Perth Farmers Market

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Terms

Terms & Conditions

 

History

Perth Farmers’ Market was set up in 1999 by local farmer (at the time) Jim Fairlie to “offer an opportunity to farmers to sell direct to consumers as an alternative to selling only through the major multiple retailers” 25 years on and the ethos remains the same.

Perth Market Society

Perth Farmers’ Market Ltd (PFM) is a non profit society run by a Board of trustees for the benefit of its members (Chair@perthfarmersmarket.co.uk). The current Board consists of

  • Karen Steel- Chair
  • Tracy Robinson- Vice Chair
  • Derek Alexander
  • Francesca Polegato- Finance Officer
  • Daniel Muir- Company Secretary

The Board works to a constitution ensuring a monthly market space is provided for its members and traders to sell their products directly to members of the public in a cohesive and collaborative manner. Perth Farmers’ Market Society are members of –

  • Scottish Agricultural Organisation Society
  • Perthshire Local
  • Perthshire Chamber of Commerce

Membership

Traders/businesses based in Perthshire can apply to become a member of Perth Farmers Market Society, once they have completed their three month trial of trading with us.

All members must agree and become party to a Member’s Agreement. All members must pay £50 (share capital) and £50 plus VAT (annual membership)

Requests for a membership form can be made to the Chair@perthfarmersmaket.co.uk, once completed and returned. All membership which will be discussed by the Board, and traders will be informed of the decision. The board shall decide in its absolute discretion whether to accept or refuse the application (SAOS Model Rule A 1994).

Perth Farmers’ Market holds an Annual General Meeting, in accordance to its constitution, in which Board members are elected and members of the Society are able to attend.

Location 

In line with Perth and Kinross council market operators licence, PFM holds a monthly farmers’ market on the first Saturday of each calendar month (February until December in which two markets are held). The market is located on the left hand side of South Inch car park, South Street, Perth, within a designated pedestrian (barriered) area.

Market Coordinator

A Market Coordinator is contracted by Perth Farmers’ Market Society to organize the monthly markets with support from a financial accountant and a Board of Trustees 

Contact details of the Market Coordinator are as follows

Yvonne Alexander

Email:- enquires@PerthFarmersMarket.co.uk

Website https://perthfarmersmarket.co.uk/

Telephone:-07496719461

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Application Process

As a general rule Perth Farmer’s Market is for farmers, growers and producers to sell their produce direct to the public.Those wishing to trade at Perth Farmers Market need to complete the online registration form. Traders are requested to list the individual produce they wish to sell. All foods/products sold should have been grown, reared, brewed, pickled, baked, smoked or made/prepared by the producer. A number of stalls are available for non-food & drink traders. Preference will be given to those selling artisan goods in Perthshire.

Once the applicants online registration has been submitted, an automated email will be send to the registered email address, this will enable access to potential traders individual dashboard. Applicants will be requested to upload any documentation required to upload such as

  • Risk Assessment including fire safety
  • Public Liability Insurance
  • Gas Safety Certification for all gas appliances
  • Licences for the sale of alcohol
  • Food Hygiene certificate with regards to food from their local authority

Once all documentation has been uploaded all application forms will be reviewed and agreed by the board of Perth Farmers’ Market.

This information will be held by Perth Farmers’ Market in accordance with our privacy policy, data protection and all relevant legislation (GDPR2018).

All applications will be contacted by email by the market coordinator with the Boards Decision and appeals process.

Stalls

Perth Farmers’ Market (PFM) provides a covered market stall 8ft (w) x 4ft (D). However traders must provide their own table top covering. Stalls are erected by PFM contractors, on the day of the market, stalls are heavily weighted to make them secure, in accordance with the PFM market plan and risk assessment. The modification of stalls is not permitted in any way such as removal of bars or weights or the modification of skirts and canopies.

Catering, charities and those wishing to bring gazebos, trailers, vans, must be agreed, and comply with the manufacturer instructions and detailed on the traders risk assessment.

Hand wash sinks are not provided for traders. All relevant traders are required to have their own wash units, pump dispenser soap/hand wash and paper towels.

