Sunshine Harvest Markets Vendor Guidelines 2025
About Sunshine Harvest Markets…
Sunshine Harvest Markets is managed by Woodruff Enterprises Events. Sunshine Harvest Markets strives to engage the community and local vendors in a positive environment while providing access to fresh local produce. Our goal is to introduce the community to unique vendors and cottage produced food items. We are proud to partner with DUFB/Produce RX/SFMNP to give access to fresh produce for lower income families.
All vendors who choose to provide samples of their product must obtain a permit from the Weber-Morgan Health Department.
Participating Vendor Requirements
Farmers/Growers
● Products sold must be grown and harvested on the vendor’s owned or leased property in the state of Utah.
● Farmers must register their farm with the Utah Department of Agriculture under the Utah Produce Safety requirements. Go to https://producesafety.utah.gov/tool/ and answer a few questions. Vendors approved after filling out the application with UDAF (and receiving a certificate) can sign up to be an exempt produce grower.
Ranchers
● Meat must be raised and/or butchered in Utah.
● Products (meat & eggs) sold must meet Utah Department of Agriculture and USDA regulations.
Preserves
● All products must be produced and packaged in Utah.
● All preserves (jam, salsa, syrups, etc.) must be prepared in a commercial kitchen (unless you are a cottage vendor) under the vendor's name that has been inspected and approved by the Utah Department of Agriculture.
Packaged Foods
● All products must be produced and packaged in Utah.
● All packed food must be prepared and packaged in a licensed commercial kitchen (unless you are a cottage vendor) under the vendor’s name that has been inspected and approved by the Utah Department of Agriculture.
Cottage Vendors
● We are proud to be able to allow House Bill 181 category vendors into our market as we believe you are an important part of the Utah community. If you are a food vendor who prepares food outside of a commercial kitchen you most likely fall under the vendor category for HB181. Find more information here ( https://le.utah.gov/~2018/bills/static/HB0181.html).
How to register
https://ag.utah.gov/businesses/regulatory-services/cottage-food-production/
Prepared Foods
● Food must be built to order & served onsite (Food Trucks, Shaved Ice, coffee etc.).
· No food/water/grease etc. may be dumped on the premises or left in the parking lot. This is a safety and Health violation, ANY infraction will result in removal from market and forfeiture of booth fees (See fines)
● Your cooking station must be in compliance with the Weber-Morgan Health Department.
https://www.webermorganhealth.org/
● Choosing to purchase from other vendors to prepare menu items is encouraged.
Artisan/Resale
● Handmade items must have been made or assembled in Utah by the vendor selling the item and/or their staff.
● Resale items are allowed, however we do ask that when questioned by shoppers you are honest about whether or not you made the items yourself.
Community Booths & Nonprofits
Due to this being a first year market, we currently do not have free spots for Community/non-profit vendors.
Prohibited Vendors
No vendors are specifically prohibited, however, priority placement will be given to vendors that provide handmade/unique items over resale items. We do insist that if a customer asks if your products are handmade, please be upfront and honest. MLM vendors - only 1 booth will be allowed per MLM per market day. No explicit or drug related items can be on display, this is a family friendly market. You may sell the items from a “catalog” of your products, but it cannot be on display.
Vendor Participation
All vendors must understand their commitment to vending each week for which they have been approved (see Fines listed below).
Vendors will need to apply online and are subject to the guidelines listed below.
Vendors will select the date/s for which they are willing and able to commit. Vendors must pay their vendor fee in full at the time of acceptance (within 2 weeks of the emailed invoice) and before the market begins. Failure to provide payment in a timely manner may result in forfeiture of your booth spot to another vendor. Vendors will be assigned a booth location each week, this location may vary from one market to the next. Booth numbers will be sent in advance by email no later than the preceding morning, booth spots may be altered due to no-show vendors to avoid large gaps in the layout. Vendors should also collect their booth assignment from the Info Booth on market day, and this is advised as it may change morning of. Any requested changes to the vendor's approved schedule must be submitted to the Market Manager for approval at least one week in advance. Requests will be reviewed by market staff within 48 hours of their submission. For vendors that are requesting additional days, vendors will be charged for each approved additional day. Payment for the additional days will need to be submitted within 3 days of the invoice being emailed.
Attendance
Vendors are required to notify the Market Manager either by email or phone 72 hours in advance if they will not be attending a day they have scheduled to vend. If proper notice is not given a fine will be issued (see Fines). Repeated infractions without proper notice may result in forfeiture of the vendor’s booth assignment & prepaid booth fees. This may also lead to denied participation at future markets.
