Vendor Agreement

1. Participation & Communication

Vendors agree to review and follow all event communications, including setup instructions and updates. Staying informed is essential to ensure smooth operations. Failure to comply may result in denial of entry or future participation.

2. Setup & Space Assignments

Market setup and space assignments may change at the organizer's discretion.

Vendors must follow all load-in directions and be fully set up by the event start time.

Late arrivals may be denied participation without refund or reschedule.

3. Breakdown Policy

Vendors may not begin breakdown before the official event end time. Early breakdowns negatively impact the event experience and may result in removal from future events.

4. Equipment & Safety

Vendors are responsible for providing their own tents, tables, and equipment.

Minimum required tent weights: 50 lbs per leg (200 lbs total).

All structures must be secure and compliant with local safety standards.

5. Approved Products

• Vendors may sell only products approved by the organizer.
• Adding new items requires prior written approval.
• Only original producers and artisans are permitted; resale or brokering is not allowed unless specifically authorized.

6. Power & Utilities

• Organizers may or may not provide electricity. Vendors requiring power must bring their own generators or obtain written approval for on-site power use.
• Generators must be quiet and placed in a location approved by event staff.

7. Space & Setup Requirements

• Space dimensions will be specified before each event.
• Requests for additional space must be made in advance and approved in writing.

8. Insurance

Vendor insurance is not required, but it is recommended. Vendors participate at their own risk and are responsible for their property, equipment, and products during the event. The organizer is not liable for loss, theft, damage, or injury arising from participation.

9. Food Vendors & Health Compliance

• All food vendors must obtain the required permits from local health authorities before participating.
• Vendors must comply with all food safety regulations and maintain valid permits for each municipality where events occur.

10. Local Requirements

Municipal permits, licenses, or inspection forms may vary by location. Vendors are responsible for obtaining and maintaining all required documentation before participating.

11. Code of Conduct

Vendors agree to maintain a professional and respectful presence toward staff, customers, and fellow vendors. Organizers reserve the right to remove any vendor for disruptive or unsafe behavior.

Vendors are required to comply with all cancellation policies and must notify market staff via the designated text number prior to the start of the event if they are unable to attend. Failure to provide timely notice may result in immediate and permanent removal from all Fresh Markets events, without refund, credit, or transfer of any purchased dates.

12. Organizer Rights

Organizers reserve the right to:

• Reassign spaces or adjust layouts.
• Cancel or reschedule events due to weather or unforeseen circumstances.
• Deny participation to vendors who violate these terms.

Acknowledgment

By applying or participating, the vendor agrees to abide by these terms and any additional rules communicated by the event organizer.

Cancellation & Refund Policy

Cancelations within 24 hours: Vendors are required to comply with all cancellation policies and must notify market staff via the designated text number prior to the start of the event if they are unable to attend. Failure to provide timely notice may result in immediate and permanent removal from all Fresh Markets events, without refund, credit, or transfer of any purchased dates.

2. Organizer Rights

1. How Cancellations and Credits Work

• Vendors cancel through the vendor dashboard: https://convene.markets/dashboard
• After cancellation, the applicable rebooking fee is assessed and the remaining balance is issued as account credit.
• Credits auto-apply to the next invoice for any event on the platform.
• Credits expire at the end of the calendar year. Unused credits are forfeited.

2. Fee Schedule and Eligibility

Timing of Request- What Counts-FeeOutcome

Within 24 hours of purchase

Refunds or date changes for the same booking

$15

Credit issued to account minus fee

15 or more days before event date

Date change

$25

Credit issued to account minus fee.

7–14 days before event date

Date change

$50

Approval required. Credit issued minus fee.

6 days or less before event date

Any change, credit, or refund

Not available

No changes, refunds, or credits

Notes:

• "Date change" includes moving a booked single date or adjusting a seasonal schedule.
• Refunds after 24 hours from purchase are not available for any reason.

3. Seasonal and Monthly Vendors

No refunds, credits, or date changes for missed dates or cancellations on seasonal or monthly plans.

4. Rain Dates

If an event has a pre-scheduled rain date and the vendor cannot attend, no refunds or credits are issued for that rain date.

5. Same-Day and On-Site Communication

For cancellations within 24 hours of the event, vendors must text or call 732-481-4691 with vendor name, business name, and the date(s) to cancel.

On-site managers may not monitor email during events. Use phone/text for urgent updates.

6. Enforcement

• Vendors who do not follow this policy may be denied future bookings.
• Multiple no-shows may result in cancellation of upcoming dates without refund or credit.

7. Contact

• Questions: team@asburyfresh.com
• Urgent within 24 hours of event: Text/Call 732-481-4691

Vendor Code of Conduct

Purpose

This Code of Conduct exists to ensure a positive, respectful, and professional environment for everyone involved. Vendors are expected to act courteously toward customers, fellow vendors, and event staff. The goal is to create a thriving marketplace experience that benefits both vendors and shoppers through cooperation and mutual respect.

