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A Guideline to Becoming an EatLoco Vendor

Welcome to the EatLoco Farmers Markets Vendor info page. This page is designed for those considering becoming a vendor at an EatLoco market, or those who have already been accepted to one of our markets. Below, you’ll find the guidelines for applying to our markets and the answers to some of the questions we are asked most often.

EatLoco at One Loudoun

Saturdays 9AM-1PM
Atwater Drive, One Loudoun,
Ashburn, VA 20147

OPEN YEAR-ROUND
CLOSED THANKSGIVING WEEKEND

EatLoco at Brambleton

Sundays 9AM-1PM
Corner of Olympia & Legacy Drive
Brambleton, VA 20148

OPEN YEAR-ROUND
CLOSED THANKSGIVING WEEKEND

4 Things Required Before Being Accepted as an EatLoco Vendor

1. YOU MUST BE ONE OF THE FOLLOWING VENDOR TYPES:

RANCH/FARM: Farm-based produce (vegetables, fruits, herbs, nursery crops), Proteins (beef, pork, chicken lamb, turkey, eggs)
VALUE-ADDED FOOD VENDORS: Coffee, teas, baked goods, jams, jellies, apple butter, granola, etc.
FOOD PREPARED ON SITE: Intended for immediate consumption (i.e. food trucks, etc.)
ARTISAN CRAFT VENDORS: Hand-crafted (non-food) items made by the vendor
COMMERCIAL/NON-PROFIT: Companies interested in setting up a tent to promote their company or product
OTHER: If you don’t fall into any of these categories, please contact us at info@eatloco.org to see if you can still fit you in.

 

2. YOUR APPLICATION

Click HERE FOR YOUR EATLOCO MARKET APPLICATION

The very first step for all potential vendors is to fill out the above application with information as it pertains to your business. This will give us a better idea if you are a good fit for us, and we for you. Select all the markets in which you would like to participate and choose the dates you would like to attend. Lastly, read the Vendor Handbook inside Manage My Market carefully, as it defines our policies thoroughly.

 

3. INSURANCE: (with EatLoco listed on it)

You must provide a 1 Million Dollar COI (Certificate of Insurance) through your insurance company. EatLoco must be listed as a Certificate Holder to participate in any of our markets. One policy covers all our markets. Upload COI form to your Manage My Market profile or Click here for the Vendor Feedback Form. This is how we need to be listed on the policy:
EatLoco, LLC
525-K East Market Street
#117
Leesburg,  VA 20176


4. YOUR ADMIN FEE & MARKET FEE

ADMIN FEE – This admin fee is due for each market and for each season. This admin fee is needed prior to processing your application and to keep your card on file for billing purposes. Once this is paid, we can begin the approval process for your application. Your credit card will be kept on file for future market fees. CLICK HERE TO PAY YOUR SEASONAL $45 ADMIN FEE


MARKET FEES –
Market fees cover a variety of things at the EatLoco markets. Not only does it include a quality space for your tent at one of our high traffic Loudoun county markets, but it includes a ton of marketing throughout the year that brings more traffic to the market and specially to your business, helping you increase your sales.  There are 2 different types of vendors:

SEASON VENDORS – Season vendors signup to be at the market every Saturday or Sunday (depending on which market they’ve signed up for) and reap most of the benefits. They receive better positioning at the market, more marketing, more advertising their sales and deal, help from us if they need assistance find help to un their booth, etc.. While a season vendor pays less per market date, they must pay for the entire season up front.

DROP-IN VENDORS – Drop-in vendors cannot be given the same spot at the market each week they drop-in. Because of their infrequency at the market, we don’t promote drop-in vendors as much as season vendors.

2020 REGULAR SEASON PRICES:
Season Pass (One Loudoun or Brambleton): $1750 for 35 weeks (slight discount if paying by check)
DROP-INS: Single pass:
$60, 5-pack pass: $290, 10-pack pass: $560, 20-pack pass: $1080

2021 WINTER SEASON PRICES:
Season Pass (One Loudoun – Dec 5, 2020 – March 20, 2021) ~ Brambleton Dec 6, 2020 – March 21, 2021)
Season Pass: (One Loudoun or Brambleton) $800 for 16 weeks

DROP-INS: Single pass: $60, 5-pack pass: $290, 10-pack pass: $560

 

What you need to sell food at an EatLoco Market

VDAC AND/OR DEPT. OF HEALTH COMPLIANT
If you are a farmer, a food producer, or sell any type of prepared food (in a kitchen or at the market), please be sure to have all your necessary certificates, licenses and permits ahead of time with either the department of Health or VDAC. Failure to display these permits at the market each week, could cause you to be removed from the market.

• VA Dept. of Health phone number: 804-864-7056
• VDAC phone number: 804-786-3520

 

PREPARED FOOD PERMITS REQUIRED.
All Prepared Food Vendors in Loudoun County must have one of the following Department of Health Permits in order to sell freshly prepared food at a farmers market. All Health Department and/or VDAC permits MUST BE DISPLAYED AT THE MARKET EACH WEEK AT YOUR TENT.
Certain exemptions apply. To find out more information about these permits and about general food vending in Loudoun County, please visit the Department of Health Website. Prepared food vendors must display their permit every week at the market where it can be easily seen by the public, NO EXCEPTIONS. Failure to comply could result in your removal from the market.

