Vendor Documents

We are delighted to have you as a vendor with Down to Earth Markets. In the more than 30 years since this business started, we have weathered many changes within markets, and the world, alongside our vendors – from the rise of kale, paleo, and gluten free living, life- and landscape-changing storms like Sandy – to a global pandemic. Our goal since inception has been to strengthen the regional food system for the growers, makers, and consumers in the region. We are proud to work with so many small businesses every year. We remain steadfast in our commitment to run vibrant, successful markets that bring good food to our shoppers and good business to our vendors.

You can meet our team, virtually, here.

We have put together this welcome packet to provide you with information and resources. Please take time to review the information included here and share it with your staff.

Policies and Rules

First, please be sure you are familiar with the Down to Earth Markets Policies and Rules.

General Policies and Rules Governing Our Farmers Markets

Weather Response

Down to Earth’s farmers markets operate rain or shine. Please see the General Policies & Rules for specific information about weather cancelations and market safety. We have established a new policy for uncertain forecasts:

Policy for Uncertain Weather

What to Know For Your Market Day

Where is the market? Consult your portal and our website for the market location.
What time do I need to be there? You need to be at the market at least 45 minutes before it starts.
What do I need to bring?
- A tent
- Weights for the tent (25 lbs. for each leg)
- Signage
- Pricing
- Elements of your display – tables, tablecloths, display cases, etc.
- Ice and/or water to keep your products at the right temperature or hydrated.
- Enough product to maintain inventory through the market day
Do not bring plastic shopping bags as they are not allowed. Plastic sleeve bags may be used for items that are sold loose (produce) or that may leak (meat, pickles). Paper is preferred. Plastic/compostable cutlery may be given out only at shopper request.
What if I am running late or must cancel? Call our Vendor Hotline: 914-923-4837
Where do I set up? Consult the layout posted in the Weekly Vendor Email and ask the market manager upon arrival at the market.
What if I have a problem or question while at the market? Each of our farmers markets is staffed with an on-site manager. They are your first point of contact while you are there. They are in regular contact with our office but you can also reach us via the Vendor Hotline: 914-923-4837.
When can I leave? All vendors are expected to stay until the official end of the market and can start breaking down only when the market is over.

It is important that you share this information with your sales staff since they will be expected to know and follow these rules on your behalf. The Tent Weight Information Flyer can be downloaded to email or print as needed.

Tent Weight Info Flyer

Warnings & Violations

Down to Earth Markets strives to meet a higher standard of professionalism in operating its farmers markets for the benefit of its vendors and the communities we serve. However, a successful farmers market requires the goodwill and cooperation of all participants. In some instances, a vendor’s actions may negatively impact the safety of the marketplace, the the ability of fellow vendors to conduct business, the smooth functioning of the market, or the image of the market in the public eye. In order to respond to those instances, we have a system of warnings and violations, some of which result in fines.

Please familiarize yourself and your staff with this list.

Warnings and violations are issued in digital format, with documentation emailed to the address that we have on file. You are welcome to contact Brenda (brenda@downtoearthmarkets.com ) or Carol (carol@downtoearthmarkets.com ), 914-923-4837 if you have any questions or wish to discuss a warning or violation that you have received.

Warning & Violation Form

Understanding the Food Benefit Programs

All Vendors are required to participate in the benefits programs available at our markets. Please take the time to review the information provided below, share it with your sales staff, and be prepared to accept these methods of payment for all eligible products.

For your convenience, Down to Earth administers a SNAP (Supplemental Nutrition Assistant Program) token redemption program. You may apply with USDA to accept SNAP directly (as you would credit cards). Vendors must accept SNAP, either directly or by taking DTE tokens for payment, for all eligible products. Ineligible products for SNAP are alcohol, supplements, hot foods or foods/beverages to be consumed on-site, non-foods or pet foods. All other items are eligible for SNAP. Tokens are marked in $1 and $5 denominations with the DTE logo and no change or cash back should be given. At the end of the market day, tokens can be turned in to the Site Manager in exchange for a receipt for the redemption value. Down to Earth will issue the Vendor a credit for the redemption value, minus a 10% service fee to defray the cost of administering the program. The credit will be automatically applied to the Vendor’s open balance.

Farmers Market Nutrition Program (FMNP) vouchers and Healthbucks can only be used for fresh fruits and vegetables. Fresh Connect Checks can be used to purchase all items SNAP can purchase. Benefit reimbursements are administered by DIFFERENT PROCESSORS so please review redemption instructions and resources carefully.

For vendors participating at our Ossining Farmers Market, Ossining Food Pantry Coupons are collected by Down to Earth at the end of the market day and reimbursed directly by the food pantry via check.

Farmers Market Nutrition Program (FMNP) and Fresh Connect Check reimbursement request form – NEW FOR 2025

Apply to the FMNP and Fresh Connect programs

Health Bucks reimbursement request form (via Farmers Market Federation of NY)

Health Bucks FAQ

Food Benefit Program Overview

Taking Payments at the Market

Vendors are encouraged to accept as many payment methods as possible to maximize shopper access. Businesses often find that accepting credit card and digital payments results in more purchases and higher spending per customer since customers are not constrained by how much cash is in their wallet. You may also find that taking credit card and digital payments reduces your loss and simplifies bookkeeping.

NY State law allows you to charge a different price for cash vs. credit card payments only in the following two ways:

1) You post a credit card price and a cash price, side-by-side, for each item that you sell, or

2) You post the highest price for each item then take a discount at checkout.

You may promote the discount you offer. You may not simply add a fee for credit card transactions to the customer’s total bill. If you charge different prices for cash and credit card purchases it may not exceed the amount you pay in processing fees to the credit card company (**this is a new rule in 2024**).

Learn more in this educational video

NY State Credit Card Surcharge Guidance

Marketing & Promotion

Down to Earth Markets actively promotes its farmers markets and vendors. You will find information about the markets and your business in the following places:

Please tag us when you post to social media about the farmers market or about products that you are promoting in the famers market. On Facebook we are @down to earth markets, and you can tag a specific market location by typing @down to earth markets and the location name (eg, @down to earth markets larchmont).

On Mondays we send an email to remind you to submit promotional messages for us to share with our shoppers. The email will go to the address we have on file for you. If you would like someone else in your organization to get the email, please contact our Digital Marketing Manager, Melissa Grieco, at melissa@downtoearthmarkets.com.

Understanding Your Portal

You have already set up your portal account by this point. This account gives you access to your invoices, your payment information, and your market schedule. You can also request changes to your schedule and payment method in your portal. Please bookmark the link to log on to your account: https://dte.ee4.us/login

Questions?

We hope this information is a resource to you throughout the season. If you have any questions or need further clarification you can reach the Vendor Relations team Monday through Friday via phone at 914-923-4837 or email at:

Brenda Ryan: brenda@downtoearthmarkets.com
Carol Alexander: carol@downtoearthmarkets.com

On weekends you can reach us by phone at 914-923-4837. If your call is answered by voicemail, please leave your message in the general mailbox so that we can direct it to the appropriate staff member. Messages left specifically for Brenda and Carol may not be reviewed until Monday.