Vendor Information
Again this year, we are sponsoring the Holiday Market on November 2, 9, 16, and 23, 10:00 am to 1:00 pm. The location is the same as the seasonal markets. The vendor fee is $125 (includes all four Saturdays) or $40 per Saturday if participating in less than four. Please submit an application of interest (available on this website).
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 in our seasonal markets –
Full season – May 11 through October 26 ((Saturday Market) - May 12 through October 20 (Sunday Market)
Half season – First Half – May 11 – July 27 (Saturday Market) - May 12 through July 28 (Sunday Market)
Second Half – August 3 – October 26 (Saturday Market) - August 4 through October 20 (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.
Vendor Fees
Full Season New 2024 Vendors --The full season fee for the 2024 market is $425 for the Saturday Market. The full season fee for the Sunday Market is s $350. Fees can be paid with a check or credit/debit card (Venmo and Square are accepted). Returning 2023 Vendors -- Applications will be mailed directly to you.
Half Season The fee for the half-season is $275 for the Saturday Market. The half-season fee for the Sunday Market is $225. 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 and are not negotiable. (The fee is for one market only).
Occasional The fee for an occasional vendor space is $125/3 Saturdays or $75/3 Sundays, $40 for each additional Saturday or $25 for each additional Sunday (payable in advance). DATES YOU WOULD LIKE TO PARTICIPATE MUST BE SUBMITTED WITH APPLICATION/CHECK OR PAID WITH A DEBIT/CREDIT CARD.
Full and half-season vendors are assigned a permanent space for the season. If a full/half season vendor is repeatedly absent, they will be moved to another space. 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.
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; and Health/Wellness/Skincare Products.
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 markets.
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 the necessary tax forms with the state. 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 recommended for all bakers and vendors selling food processed in a home kitchen. The Coalition Board of Directors prefers that all home-based food operations have this inspection and preference is given to prospective vendors who have it.. 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.
Products containing meat, poultry, or seafood cannot be processed in a home kitchen.
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 tablespoon 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, address, the list of ingredients (including sub ingredients), allergens, and the net weight (ounces & grams).
All non-inspected home-based food operations must state on the label that the product is not from an inspected facility. Also, a sign stating that the products are not inspected must be placed in the vendor booth and visible to customers.
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.
Vendor Setup:
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, motorcycles, 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 9:00 AM and 1:00 PM.
Insurance:
General liability business insurance is required for full and half season vendors. It is recommended for occasional vendors.
Vendor Space:
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.
Vendor Attendance:
The markets are held RAIN OR SHINE in an outdoor setting. Vendors are expected to attend even in inclement weather. Vendors who routinely fail to attend due to weather will be relocated to the periphery of the market. All vendors must be set up and ready to sell at 9:00 AM and remain until closing at 1:00 PM . 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 the Saturday or Sunday Market. 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 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 Saturday Market facebook page is facebook.com/FairfaxSaturdayMarket. The Sunday Market facebook page is facebook.com/FairfaxSundayMkt.
The markets are listed in online and print farmers’ market directories, publications, and newspapers.
There is a Google business page for the markets that includes photos, postings, and reviews.
Information about Downtown Fairfax Coalition’s sponsorship of the Farmers’ Markets:
The Downtown Fairfax Coalition is a nonprofit organization 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 Fairfax and create a pleasant and convenient shopping experience. The Downtown Fairfax Coalition receives no direct city, county, or federal funding.
The Downtown Fairfax Coalition's farmers' markets do not engage 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, attempt to influence legislation, or promote specific religious beliefs.
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).