Fire Marshall Regulations

1. Vendors cooking under his/her tent (even samples), MUST display a working and up-to-date Fire Extinguisher. Any vendor cooking food or samples NOT displaying a Fire Extinguisher, will not be allowed to cook at the market.

2. The Fire Marshal has insisted that any cooking at the market be done OUTSIDE your tent (prevents grease buildup under the tent than can cause a fire). This trumps anything contrary you have heard from the Health Department. However, the Health Dept. does require your FOOD be stored UNDER the tent (away from bird droppings, etc).

3. Vendors cooking at their tent, MUST display a NO SMOKING SIGN. These can be purchased at Home Depot or Amazon.

4. Failure to comply to one or more of these Fire Marshall rules, will cause your removal from the market.

More Helpful Q&A’s for ALL Vendors

WHAT TIME SHOULD I GET THERE?

You must arrive no later than 8:00AM, set-up your tent, table and products and be ready to sell by 8:45AM sharp at either of our markets. Vendors that arrive late and are not prepared on time may be asked to leave and/or be subject to a fine. We enforce this policy for the safety of the customers as well as out of fairness to the vendors who do show up on time. So please be prompt.

WEATHER POLICY

Generally, our markets operate rain or shine. However, if local government chooses to close our roads in the case of a hurricane, tornado watch, severe storm, or other extreme weather conditions, we will close the markets. The Market Manager on duty can also make that call to close the market due to these extreme conditions.

WHERE DO I PARK?

Vendors must unload their materials and products and then relocate cars to the available nearby parking. Your vehicle MUST be removed from the market area at the start of the market at 8:45 AM. Requests to keep your trailer or vehicle with you at your tent, must be pre-approved by EatLoco Mgmt. Park your vehicle slightly away from the market, to reserve closer spots for our elderly market customers.

WHERE DO I SET UP?

Due to the size of our One Loudoun market, our Season-pass holders will typically be assigned the same spot each week, though may be shifted slightly as our market grows. It is not possible for us to give Drop-in vendors the same spot each week they drop-in. To push the market-layout out to all vendors each week, we publish the new layout to the same link each week: www.eatloco.org/ol-layout. ALL vendors must check this link Every Saturday Morning to see which spot they have been assigned for that Saturday. Corresponding space numbers are sprayed painted on the road for easy viewing.

WHAT DO I NEED TO BRING?

At the market, you are required to have a 10×10 tent (no larger). Your tent is required that you have tent at least 25 lbs weights on each leg. These are available at your local home improvement store as well as online retailers like Amazon. In addition to bringing your products, you should also bring a method to accept payment (cash box, square, etc) as well as signage to identify your business. We encourage you to bring tablecloths, sandwich board signs, retractable banners, or any other decorations you may want to make your space noticeable and welcoming to your customers.

SIGNAGE AND MARKETING?

At our core, EatLoCo is a marketing company. We have graphic designers on staff who will work with you to develop brand material for your booth. For our weekly vendors only, we can design posters, pamphlets, rack cards, etc. We’ll design it at no cost to you. Just our way of saying Thank You for being a WEEKLY vendor.

HOW CAN I ATTRACT CUSTOMERS TO MY TENT?

Our farmers markets are known for their friendly and inviting atmosphere, so our #1 suggestion is to be and look approachable. Sitting behind your table, looking down at your phone, reading your book and waiting for your products to sell themselves, will most likely not produce the results you are looking for. Anyone walking right in front of your tent is a potential customer. Stand proudly, believe in your product and greet each customer as they walk by as if they are your next $100 sale.

HOW DO I CHANGE MY MARKET SCHEDULE DATES?


Unfortunately, you cannot change your own dates inside Manage My Market. To add, change or cancel dates, please submit your changes using the Vendor Feedback Form. Again, no direct emails or text messages please.

WHY DO I NEED TO REPORT MY SALES EACH WEEK?


Timely sales reporting is critical to measuring the success of the EatLoco vendors and markets. Vendor sales numbers are used to track trends in market performance, provide feedback (averages) to vendors, attract market sponsors, and to show results to our supporting venue owners. All vendors must report their market sales by the following Wednesday night at 9:00PM to avoid a $10 missed sales report fee. If you are a drop in vendor, you only need to record your sales number for the weeks you attend the market.
 ***Please visit the vendor handbook for instructions on how to report submit your market sales.

WHAT IF I HAVE AN EMERGENCY AND CAN'T MAKE THE MARKET?

If you have an Emergency that causes you to miss the market, please contact us as soon as possible. Simply not showing up is not acceptable. Use the Vendor Feedback Form to let us know if something comes up. This form submissions notifies several of the EatLoco staff so it’s never missed. No direct emails or text messages please. Market fees are not refunded for missed markets.

CAN YOU HELP ME RUN A SPECIAL OR A SALES OF A GIVEN ITEM?

Yes, we can promote whatever you are selling throughout the week Just let us know via our Vendor Feedback Form.

If you meet the above criteria and are interested in applying, click here and fill out an application here in Manage My Market.

A $45.00 Admin fee is required for each market (and each year) you apply and must be paid before your business will be considered for acceptance.

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