Please note — Submitting an application does not mean that we have spaces available nor does it guarantee acceptance into the market. The Coalition does not have a specific application deadline and is interested in hearing from prospective vendors throughout the year. However, we encourage early submissions since we have limited openings for vendors.
There are three categories of vendors –
- Full season – May 13 through October 28 (Saturday Market) – May 14 through October 22 (Sunday Market)
- Half season – First Half – May 13 – July 29 (Saturday Market) – May 14 through July 30 (Sunday Market)
- Second Half – August 5 – October 28 (Saturday Market) – August 6 through October 22 (Sunday Market)
- Occasional – Minimum of 3 Saturdays or Sundays — Vendor chooses Saturdays or Sundays. THIS CATEGORY IS NOT OPEN TO PRODUCE VENDORS. Occasional vendors must select the dates they wish to participate when submitting the application/payment.
The Coalition does not allow subletting of spaces.
We are unable to offer a refund of the vendor fee or to pro-rate the fee.
Full Season The full season fee for the 2016 market is $275 for the 24-week season (Saturday Market) or 25-week season (Sunday Market).
Half Season The fee for the half-season is $185. Half-season vendors are offered a choice of the first or second half of the season. The start and end dates for the half season are stated above are not negotiable.
Occasional The fee for an occasional vendor space is $100/3 Saturdays or $100/5 Sundays, $35 for each additional Saturday or $20 for each additional Sunday (payable in advance). DATES YOU WOULD LIKE TO PARTICIPATE MUST BE SUBMITTED WITH APPLICATION/CHECK.
- Vendors can rent a second space (must be pre-approved by the Coalition) for an additional $275.
- Full and half-season vendors are assigned a permanent space for the season. Occasional vendors are not assigned a permanent space and ARE ACCEPTED ON A SPACE-AVAILABLE BASIS. They will usually occupy spaces temporarily vacated by the full and half-season vendors.
- The fee is for the Saturday or Sunday Market only and DOES NOT include the fee for any event sponsored by the Downtown Fairfax Coalition or events in which the DFC participates.
General Information for Vendors:
The Coalition Board of Directors has established that the markets are solely for the sale of fruits and vegetables, foods, arts and crafts, and other consumable products.
Products that may be sold include (but are not limited to) the following: Fruits & vegetables; Baked goods; Jams, jellies, honey, & canned products; Spices; Seafood, Meats, Eggs, & Dairy Products; Coffee, Tea, Juices, & Cider; Prepared Foods; Cut flowers & Potted Plants; Arts & Crafts; Health/Wellness/Skincare Products, and Antiques.
Political merchandise (buttons, t-shirts, bumper stickers, posters, etc.) from past, present, or future campaigns and literature (brochures, flyers, leaflets, etc.) that promote a specific political, legislative, or religious agenda cannot be sold or distributed at the Community Market.
The Coalition does not permit yard sale/flea market vendors in the markets.
All vendors must have either a tax ID or a business license (if required by the locality where the business is located). Vendors are subject to the rules and regulations of Fairfax County and final approval of vendors rests with the Downtown Fairfax Coalition. Because product diversity is essential to a successful market, the Coalition reserves the right to accept or reject any vendor.
Vendors are required to collect Virginia state sales tax and file ST-9s. The state website is http://www.tax.virginia.gov/site.cfm?alias=eforms. Questions concerning the payment of the tax should be directed to an accountant or the State of Virginia Office of Taxation.
Products to be sold:
A comprehensive list of items to be sold must be included on the application. Approval by the market manager must be obtained before items can be sold that are not on the application.
Info for food vendors:
Onsite food preparation requires Fairfax County Health Department approval.
A kitchen inspection report by the Virginia Department of Agriculture is required for all bakers and vendors selling food processed in a home kitchen. The Coalition Board of Directors has established the policy that all home-based food operations must have this inspection. Although the state legislature allows uninspected food to be sold in farmers’ markets, they leave the final decision concerning the inspection requirement to each farmers’ market sponsor.
If cutting, slicing, dicing, or using utensils at the market, three spray bottles, (one with water, one with soapy water, and one with a bleach/water solution (1 cup of bleach per gallon of water) must be onsite.
