Processed Food Vendor Application 2022

2022 PROCESSED FOOD VENDOR RULES & REGULATIONS & ONLINE APPLICATION

You must read and agree to the 2022 Wednesday Night Market Rules & Regulations before completing this application.


  1. Vendors will be approved as the Santa Rosa Wednesday Night Market (“Market”) deems appropriate. Wholesalers, distributors, and processors of packaged food products will not be considered for participation.
  2. Space is limited. Early application is recommended. Vendors who wish to be considered for vending on Opening Night of the Market must apply as soon as possible.
  3. All fees are non-refundable. There is NO refund for rained-out Markets.
  4. The Vendor Selection Committee places priority on providing a variety of Vendors at the Market. Out-of-county applicants are considered after local applicants. Selections are made based on an application, photographic presentation, and/or a personal showing of the product as described in the application.
  5. A waiting list of persons or organizations that wish to participate in the Market will be kept in the Santa Rosa Wednesday Night Market office. Any space that becomes available will be reserved for the applicant on the top of the list. Applicants must show they are qualified in all respects in order to be placed on the waiting list.
  6. Applicant understands that he/she will not be allocated space until all of the documentation is approved and fees are paid in advance.
  7. Vendors may re-enter to load supplies from 8:30 – 9:00 pm only.
  8. Once your permits, licenses, other applicable data and payment have been received you will be notified by email with a Market driving map, general information and your assigned booth location.
  9. Must have approved fire extinguisher (if cooking or generator in use).
  10. Food booth areas must be kept neat, clean and in compliance with all governmental statutes, ordinances and regulations at all times.
  11. Dumping of coals or hot oil into the street or trash cans in prohibited. Hot coals and hot oil may NOT be disposed of into plastic garbage cans. Hot coals and hot oil MUST be disposed of in a metal can and taken back to the restaurant for disposal. Please keep cat litter available in case of oil spill.
  12. Dumping of any water or ice into storm drains or planter boxes is prohibited.
  13. Each Vendor is responsible for all parking fees – no vehicles are allowed to park within the Market area (except for select Farmers).
  14. The Market participates in the Supplemental Nutrition Assistance Program (SNAP) for fresh farmed goods. See our Frequently Asked Questions website page for more information.
  15. The Market will assign a location to each Vendor. Space sizes are approximately 10′ x 10′ designated within the Market footprint. Booth location is subject to change per the Market needs.
  16. All operations must be within the marked space for your booth. No activities are allowed on sidewalks, sidewalk peninsulas between parking bays, or within the fire lane area of the street, unless specifically designated by the Market Manager. There are no A-frame sandwich board signs allowed outside of your designated area.
  17. Approved applicants are responsible for providing:
    1. The name of the responsible person who will be in attendance at the Market.
    2. Tables, chairs, furnishings, backdrops or any equipment needed for your booth.
    3. Proper disposal of all in-booth trash during and after the Market.
    4. Silent generator power, if needed (80 decibels or below). Electrical power is not provided to Market Vendors.
    5. Signs indicating Vendor name and price(s) if appropriate.
    6. Approval by the Market Manager of any changes in items sold prior to changes being made. Items sold must be those items described in the application and initially approved by the Vendor Selection Committee.
  18. Food Vendors (does not apply to Pre-Prepared Food Vendors) are responsible for:
    1. 50 gallon trash receptacle for food prep/booth supply refuse (this may be dumped into a nearby dumpster at close of Market).
    2. Fully enclosed booth (as required by Health Codes).
    3. Hand-washing stations (as described by Health Codes).
    4. Access to nearby restroom and kitchen clean-up area that meets Health Department requirements.
  19. Vendors should be aware that the Santa Rosa Wednesday Night Market liability insurance does NOT cover sellers. Vendors are encouraged to obtain their own liability insurance.
  20. All Vendors are required to operate customer lines parallel to Market traffic, to avoid interference with access to other Market Vendors.
  21. Participants must clean all streets, curbs, sidewalks and adjacent business alcoves and remove any litter that results from their activity.
  22. Participants may not harass downtown visitors. Activities which are conducted in such a manner as to interfere with the goals or purposes of the Santa Rosa Wednesday Night Market may result in immediate removal from the Market without a fee refund.
  23. Handbills may not be posted without City or property owner approval.
  24. All Vendors will be required to pay their booth fees one week in advance of each Market night attending. Vendors who are delinquent on their payments will not be allowed to set-up their booth.
  25. Any Vendor who is two (2) weeks or more delinquent in payments is considered failing to fulfill their contract obligations and all future reserved Market booth spaces will be cancelled.
  26. Credit Card payments are accepted online. Once booth space is approved, invoices will be sent by email and an online payment option will be available on the invoice. Credit Card payments will also be accepted at the Information Booth at the Market for future weeks.
  27. Vendors must notify the Market Manager no later than 48 hours before the Market if they will not be attending at a given Market or they will be charged for the space. They may email santarosawednesdaynightmarket@gmail.com or text emergencies to Tina at 707-246-6741   48 hours in advance of non attendance.
  28. Vendors are responsible for paying any and all parking fees associated with parking. The Wednesday Night Market is not responsible for paying any parking fees or fines Vendors incur.
  29. Vendor Rules and Regulations are subject to change and may be sent via email prior to the beginning of the 2020 Market Season. By signing above, Vendor agrees to read and abide by all Rules and Regulations above and those sent at a later time by the Market Manager. Vendor also agrees each individual representing the Vendor at the Market will be made aware of and abide by the Rules and Regulations.
Rules & Regulations Compliance *