Vendors are required to stay for the full market hours. Vendors will not be allowed to leave prior to the teardown time for any reason.
We want everyone to have an enjoyable and successful market, and attendance affects the whole market including other vendors, our patrons, and our staff. We truly believe that attendance notifications help us to plan market days with the best possible atmosphere for all to succeed.
Weather
Sunshine Harvest Markets is a rain or shine event and will operate regardless of weather, with the exception of unsafe conditions (gale force winds and/or lightning). Weather is monitored and reviewed in compliance with the National Weather Service forecasting system. https://www.weather.gov/
Application and Jury Process
Vendors must submit an application for each season of Sunshine Harvest Markets. Applications will open at least 90 days prior to the first market day, and will close at least 30 days prior the first market. Last minute vendors MAY be allowed into the market to fill no-show gaps in the map, but must have already applied, have the proper insurance, and if necessary based on vendor type the proper permits.
All vendor applications will be reviewed by Sunshine Harvest Markets management.
Applicants may be asked to submit photos or give more detail about their product to help with the proper vendor spacing, as we strive to separate similar vendors (with the exception of Farmers and food trucks which will be grouped together). The market may receive and deny applications that conflict with other market vendors. The jury process is closed to the public and discussions that take place will not be shared outside of Sunshine Harvest Markets’ management team at any time. The Sunshine Harvest Markets management team reserves the right to refuse any vendor application, especially due to violation of the expected behaviors outlined throughout this document. The reasoning for non-acceptance will not be published. All decisions are final.
This portion will only apply to future years
Prior participation in Sunshine Harvest Markets does not guarantee acceptance, nor does it provide specific placement within Sunshine Harvest Markets, however it will grant the vendor early access to the application the following year.
Announcement Dates
Vendors will be selected and notified of their status within one week of the application close date, some vendors may receive their approval earlier. Communication will be sent to the email that was included on the application. Invoices must be paid within 2 weeks of approval notification. Failure to provide payment in a timely manner may result in forfeiture of your booth spot to another vendor.
Vendor Responsibilities and Disclaimers
Vendors may only sell and display the items described in their application. Changes to sale items are to be approved by the Sunshine Harvest Market Management at least 2 weeks in advance. Failure to receive such approval may result in fines and/or removal from the market, without refund (see Fines). Please know that we are not attempting to limit you as vendors, we strive to keep similar items a decent distance apart, and want this to be a fair market for all vendors. THIS IS A COURTESY TO YOUR FELOW VENDORS.
Qualifying approved produce and grocery vendors are required to participate in our SFMNP, DUFB & PRX programs (see Incentive Programs).
Vendors may not play music at their booths unless approved in advance by the market manager.
Participating vendors are responsible to hold all relevant licenses and permits through Ogden City, Ogden-Weber Health Department (WMHD), HB181, and the Utah Department of Agriculture and Food (UDAF) prior to participation in the market.
Certificates must be visibly displayed at the vendor’s booth each market day. Vendors assume full responsibility for the products they market and sell. Our management, staff, sponsors, venue and affiliates will be held harmless against any claim of injury or damage by any buyer, seller, or other persons resulting from the use, consumption, display, or marketing of vendors’ products.
Weber-Morgan Health Department (WMHD)
Vendors who are selling food of any kind, are responsible to check in with the Weber-Morgan Health Department to make sure they have all of the proper permits. A separate permit is necessary to offer samples at the market.
Sunshine Harvest Markets will send the health department a list of our approved vendors for review, and they will flag any vendors that are not in compliance. If flagged we will notify you within 48 hours so you can resolve the permit issue. Failure to hold the proper permits will result in removal from the market without booth fee refund.
United States Department Agriculture and Food (UDAF)
Vendors selling produce, prepared, or packaged foods must have the proper permits through UDAF.
Business License
A Special Event Temporary Business License from Ogden City is required for all vendors. The business license fee is collected in addition to the booth fees and will be paid to the city on your behalf. This is part of your original registration process, and no other action is necessary on your part. These will be distributed by our Sunshine Harvest Market staff.
We require a full season license. Vendors are required to understand and follow all local, city, state, and federal laws and regulations. Sales tax collections and remittances are the sole responsibility of the vendor.
On-Site Policies and Procedures
Approved vendors will receive detailed information including a booth number, map, market guidelines, load in procedures, and a seasonal Tax ID number. It is the responsibility of the vendor to ensure that their staff are aware of, and abide by, these guidelines and procedures.