General

Market Rules

All Traders Must Adhere to the following rules 

  • All traders must adhere to rules regarding trading standards. 
  • All traders selling food/drink must be registered with their local Authority.
  • All traders selling food/drink must have an appropriate HACCP-based food safety management system in place.
  • All Traders using LPG must have permission prior to attending the market and ensure that cylinders have been checked by a GAS SAFE registered fitter, and recorded on the risk assessment
  • All gas cylinders used for cooking must be stored outside stalls at least 1 metre away from cooking appliances. Spare cylinders are not permitted within the market site.
  • Traders wishing to use Barbecues must seek permission prior to attending. Barbecues should be positioned at least 1 metre away from any stall and any cooking ranges within stalls should be positioned at least 600mm from any material.
  • All Traders using LPG must provide a dry powder fire extinguisher and fire blanket. Firefighting equipment must be tested on an annual basis and included on the risk assessment
  • All Traders agree to the social media links, website, and company details provided in their application may be used by Perth Farmers’ market in conjunction with the markets, event publicity, advertising and Perth Farmers’ Market website.  In attending the market, traders agree to participate in the taking of photographs on market days, which will be used with event publicity and social media.

Produce

Only products/items previously agreed by Perth Farmers Market Board (as listed on the Trader application form) can be sold on the day of the market. Items/products not previously agreed will be asked to be removed from the stall by the market coordinator. Should traders wish to increase their product range, they will need to complete an ‘additional product request form’ prior to bringing new products to sell.

Code of Conduct

Perth Farmers’ Market has a zero tolerance of abuse. Traders will be removed from the market with no liability to Perth Farmers’ Market should behaviour deemed unacceptable occur.

Smoking and vaping is not permitted at stalls or in the immediate vicinity of the marketplace.

Perth Farmers Market licence, does not permit the consumption of alcohol at stalls or in the immediate vicinity of the marketplace.

Traders wishing to sell alcohol must ensure they are fully compliant to licencing, displaying appropriate age related legislation and their products are not sold to be consumed within the market place area.

Fees

Payment Structure – Perth Farmers’ Market

Non Members £80 plus VAT

Members £70 plus VAT

Charities and Non-profit making organisations £45 + VAT

(A maximum of two markets per calendar year is agreed unless authorised by the Board)

All fees are subject to VAT at 20%

Payment is due BEFORE each market. Failure to do so may result in your stall being allocated to another trader

All fees must be paid by the 25th of the month before each market.

New traders at Perth Farmers’ Market may pay by bank transfer or straight cash transfer at their bank. No cash or cheques will be accepted. After the 3-month trial period, fees will only be accepted by standing order or bank transfer

Cancellation Policy

Notice that a trader will not be attending must be given at least 7 days before the date of the market to the Market Coordinator (07496719461 or enquiries@perthfarmersmarket.co.uk). As proof of cancellation traders will receive a Stall Cancellation Number. If you do not have a cancellation number YOU ARE NOT CANCELLED and would be liable for the fee due. Traders will receive a full refund should they cancel on or before this date. Traders not giving the required notice will not be entitled to a refund.

Perth Farmers’ Market Ltd has carried out a Risk Assessment and will ensure that safety procedures are being adhered to by completing a Market Safety Check and an individual Trader Check at each market for both fire and general health and safety. A Food Safety Check will also be carried out to ensure compliance with all food safety regulations.

Extreme Weather Contingency plan

This plan will become effective in the event of extreme weather conditions (high winds/heavy snowfall) which would make it extremely difficult & potentially dangerous to erect market stalls in the South Inch car park and which could present a health and safety issue for stall erectors, traders and members of the public.

Perth Farmers’ Market  recommends traders to monitor the weather conditions prior to any market, ensuring they are prepared for market day.  Weather conditions/forecasts will be monitored on the days (week) leading up the market by the Market Coordinator, Stall Erectors, Contractors and Board Members. In the event of extreme weather being forecast all traders must be prepared to take a telephone call from the Market Coordinator, on the contact telephone number provided (Traders need to ensure their telephone contact is regularly updated).