Basic Information

Applications will not be reviewed unless the $25 application fee and all permits and documents are received. Thank you for your time and interest. Applications are accepted throughout the season; please allow two weeks for processing. Send Questions to santarosawednesdaynightmarket@gmail.com or text emergencies to Tina at 707-246-6741.

Fields marked with an asterisk (*) are required.

Most correspondence will be via email.
Mailing Address *
Have you participated in the Downtown Market before? *
PLEASE CHECK ONE BOOTH FEE OPTION: *
Check what you will be using at Market: *

Step 2 – Supporting Documents Required with Application

Note: Your $25 application fee is required at the time of application. The application fee will be collected via PayPal at the end of this form.

CA Seller’s Permit *
Supported file types: JPEG, GIF, PNG, PDF. Maximum file size is 5 MB.
Santa Rosa Tax Certificate (Business License) *
Supported file types: JPEG, GIF, PNG, PDF. Maximum file size is 5 MB.
Will you be using propane at the booth? *
Propane Use Permit (issued by the fire department) *
Supported file types: JPEG, GIF, PNG, PDF. Maximum file size is 5 MB.

Note: A Certificate of Insurance ($1,000,000) naming as additionally insured the Thursday Night Market Association, Inc. and the City of Santa Rosa is required if application is approved.

Please check any of the following equipment you will be using at any time during the 2022 Market Season: *
Will you be using a BBQ? (Grill space not to exceed 50 square feet.) *
✓ Must have 50 gallon metal garbage can for disposal of hot coals. Dumping of hot coals onto the street to cool is prohibited. Hot coals may not be disposed of into Market garbage cans or bins, or plastic garbage cans. The preferred method of disposal of hot coals is into a metal garbage can, which can be hauled to a safe area to cool completely before disposal.
Will you be cooking with hot oil? *
✓ Must have proper metal container WITH SECURE LID to dispose of hot oil which must be taken back to restaurant or commercial kitchen for disposal. Dumping of hot oil into street or Market trash bins or cans is prohibited.
✓ Should also have available way to soak up hot oil spill.
Will you have any open flames? *
✓ Must have approved fire extinguisher.

Load-in & Set-up is from 3:30pm – 4:45pm unless otherwise noted. ALL vehicles are to be removed from Market by 4:45pm.


AGREEMENT

The undersigned agrees that he/she has read and understood the Rules and Regulations of the Thursday Night Market Association, Inc. dba the Santa Rosa Wednesday Night Market and will be able to comply with all of the Rules and Regulations described. The undersigned understands non-compliance may, at the discretion of the Market, result in removal of the activity from the boundaries of the Market. The undersigned further certifies that he/she is the responsible person referred to in the Rules and Regulations and that he/she is authorized to 1) execute this application on behalf of the group, and 2) accept legal processes on behalf of the group.

Applicant agrees to defend, hold harmless, and indemnify the City of Santa Rosa, its officers, directors, employees and volunteers, and the Santa Rosa Wednesday Night Market, its officers, directors, employees and volunteers from and against any and all claims for damages and any or all loss, provided such claim, liability or loss arises in whole or in part by any act or omission of applicant or that of any employee or agent of applicant, and so applicant agrees, irrespective of whether such claim, damages or loss also arose from or were caused by a negligent omission on the part of the City of Santa Rosa, the Santa Rosa Wednesday Night Market or any of its officers, directors, employees or volunteers. Applicant has read the Santa Rosa Wednesday Night Market’s Rules and Regulations, the entire Vendor Application, is familiar with the Hours of Market Operation, all applicable Regulatory Agencies, Fees for the Market Season, and the Section herein regarding applicant’s specific area of participation, and applicant agrees to conform to the regulations contained therein. All operations must be within the allocated space. No activities are allowed on sidewalks, sidewalk peninsulas between parking bays, or within the fire lane area of the street.