Sunshine Harvest Markets staff has the authority to move and reassign booth placement to enhance or facilitate market flow at our sole legal discretion. Sunshine Harvest Markets also has the authority to remove any vendor for any reason at any time (reason will be given to the vendor in question), with or without prior notice and without a refund of their vendor fee.
Booth Space
Approved vendors will receive a 10’x10’ space within which to display their goods. Non-conforming booth spaces such as “doubles” may be allowed, however we charge based on 10’x10’ spots. All booth sales are for 10x10, if you choose to purchase more than 1, please indicate this in the application form. All displays/booths must stay within the designated space. No signage is permitted in walkways. A warning will be given for first offense, and the signage will be removed, future offenses will result in fines and/or expulsion from the market without refund. Signage within walkways is considered a fire hazard, as well as a tripping hazard for customers.
Vendors are responsible to provide their own table, chairs, and shade/canopy. Canopies must be secured by a weight system that provides a minimum of 25 lbs per leg. Please know that this is Ogden, and winds can be extreme, we suggest checking the forecast as winds may require more than 25lb per leg (we actually suggest bringing 50lb per leg for safely on windy days.
Setup and Teardown
Load in will begin 2 hours before market start time, NO EARLIER. All vendors must be set up and ready to vend by market opening.
If you are not on site and setting up 30 minutes prior to market opening, your spot may be sold to another waiting vendor without booth fee refund.
Teardown to begin at market closing time, with all vendors to be completely removed from the venue no later than 90 minutes after closing time. Vendors who set up late or begin tearing down early will be fined (see Fines).
Electricity
Electricity is not provided. Please charge your devices, bring backup batteries, and plan accordingly. Vendors may request on their online application to bring a generator to the market, however requests are in no way a guarantee. Generators must be approved by the Market Manager and must not be louder than 65 decibels. Please reach out to the Market Manager to confirm your model of generator or to ask any questions.
Waste removal
Vendors are responsible for their own waste and for keeping their area clear of debris throughout the market day. Vendors must clean their selling spaces at the end of each day. This includes all paper, liquid, waste, etc., which must be thrown into the appropriate garbage bins provided by the market staff, or your own trash receptacle to be emptied by the vendor.
Food trucks are expected to provide their own trash cans as well as remove all cooking waste from the premises. This is NOT to be discarded in the market garbage cans, infraction may lead to fines as well as expulsion from the market.
Fee Structure and Fines
The vendor booth fee is required when accepted into the market. All fees are non-refundable.
Vendors who have not made their vendor booth payment will not be permitted to attend the market until full payment is made. Each accepted vendor is responsible for the booth fee of their business, and cannot split, share, or pro-rate their fee to any other vendors.
As a Farmers Market, farmers and produce vendors receive a discounted rate for providing locally grown and harvested fresh food and plants for the local community. All fees are subject to change at the discretion of Sunshine Harvest Markets staff.
Fees
● Registration Fee – $20 Waived for year 1
● Daily Farmer/Food Truck Vendor Fee: $25.00
● Daily HB181/Pre-packaged/Artisan/Other Vendor Fee: $30.00
● Discounted rates are available for full season vendors Discounts for full market may be available next year
Fines
All fines will be delivered in the form of an invoice to the email address listed on their application and must be paid before vending in subsequent markets. Vendors who do not pay their fines will not be permitted to vend in any following markets until full payment is made. Fines are in place to hold vendors accountable to the same standards and to prevent negative experiences for other vendors, our patrons, and Sunshine Harvest Markets staff.
ANY SLANDEROUS OR INSULTING COMMENTS MADE ABOUT ANOTHER VENDOR OR THEIR PRODUCTS (whether made to other vendors, customers, on the facebook page public OR Facebook private vendor page) – this is widely considered the worst aspect of being a vendor. IF YOU DON’T HAVE ANYTHING NICE TO SAY, DON’T SAY ANYTHING AT ALL! Infractions reported from verifiable sources (facebook posts or undercover shoppers)
1st offence expulsion from the market without reimbursement of booth fees.
From 2nd hand reports (customers or other vendors)
1st offense – warning
2nd offense - $100
3rd offence - expulsion from the market without reimbursement of booth fees.
Here are some options of what to say in different situations…
If a customer thinks you charge more than another vendor –
I purchase my components individually, where another vendor may be fortunate enough to be able to purchase in bulk
They may charge less for their time, which I am not able to do.