Should extreme weather be forecast all traders will be contacted by telephone (followed by email) from the Market Coordinator on the Friday before market day (Saturday) to inform them, the extreme weather contingency plan will have to be put in place. No stalls will be erected and trading will be from traders’ ownvehicles. Once the decision to trade from vehicles has been made and traders have been informed, this will not be reversed. 

Options for traders will be:

A: Cancel stall/ space and receive a full refund at this point (Friday 9pm)

Traders who decide not to trade under the extreme weather contingency conditions have the opportunity to cancel their stall at this point (Friday 9pm) and will receive a full refund of their stall fee.

B: Trade from own vehicle (with own table)

Traders who accept the offer to trade from their own vehicles will receive £30 + VAT refund.

Charities paying a reduced rate will receive a £20 + VAT refund.

There will be no refunds given to traders who indicate at this point (Friday 9pm) that they still wish to trade on the following Saturday, and subsequently change their mind or fail to attend.

All Market Operating Rules, Health & Safety Procedures and Traffic Management Systems will remain the same as per a regular market. Vehicles will park according to instructions given by the Market Coordinator/stewards and must remain on site until the market closes.

Traders must ensure that their Risk Assessment is up to date & their Public Liability Insurance is current for trading from a vehicle. It is the duty of each trader to inform staff of any changes to the regular procedure, and provide the relevant PPE. Traders will need to provide their own table, however the erection of gazebos is not permitted and any temporary structures will need to be agreed prior, with the Market Coordinator.

Perth Farmers’ Market aims to make a decision regarding weather conditions by midday Friday,  prior to market day. However, there may be extreme conditions which occur on the Friday night/Saturday morning which are totally out of our control. All traders therefore must be prepared to accept an urgent telephone call from the Market Coordinator very early on Saturday morning (6am) informing the market is only viable to continue via vehicles or is indeed cancelled. 

Market Day- Operational Rules

SET UP TIMES, ACCESS AND PARKING

  • Trading Time – 9.00am – 2pm on the first Saturday of each month. With additional markets in December.
  • Perth Farmers’ Market is located at South Inch Car Park
  • Access by vehicle is permitted from entrance to the car park. The Market Coordinator will meet all traders at the entry to the market and direct you to your stall. There is a one way system in place. Trades are requested to unload their vehicle and move into the car park before setting up their stall. Parking is free within the parameters of the market. Parking to the right of the market in the car park you will need to pay, as per PKC car parking charges. All traders are asked to speak to the market coordinator if unsure to avoid parking fines.
  • Set up for traders is from 7am – 9am – all cars must be removed from site by 9am
  • Vehicles must not exceed the speed limit of 5 miles per hour. All vehicles entering/exiting the market site must give due care and attention to pedestrians and cyclists.
  • Business/Trading names must be displayed on the stall.
  • All legal notifications (ie Alcohol age restriction) need to be displayed by the Trader.
  • The use of A boards is not permitted. All signage (solid structures or vinyl banners) must be securely fixed by traders and is the responsibility of the Trader
  • Liability for takings on the day is that of the stallholder only.
  • Traders are not permitted to sell any goods not agreed by the Perth Farmers’ Market Board.
  • All produce must display appropriate labeling in accordance to the relevant legislation (ingredients, allergens,etc)
  • Traders must ensure their space is in clean and proper condition to the satisfaction of authorised officers from Environmental Health.
  • Moving Equipment- Due care and attention must be taken when handling large items of equipment such as chillers or other electrical appliances. This is particularly important at market break down.
  • All stalls must be staffed by at least one person over the age of 18 years. Those traders selling alcohol must have at least one person who is over the age of 25 years. All stalls to be staffed until 1:30pm unless ALL produce is sold. If traders are sold out of produce, traders must inform the market coordinator before leaving the market. No Vehicles will have access to the market site until 2pm unless advised by Market Coordinator
  • Stallholders are responsible for removal of all waste at the end of the market

Please note

Perth Farmers’ Market reserves the right to cancel the occupancy of the stall/pitch at any time, if it believes health and safety of stallholders or the public is at risk.