MARKET EXPO HANDBOOK

Version 2.1 – updated 2/12/19

2019 Season Schedule:

Sunday, August 4th  2019

7am – 4pm

All shows held at Bittersweet Blessings Farm

4509 State HWY 73, Deerfield, WI 53531

Conveniently located between Madison and Milwaukee, on State Highway 73, lies the small town of Deerfield, WI.  And sitting only ½ mile south of Interstate 94, at 4509 Hwy 73, is the Bittersweet Blessings Farm, home of the DEERFIELD MARKET EXPO & APPLE FEST.  

  • All information contained in this handbook shall apply to all applicants/vendors        at both the Deerfield Market Expo and the Deerfield Apple Festival.

All events held are ‘RAIN or SHINE’

(please plan accordingly)

Hello!

Thank you for being a part of the Deerfield Market Expo.

Please read this entire handbook as it details important information regarding being a vendor at our upcoming events. This handbook is effective as of 1/1/19 and pertains to the 2019 season.

Bittersweet Blessings Farm, LLC, reserves the right to make changes or modifications to this handbook. Any changes will be posted to the website and distributed via email, at the time of change, to all prior registered vendors.

Purposes of this Handbook

  • To answer frequently asked questions
  • To promote consistency from show to show
  • To provide guidelines for vendors as to what is expected of them
  • To outline what vendors can expect from the Deerfield Market Expo & Bittersweet Blessings Farm.

Vendor Qualifications

Deerfield Market Expo Management is always on the lookout for quality vendors. The focus of the event is to promote vendors selling cash and carry merchandise.

The following criteria is used to determine which vendors are best suited to sell at the Deerfield Market Expo.

  1. Vendors who engage patrons and have a positive attitude
  2. Vendors who take pride in the attractive display of their merchandise
  3. Vendors who sell quality items, whether new or used
  4. Vendors who sell items that cannot be easily found elsewhere
  5. Vendors who sell antiques, vintage, repurposed or upcycled goods and supplies
  6. Vendors who provide direct sales for quality merchandise

Prohibited Items

Deerfield Market Expo is a family friendly event. All items on display should be suitable for children of all ages. Items with nudity, profanity, and sexual content are not allowed.

Should merchandise in your booth be deemed not appropriate, you will be asked to put those items away and are not allowed to sell them at any time during the show. Should most of your items be deemed not appropriate you will be asked to tear down your booth immediately and to leave Market grounds, without refund.

All vendors are explicitly prohibited from selling the following items:

  • Alcohol
  • Firearms or ammunition
  • Knives or weapons of any type without prior written consent of Deerfield Market Expo
  • Fireworks or firework novelties
  • Stolen or illegal items
  • “Knock off” merchandise
  • Food without prior consent of Deerfield Market Expo
  • Anything unlawful to sell without proper license and/or papers
  • Anything deemed inappropriate or offensive by Deerfield Market Expo Management

Deerfield Market Expo Management reserves the right to demand the immediate removal of any items that are illegal, deemed inappropriate, or in poor taste.

Space Rentals

Inside Booth spaces are 12’ x 8’ or 10’ x 10’ in size, and cost $50

If you need a larger area, you will need to pay for additional spaces.  Each vendor is allowed a maximum of 3 inside spaces. To facilitate better traffic flow for our patrons and vendors, all buildings have been set-up in a ‘walk through’ design pattern, prompting patrons to walk past every vendor!  In 2019 there are only 50 inside spaces available.  If you require inside display area, please register early as spaces are leased on a first-come-first-serve basis.

Outside Booth Spaces are 10’ x 10’and cost $40.

Outside vendors are allowed to rent multiple spaces, in a variety of configurations.  Please contact event director prior to registration to confirm that your request for multiple space needs can be met.

Outside Drive-thru Spaces are approximately 15’ wide x 70-90’ deep, and cost $80

            These spaces are typically used by ‘flea market’ type vendors but are available to anyone until filled.

Placement of booths will be determined by the Deerfield Market Expo.  We will make every effort to avoid locating competing vendors (vendors selling the same or similar merchandise) next to each other.  You will be notified by email if you have been accepted. If you are NOT accepted, your application fees will be returned to you.

Vendors are responsible for their own merchandise and booth area. Deerfield Market Expo is not responsible for any damage or theft.

