fish, or shellfish are offered.
•All vendors will be monitored and upheld to the food safety standards and requirements of the USDA, WSDA, Kittitas County Health Department, the Market Manager, and any other applicable permitting agency or authority.
•Vendors will be suitably dressed and interact with fellow vendors in a courteous and appropriate manner.
•There will be no discrimination according to race, color, creed, gender, religion, sexual orientation, age, or nationality.
•Vendors will display their products neatly and attractively, with consideration for the other vendors and customers.
•Respect all spaces and contain products within your given booth space.
•All booths are to have visible signage that indicates the farm/business name.
•Product must be clearly priced.
•No political or religious campaigning or disseminating of information.
•Consumption of alcohol or controlled substances at the Holiday Market is strictly prohibited.
•Smoking, including vaping, use of cannabis is not permitted within the Holiday Market or within 50’ of the exit or entrance from/to the market.
•Retail sales taxes are the responsibility of the individual vendor and should be set to Cle Elum, 98922.
•Vendors are required by law to have a Washington State UBI Number and must supply this tax number when the application is made to sell at the market.
•Should a complaint or problem arise during market hours, it should be directed to the Cle Elum Downtown Association in a timely manner that is not disruptive to the market.
GENERAL SAFETY and PERSONAL COMFORT
•Vendors are not permitted to bring pets or other live animals into the Holiday Market.
•All vendors will comply with codes established by the City of Cle Elum and the Cle Elum Fire Dept.
•The Cle Elum Holiday Market has limited electricity within the building.
• Holiday Market facilities are cool, plan to dress warmly for your comfort.
• The market space does not have a microwave or cooking area to reheat food for your personal consumption, plan for your food needs, it can be difficult to leave your space to find food outside the building. The market can be crowded and very busy at times.
•Vendors shall not use any bottled gas, electrical device, or hazardous material without prior approval of the Market Coordinator and Cle Elum Fire Dept.
•All safety concerns should be reported immediately to the Cle Elum Downtown Association staff.
•The Cle Elum Downtown Association and Cle Elum Holiday Market are not responsible for any loss or damage incurred by vendors.
The Cle Elum Downtown Association, Hamilton Hudson LLC, and the City of Cle Elum, shall not be held liable for any debt, tax, or assessments incurred by Market vendors in the operation of his/her booth nor for any salary or expense due to any of his/her employees. The Cle Elum Downtown Association, Hamilton Hudson LLC, and the City of Cle Elum shall not be liable for the result of an accident or damage to any person or article employed by, or in possession of the vendor while at the Market in the City of Cle Elum, whether such accident, loss or damage occurs during the time of preparation, the period of occupancy, or at the time of removal therefrom. In consideration of the privileges granted by this contract, the vendor agrees to protect, indemnify and hold harmless The Cle Elum Downtown Association, Hamilton Hudson LLC, and the City of Cle Elum from any and all claims for damages, demands, or suits arising from injuries or damages sustained or alleged to be sustained, by employees of the vendor or by any member of the Holiday Market where such injury or damage shall have resulted either directly or indirectly from the activities and business of the vendor in connection with this contract. The vendor shall cooperate and assist The Cle Elum Downtown Association, Hamilton Hudson LLC, and the City of Cle Elum or its representatives in investigating such claims and in negotiating settlement thereof and the vendor shall be bound by any decision of The Cle Elum Downtown Association, Hamilton Hudson LLC and the City of Cle Elum its representatives respecting the disposition to be made of such claims, even if any of the allegations, claim for damages, demands or suits are groundless, false, or fraudulent.