Vendor Expectations

As a participating vendor, I agree to:

• Follow all event rules and guidelines provided by the event organizer or marketplace.
• Act with honesty and integrity in all business interactions.
• Treat everyone with respect. Bullying, gossip, rude, aggressive, uncooperative, or disrespectful behavior toward anyone at the event will not be tolerated.
• Avoid deceptive or exploitative practices, including misrepresenting products or event details.
• Begin breakdown and pack-up only after the official event closing time, unless specifically authorized by event management.

Issue Resolution

Vendors are encouraged to communicate directly and privately with event organizers or staff regarding any concerns or conflicts that arise during events.

Compliance

Compliance with this Code of Conduct is mandatory. Vendors who violate the code or engage in inappropriate behavior may be removed from events or denied future participation without refund.

Acknowledgment

By applying for, booking, or participating in events, vendors acknowledge and agree to follow this Code of Conduct, the applicable Vendor Guidelines, and the Cancellation & Refund Policy.

Mission Statement

Our mission is to support local businesses and foster community connections through pop-up markets and events that celebrate creativity, craftsmanship, and local entrepreneurship.

• Market begins at 11:00 AM
  
  
• Load-in begins at 9:30 AM
  
  
• Vendors must be on site by 10:15 AM. After this time, your space may be reassigned to avoid gaps and ensure safe, accessible walkways for customers.
  
  
• If you arrive after 10:30 AM, you will not be permitted to set up, reschedule, or receive a refund.

• All vendors must load in through the East side of the building (Blue Lot). (If you’re facing the front of the building, the East side is to your left 😉).
  
  
• You may pull up to the designated unloading ramps for drop-off only. Please:
  
  
  1. Unload all items at the ramp.
     
     
  2. Park your car in the lot.
     
     
  3. Return to bring your items indoors.
     
     
     

•  Honor the Full Market Schedule – Our agreement specifies clear breakdown times. Packing up early disrupts the experience for shoppers and vendors alike.
•  Support a Thriving Marketplace – Many vendors see significant sales in the final hours, and early departures can discourage last-minute shoppers.

• Standard space: 8x10 floor area (unless special arrangements are made).
  
  
• Bring your own tables & chairs.
  
  
• No tents allowed.
  
  
  

• Restrooms are located in three areas on the main floor. Ask the Market Manager if you need directions. 🚽
  
  
  

• Want to add new products? Email team@asburyfresh.com at least 2 days before the market to request approval.
  
  
• Selling unapproved items without permission may result in removal from the market. 😬
  
  
  

• You must apply for a temporary food license with the Monmouth County Board of Health (free of charge).
  
  
• Holmdel Township also requires an annual permit fee.
  
  
• Be sure to follow all BOH requirements.
  
  

• Like & share our posts on Instagram and Facebook.
  
  
• On market day, tag @bellworksfresh & @asburyfresh in your Instagram Stories—we’ll re-share to (over 40K+ followers combined!)
  
  
• ✨ Vendors only: Join our private Instagram for first access to new pop-ups, updates & more: @freshmarketsfinsta

Bell Works Board of Health Requirements

All food vendors MUST get approval from the Monmouth County Board of Health to sell at our markets.

Bell Market vendors must also submit a second application along with a check for $30 to Holmdel Township so you can get the Holmdel food handlers permit on an annual basis.

Even if you are an already approved food vendor for previous calendar years, you still have to fill out these applications again for the new year. 

Please note that you must submit these applications and pay any permit fees 7 days prior to the first market date you plan on selling at.

Here is what you’ll need to do in order to sell produce, food & baked goods at Bell Works Fresh. 

1. Review the Vendor Cover Letter for Holmdel Twp.
   
   Download Link:
   https://docs.google.com/document/d/1ife7QVNIigpQmEgPqVVLDz_uzPmXJvT7/edit?usp=sharing&ouid=101762705078220853762&rtpof=true&sd=true
2. Complete Monmouth County Board of Health application and email to the Health Inspector Michael Horzepa at Michael.Horzepa@co.monmouth.nj.us

Download Link: https://drive.google.com/file/d/1MwUuw73KbbCR2Namn4s6RCqTYnPCOVgj/view?usp=drive_link

1. Complete the application for Holmdel Township so you can get the Food Handler’s Certificate
   
   Download Link:
   https://docs.google.com/document/d/1P-pwq8gUkeFd9X8MlnaireaqtEod1dUI/edit?usp=sharing&ouid=101762705078220853762&rtpof=true&sd=true

Mail the Holmdel Application and a check for $30 made payable to “Holmdel Board of Health” to:

Wendy Patrovich
4 Crawfords Corner Road
Holmdel, New Jersey 07733

This is a one time fee that will cover you for the whole calendar year.