EVERGREEN EVENTS FARMERS MARKET RULES AND AGREEMENTS

JANUARY 2026 

Before completing this application, please read EVERGREEN EVENT’s Farmers Market Rules & Agreements located below.

By submitting this application, you are agreeing to follow those Market Rules if accepted. 

Your application will be considered for the 2026 regular season, May - November. We expect to review applications in February. Our goal is to have all new vendors recruited and scheduled by April 2026.

LOCATION PREFERENCES: based on the applications that we've already received, and based on commitments from our current vendors, we are not offering new applicants a spot at the Chestnut Hill, Swarthmore, Media, and University Square farmers markets. We hope you will consider our other locations. 

READY TO APPLY?  Follow the link HERE to submit an application.

The following updates are being pulled to the front of these Rules and Regulations intentionally. 

In 2025, the majority of our time was spent managing and enforcing policies that fell into three areas: overdue invoices, vendors changing schedules mid-season, and vendors adding products outside of their approved Product Categories. To set clear expectations moving forward, the updates below highlight the most important rule changes for 2026. These updates will apply consistently to all Evergreen Markets. 

OVERDUE MARKET FEES. Invoices are issued monthly with 15-day payment terms. 

• A $25 late fee will be applied only if an invoice remains unpaid more than 30 days after its due date (approximately 45 days after invoicing).
• Each monthly invoice that goes unpaid will incur an additional late fee.
• Vendors who are 90 days past due or who owe more than $800 will be suspended from all of their markets until paid in full.

CHANGING SCHEDULES. Vendor schedules are set in seasonal blocks (Winter, Summer, and Fall) and should only be changed at the beginning of a new scheduling window (December/January, May, or September). 

• Mid-season schedule changes are strongly discouraged.
• If you do need to change your schedule in the middle of the season, we may ask to postpone those changes until the beginning of the next change in season. 

PRODUCT CATEGORIES. Our markets are curated to maintain a balanced mix of Product Categories. Adding products without prior approval —especially those outside your approved category— disrupts that balance.

• Product Categories are confirmed annually on the Renewal Application. Any request to add a new Product Category must be discussed with your Market Manager, Jon, or Ben. 
• Requests must be approved at least two (2) weeks before the product is brought to market.
• Vendors are strongly encouraged to consult with us before investing time or money into new product lines, because not all new products will be permitted at all markets.

Evergreen Events is an event-planning company in the Philadelphia area specializing in establishing, managing, and promoting venues that support the growers, makers, and do-ers of the region.

Our markets are producer-only, meaning vendors must grow, raise, bake, cook, ferment, distill, sew, draw, design, or otherwise make the products they sell. Our markets are not an opportunity to resell products that you did not produce or add value to. There are very few exceptions to this rule.

Before applying, vendors must be market-ready, meaning they have the equipment, permits, licenses, point-of-sale systems, and supplies required to conduct safe, legal, outdoor retail transactions.

Local service-based businesses or community organizations may participate as sponsors. Political organizations are not permitted to sponsor or table at Evergreen Events markets.

Musicians and performers are encouraged to participate. Requests should be submitted to info@egreenevents.com.

• Producers must be located within a 150-mile radius of the market location.
• Vendors must submit a completed application and a complete product list.
• Evergreen Events reserves the right to visit a farm, kitchen, or production facility prior to approval.

Preference is given to vendors who:

• Use locally grown and raised ingredients whenever possible,
• Offer products that change seasonally,
• Make food “from scratch”, i.e., you have a hands-on relationship to the raw ingredient, and you add value to the product during your production and packaging.  

• Agricultural products must be grown, raised, harvested, and processed by the vendor, with limited buy-in exceptions approved by Evergreen Events.
• Value-added products must include full ingredient lists and comply with all applicable food safety regulations.
• Products with primary non-local ingredients (including coffee, chocolate, nuts, olive oil, and wine) are permitted on. case-by-case basis.
• Not permitted: co-packers and exclusive resellers; not permitted: products containing high-fructose corn syrup and excessive artificial additives; environmentally destructive packaging like Styrofoam is prohibited.
• Vendors may not add products without prior approval from Evergreen Events.
• Requests to add products must be submitted at least two (2) weeks in advance.
• New products may not be brought to market without written approval.