Utilities

Limited electrical services are available, in 120 volts – 1800 watts – 15amp circuit.  Apply early if you need electricity: additional fee of $10.

Due to noise, NO generators will be allowed. Strictly enforced!

Set-Up

Although this is a one-day Market on Sunday, venders may arrive on Saturday between 1pm and 9pm to set up.  Buildings will be locked at 10pm and gates will be closed at 11pm. 

Gates will re-open at 4am on Sunday morning for final outdoor vendor set-up. Buildings will also re-open at 4am Sunday for final set-up.  All set-up, and vehicle removal, needs to be completed by 7am Sunday when we open traffic to public vehicles.

During set-up hours, vendors should take care to be quick and considerate of others.  Please move your vehicles to vendor parking areas once unloaded, do not wait until you are completely set-up prior to moving your vehicle.  With patience and consideration every vendor should be able to park within 60 feet of their booth space(s) to unload/re-load their merchandise.  There is always the possibility of ‘traffic jams’ and tempers can soar.  If everyone can be patient of others, the set-up and tear-down process goes quite smoothly.

No set-up will be allowed during show hours.

Space Etiquette

During the show, vendors must keep all tables, chairs, merchandise, and ‘check-out’ area within the lines of their designated space. All sales should take place within a vendor’s allotted space.

Vendors cannot sit in the aisle. Please arrange your space set-up to accommodate this. 

Booths must be manned at all times. If you need coverage, we will have Event Staff available to cover your booth for a limited time.  Vendors must be open for business by 7am and may NOT tear down or bring vehicles onto Market grounds until after 4pm on Sunday. Vendors who close early will not be invited to participate in future events. All vendor space clean-up must be completed no later than 8pm.

Vendors must clean up and appropriately discard ALL trash in their area to trash receptacles; including flattened cardboard boxes, packing materials, electrical ties, beverage and food containers, etc.

Vendors may not cause excessive noise. The use of sound amplification devices, loud music, etc., without advanced written approval from Deerfield Market Expo Management is prohibited.

Vendors shall show courtesy and respect to patrons and other vendors at all times throughout the event.

Deerfield Market Expo does not condone hawking, yelling, or pressuring patrons to make a purchase under any circumstances.

Payments

Accepted forms of payment for vendor spaces will include cash, check, or credit card. Payment is due upon completion and submission of application.

Applications with full payment and required paperwork must be returned to:

Deerfield Market Expo

P.O. Box 217

Deerfield, WI 53531

Booths will be assigned as applications are received and until all the available spaces are filled.  

Many new booth spaces added for 2019!

Paid receipts are available upon request.

Vendors are not required to pay admission to the event.

If a vendor chooses to leave the Expo during the day, he or she should have their hand marked, for re-entry to the event.

Cancellation and Refund Policy

Fees must be included with the application and are non-refundable after notification of acceptance, unless the space can be reassigned. In which case, there will be a 20% cancellation fee withheld from your refund. There are NO REFUNDS for cancellation within 4 weeks prior to your event.

Permits / Insurance / Licensing:  No later than 2 weeks prior to the event, all vendors must provide Deerfield Market Expo with an up to date:

  1. Copy of your valid Wisconsin Seller’s Permit
  2. Copy of your general liability insurance coverage with Deerfield Market Expo listed as an additional insured.

*Only FOOD vendors are REQUIRED to carry liability insurance.  However, all vendors are encouraged to get liability insurance to protect them/their business.  Bittersweet Blessings Farm is doing everything possible to make every event as safe and enjoyable as possible.  But accidents do happen.  All vendors are required to sign a release of liability (hold harmless) agreement as part of their application.  We, the Deerfield Market Expo, highly recommend getting liability insurance.

You may obtain a Wisconsin Seller’s Permit by contacting:

Wisconsin Dept. of Revenue, Income, Sales, Inheritance & Excise Tax Division

P.O. Box 892, Madison, WI 53708

Each applicant is responsible for their own liability insurance.

If you do not have insurance, many vendors were able to obtain a reasonably priced policy from Stratus Insurance 1-888-568-0548 or www.actinspro.com.  However, other options do exist.

Event Marketing

Deerfield Market Expo will be promoted via a combination of print and broadcast media. Including, but not limited to: social media; radio spots; newspapers; highway billboards; traffic signs; shoppers; flyers; posters; etc.