If a customer thinks your item is better/lower quality than another vendor –
I’m glad/saddened that you like/dislike my product. I make/choose the items that appeal to me, and hope that my customers feel the same, but if you like/dislike the other vendor’s items, I’m glad that you found something that appeals to you.
Please think of questions you’ve had asked in your booth at prior markets, and assemble your own version of response that does not put down your items…. OR another vendors’
Failure to notify Market Manager of absence 72 hours before the market day
1st $10
2nd $30
3rd removal from the market without refund of booth fees
Driving the wrong way for loading and unloading/ Blocking traffic while loading in or out
1st warning
2nd $10
3rd $30
4th removal from the market without refund of booth fees
Unapproved driving in the market area during market hours of operation -
Immediate expulsion from the market without refund of booth fees. This is a serious safety issue and will not be tolerated.
Failure to be set up and ready to operate at market opening time
1st warning
2nd $10
3rd $30
4TH removal from the market without refund of booth fees
Take down of booth space prior to market closing time
1st warning
2nd $10
3rd $30
4th removal from the market without refund of booth fees
Selling unapproved items
1st warning
2nd $10
3rd $30
4th removal from the market without refund of booth fees
Signage in walkway
1st warning
2nd $10
3rd $30
4th removal from the market without refund of booth fees
Exceeding allotted booth space –
1st Immediate removal of encroaching items
2nd Immediate removal of encroaching items as well as a $50 fine
3rd removal from the market without refund of booth fees
Generator exceeding 65dB –
1st generator will need to be shut off immediately
2nd or more - generator will need to be shut off immediately & $25 fine
Non-food vendors-Failure to leave booth space clear of vendor trash and debris at the end of the day
$25 per occurrence
Food vendors- Failure to leave booth space clear of vendor trash and debris, liquid waste, oil at the end of the day
1st $50
2nd $100
3rd removal from the market without refund of booth fees
Incomplete DUFB agreement $15
Grocer vendor denying SFMNP, DUFB & PRX Customer $30 per infraction and possible denial from future market dates
Incentive Programs at the Market
Sunshine Harvest Markets participates in three incentive programs:
Double Up Food Bucks (DUFB),
Produce RX (PRX),
and the Senior Farmers Market Nutrition Program (SFMNP).
Food prepared on site, food trucks, and artisans MAY NOT accept tokens or coupons from these programs.
Vendors who sell bread, packaged food, preserves, fruits, vegetables, meats, fish, honey, nuts, baked goods, poultry, plants, seeds, and dairy products are required to participate in the Double Up Food Bucks (DUFB - green), SFMNP, and Produce RX (PRX - purple) programs.
Grocers who are reported for not accepting customers and those who do not complete a required form for the program will be fined up to $30 and may result in denied participation at future markets (see Fines).
Wood, green, and purple tokens are each worth $1. Vendors are not allowed to spend tokens received to purchase other vendor’s products. DO NOT accept wood tokens from other markets.
● Tokens and coupons from DUFB, Produce RX & SFMNP must be honored by any vendor that sells the food items covered by these programs.
We recommend vendors count their tokens before bringing them to the Information Booth at the end of the market day and keeping a personal record.
Senior Farmers Market Nutrition Program (SFMNP)
The Senior Farmers Market Nutrition Program is a customer incentive program for produce and honey farmers only. Vendors who have completed the registration for this program will turn in their stamped and dated coupons into the Info Booth to be reimbursed the following week. DO NOT ACCEPT THE PAPER COUPONS IF YOU ARE NOT A REGISTERED VENDOR. If you are not an approved SFMNP vendor you WILL NOT be reimbursed for the paper coupons.
Vendor Reimbursements
Vendors who accept payment for goods in the form of DUFB tokens, Produce RX tokens, SFMPN Coupons will receive a reimbursement payment from the Sunshine Harvest Markets via check the week after they are turned into the Info Booth.
Volunteer “Thank you” vouchers must be honored by all food trucks or produce vendors, change may be given if full value of voucher was not used. These will need to be returned by vendors to the market booth for reimbursement.
We want everyone, including our vendors, to have the most enjoyable and successful market season possible. We truly believe that vendors are the most important part of the market and these guidelines help ensure that we are being fair to all of our vendors in maintaining a high-quality local market. We look forward to a successful season with you!
Questions?
Email WoodruffEnterprisesEvents@Outlook.com
Phone: (385) 436-9565