• Vendor fees are market-dependent.
• Evergreen Events invoices vendors monthly for the prior month’s markets.
• Invoices carry 15-day payment terms.
• A $25 late fee will be automatically applied to all invoices that remain unpaid for more than thirty (30) days after its due date.
• Vendors who carry an unpaid balance for more than 90 days past due or who owe more than $800 will be suspended from participating in all of their markets until their account is paid in full.
• Suspended vendors may not attend, set up, or sell at the market.
• Failure to consistently pay on time may result in dismissal from the market.
• Discounted or modified payment arrangements may be available upon request, are market-dependent, and must be approved in advance.

• All vendors must carry a general liability insurance policy with a minimum coverage of $1,000,000 per occurrence. 
• Certificates listing Evergreen Events and other required parties as Additional Insured must be submitted prior to your first market date.

• Vendors are expected to attend all scheduled market dates unless the market is officially canceled by Evergreen Events.
• Vendors should notify Evergreen Events of an absence no later than 8 hours before market start time.
• Cancellations made less than 2 hours before market start time may result in vendor fee charges for that market day.
• Excessive callouts may result in dismissal from the market; we define “excessive” as more than two call-outs per season.
• A “No-call/no-show” results in an automatic charge and may result in immediate dismissal; a no-call/no-show is defined as a failure to notify Evergreen Events about your absence before the market’s start time.
• Exceptions are made only for verified emergencies.

• Vendor schedules are set in seasonal blocks: 
  • January–April
  • May–August
  • September–December
• Vendor schedules should only be changed at the beginning of a new scheduling window:
  • December/January
  • May
  • September
• Vendors commit to their selected schedules for the duration of each season block.
• Schedule changes should coordinate with the beginning of these seasonal blocks.
• Schedule changes during a season are strongly discouraged; we will ask you to postpone any changes to your schedule to coordinate with the beginning of the next seasonal window. 

• Vendors must remain onsite for the entire market duration.
• Market placement and layout are assigned by Evergreen Events.
• Tents must be secured with a minimum of 25 lbs per leg.
• Vendors without adequate weights will not be permitted to set up their tent for the day.
• Vendors must display their products with clear pricing and with signage that has their business name and contact information.

• Vendors represent both their business and Evergreen Events.
• Discriminatory, hateful, or unprofessional behavior will not be tolerated.
• Smoking and vaping are prohibited on market grounds.
• Participants of the market should not expect to use public trash cans. Each participant is responsible for cleaning their spot before leaving for the day.
• It is strongly discouraged to wear any clothes or accessories or to display any signage that promotes any political organization or that endorses any political figure. 

• Evergreen Events retains full authority to interpret and enforce these rules.
• Vendors in violation may be dismissed immediately, with or without refund, depending on circumstances. 

• Evergreen Events will make every effort to secure free vendor parking when possible.
• When free parking is limited, spaces will be assigned by Evergreen Events, with preference given to farmers and weekly vendors.
• Evergreen Events is not responsible for parking tickets, fines, or vehicle damage.
• In the event of a parking ticket or vehicular accident during market hours, Evergreen Events will assist when possible, but liability remains with the vendor.

• Vendors may be required to report sales for internal evaluation and recruiting purposes.
• Sales data will remain confidential and used solely to improve market operations.

• Each 10×10 tent must have four (4) weights of at least 25 lbs each.
• Weights must be securely fastened to tent legs.
• In high winds or unsafe conditions, Evergreen Events may prohibit tent use.

• Invoices are due in 15 days; late fees apply only after 30 days past due.
• $25 late fees are applied to unpaid balances; suspension at 90 days past due or over $800 owed.
• Schedules locked per seasonal window.
• No-call/no-shows may result in immediate dismissal.