Focus will be on the greater Madison and Milwaukee area, while also targeting northern Illinois and upwards to central Wisconsin.

Vendors are welcome to tag and/or connect with the Deerfield Market Expo on the following social media platforms:

Website: www.bittersweetblessingsfarm.com

Facebook: BittersweetBlessingsFarm

Prior to each event, an electronic version of a Vendor Promotion Kit will be available for download; providing logos, samples, and links to help promote each vendor’s presence at the Deerfield Market Expo.

Deerfield Market Expo will attach vendor information, including social media links, to the Bittersweet Blessings Farm website.

To further promote this event, Deerfield Market Expo requests that each vendor posts/shares information about their involvement in the Deerfield Market Expo on their various media platforms prior to the event.

Vendor Parking

Free vendor parking is available to the north and west of the Market, on the Bittersweet Blessings Farm property. Specific parking directions will be available upon arrival.

Booth Subletting

When a vendor signs up and pays for a space, and then allows someone else to use that space, this is known as subletting. Subletting is NOT allowed without prior written permission from Deerfield Market Expo Management and will be grounds for immediate dismissal.

Exhibitors who do not comply with these rules will be required to remove their work immediately, be required to tear down and leave festival grounds, without refund of fees and will not be invited back.

NO ANIMALS (dogs, cats, etc.) allowed on the Deerfield Market Expo premises, with the pre-approved exception of disability companions.

Disclaimers

  • Deerfield Market Expo cannot guarantee the number of patrons or show attendees.
  • Deerfield Market Expo cannot guarantee that the vendors will profit from the event.
  • Deerfield Market Expo is not responsible for any lost or stolen items.
  • Deerfield Market Expo is not responsible for the cancellation of any show due to circumstances beyond the promoter’s control, including but not limited to; natural disaster, severe weather, acts of war, acts of God, etc.
  • Deerfield Market Expo reserves the right to photograph and video record people and merchandise at each event to be used for documentation and promotional purposes.  By participating in the Deerfield Market Expo, vendors agree to allow such photography and video recordings.

Any Questions?

Further communication can be made through BittersweetBlessingsFarm@gmail.com

Executive Director:      Jeff Moerke

                                    P.O. Box 217

                                    Deerfield, WI 53531

                                    608-444-4244

ADDENDUM A:

The following applies to ‘FOOD VENDORS’ only. 

For the purposes of the DEERFIELD MARKET EXPO, food vendors are defined as:

Vendors whose primary purpose is the sale of edible food-stuffs that are primarily prepared at the event.  Those vendors will be located, in or around the Food Court.  Food vendors DO NOT include vendors selling pre-packaged food-stuffs (IE: nuts, mixes, snack items, etc.).  If in doubt, please contact the DEERFIELD MARKET EXPO DIRECTOR prior to registration.

Food Court Booth Space Information:

Booth space: (12’ x 12’) cost:  $75.  If you need a larger area, you will have to buy an additional space.  Maximum number of spaces per food vendor is 2.

Limited electric service is available, sign up early if you need electricity:  cost $25

Due to noise, NO generators will be allowed.  This rule will be strictly enforced.

Placement of booths will be determined by the Deerfield Market Expo.  You will be notified by email if you have been accepted. If you are NOT accepted, your application fees will be returned to you.

Your business must follow all health code guidelines as set according to the Wisconsin State Department of Health.

No later than 2 weeks prior to the event, you must provide Deerfield Market Expo with:

 • Copy of your valid Wisconsin Seller’s Permit, and food license

 • Copy of your general liability/equipment insurance coverage, with Deerfield Market Expo listed as an additional insured.

You may obtain a Wisconsin Seller’s Permit by contacting: Wisconsin Dept. of Revenue, Income, Sales, Inheritance & Excise Tax Division P.O. Box 892, Madison, WI 53708

Liability/Equipment Insurance Coverage: Food product liability insurance as well as equipment liability insurance, with limits no less than $1,000,000 must provide coverage to customers and all other third parties and their property.  Up to date certificates of insurance must be provided to Deerfield Market Expo.

If you do not have insurance, many vendors were able to obtain a reasonably priced policy from Stratus Insurance 1-888-568-0548 or www.actinspro.com. However, other options do exist.