If items sold are pre-packaged, each package must have the name of the product, the name of the manufacturer or distributor, the list of ingredients (including sub ingredients), and the net weight (ounces & grams).
The VDACS and Health Department inspectors will visit to verify compliance with the food product safety regulations.
A Class K fire extinguisher is required for deep-frying food onsite. A commercial ABC fire extinguisher is required for grill operations.
Vendors are responsible for providing their own tables, umbrellas/canopies, chairs, and other display items. Vendors must have free-standing displays and are not allowed to sell directly from a vehicle. Canopies/awnings attached to vehicles are not allowed. All displays (especially umbrellas, canopies, and tables) must be securely anchored and cannot extend beyond the limits of assigned spaces. All baskets, crates, etc. must be within your assigned space. Avoid trip hazards and keep things out of the walk areas. Cars, trucks, vans, or trailers cannot be parked inside the market area.
To protect the safety of the customers and the many children visiting the market, no vehicular traffic will be allowed through the market area between 8:00 AM and 1:00 PM on Saturday or 10:00 AM and 2:00 on Sunday.
General liability business insurance is required for all vendors.
Vendors contract with the Coalition to rent only the space assigned to them. Anyone not set up in their assigned space will be asked to relocate. The Coalition reserves the right to relocate a vendor to another space.
All vendors must be set up and ready to sell at 8:00 AM (Saturday) and 10:00 AM (Sunday) and remain until closing at 1:00 PM (Saturday) and 2:00 PM (Sunday). Customers, vendors, and the market manager expect the market to be “open for business” at at those times.
Vendors are expected to contact the market manager by text, email or phone by 6:00 AM if they will not be participating in a Saturday Market or 8:00 AM on Sunday. This allows the manager to temporarily fill in the empty space created by the absence. Vendors who routinely fail to notify the market manager will be relocated to the edge of the market.
It is essential that all season vendors participate in at least 12 markets (barring unforeseen circumstances). Future invitations to participate in this market will be based on past participation.
It is the responsibility of each vendor to abide by all state and federal regulations that govern the production, harvest, preparation, preservation, labeling, or safety of the product(s) they bring to the market.
Trash Collection & Removal:
Each vendor is responsible for bringing their own trash receptacle and for disposing of the trash offsite. The dumpster in the parking lot belongs to the Sheriff’s Department and is not for Farmers’ Market use.
Photographs & Publicity:
Photographs taken by Coalition staff of a vendor’s display may be used on the Market website or in other advertising. The website has a photo of each vendor – this can be provided by the vendor or the Coalition. The Saturday Market website is www.FairfaxSaturdayMarket.com. The Sunday Market website is www.FairfaxSundayMarket.com.
The market is listed in the Washington Business Journal, Fairfax City Scene and Cityclips as well as the Washington Post and other online/print Farmers’ Market directories. The markets are listed under the City of Fairfax in the local newspapers’ farmers’ market listings.
Information about Downtown Fairfax Coalition’s sponsorship of the Community Market:
The Downtown Fairfax Coalition is a nonprofit organization comprised of businesses, property owners and residents of the City of Fairfax whose purpose is to make Downtown Fairfax a great place to do business and an even better place to live. The markets were established by the Coalition for small business owners, as well as traditional farmers’ market vendors, to have an affordable venue for selling. Its intent is to support and add to the quality of life in the City and create a pleasant and convenient shopping experience. The Downtown Fairfax Coalition receives no direct city, county, or federal funding.
As a 501(c)(3) nonprofit organization, the Downtown Fairfax Coalition is prohibited by Federal law from engaging in political activity which includes participating in, or intervening in, any political campaign on behalf of (or in opposition to) any candidate for public office. In addition, the Coalition is not allowed to attempt to influence legislation.
All vendors are subject to the rules and regulations of the Downtown Fairfax Coalition. At any time, rules and regulations are subject to change depending upon the decisions of the Board of Directors. The Market Manager is solely responsible for the interpretation of the Board’s policies during the market hours.
Participants in the markets need to maintain a sense of humor and enjoy selling. The Coalition appreciates vendors’ cooperation and understanding when unforeseen events occur (and they will).