Vendor Application Form - RVA Big Market

WINTER 2025/2026 Season in Bryan Park

Take the time to fill in all requested information; references to previous applications cannot be accepted. Be sure to include all requested documentation; failure to do any of the above will delay the review process.

There will be an additional charge for incomplete applications ($25) PER ITEM.

The following is a list of descriptions of vending categories. If your business overlaps, fill out each category page.

Apparel Artisan – an artist/artisan whose end product is clothing or clothing related.

Artist/Artisan – vendors who take materials – paint, beads, wood, glass, clay, wool, etc. – and create art, be it jewelry, paintings, photography, soaps, lotions, detergent, furniture, etc.

Culinary artists – vendors who produce baked goods, pickles, salsas, kombucha, elixirs, juices, and similar; consumable products packaged and generally intended for home consumption.

Food Trucks, Stands, Carts – vendors who produce hot/cold food/beverages primarily intended to be consumed on-site. Food Truck vendors prepare and/or serve from a typical food truck or van; Food Stand vendors prepare and/or serve from under a tent. Food Cart vendors prepare and/or serve from a small cart or refrigeration unit. Choosing the correct category here is extremely important, as it dictates the type of space or location required.

Grower – vendors selling what they have grown/raised themselves and/or the byproducts of same, as in fruits, vegetables, flowers, plants, honey, meats, poultry, eggs, cheeses, etc., including milk products (such as soap) from their own animals.

Nonprofit 501c3 - A copy of your letter needs to be included with your application. A description of what you plan to sell or give away needs to be included with the application.

Other – Any type of business that does not fall within the scope of the above categories. A detailed description of your intentions or set up needs to be included.

ONCE ACCEPTED, CONTRACTS AND PAYMENT SCHEDULES WILL BE EMAILED.

PLEASE NOTE ALL THE DEADLINES. RETURNING VENDORS MUST COMPLETE A NEW APPLICATION EACH SEASON AND RESUBMIT ALL FORMS AND PAPERWORK.

NOTE THE $25 FEE FOR EACH MISSING ITEM.

Basic Information

Business/Vending Name:

Contact Person:

Job title (owner, chef, employee, etc.):

To ensure accuracy and aid in the proper routing of information, business/vending as name and other requested information may be required on multiple pages.

Number of years you have vended with GrowRVA at the RVA Big Market:

Email address at which you would like to receive GrowRVA communication:

Contact Person's Phone Number(s):

Complete Mailing Address:

Preferred method of contact by customers:

Phone

Mail

Other

Va. Tax ID Number:

Do you have a brick & mortar location?

If yes, please list address:

Please List the names of helpers or anyone who would be running your space in your absence:

Emergency Contact(s) - Names and phone numbers:

All vendors/participants must provide a copy of any of the following permits, licenses, and certificates which apply to your business, and any others not included here;

Sales & Use Tax Certificate including account number
Scale Inspection
Dept. of Health Permit
VDACS kitchen inspection
Food & Safety Inspection

File upload

Missing information/forms will delay app review until received:

Vendor Fees and Payment Schedule

RVA BIG Market in Bryan Park, 4308 Hermitage Road 23227

Saturdays November – April 9am - Noon

All products for sale, including those to CSA members, must be handmade, homegrown, or homemade in Virginia by the vendor. If you wish to add new items beyond those listed on your application, you must notify us in writing. No products may be sold without prior approval.

Application Fee: $150 This increases to $200 if received after August 15, 2025. Incomplete applications will be charged an additional $25 per item.

Business/vending as name must be listed on your check. Include application fee only.

No prepayments will be accepted until applications are reviewed and accepted, and vending fees may not be combined with app fees.There is no guarantee of acceptance. If your application is approved and you withdraw or are unable to vend, a partial refund may or may not be issued, to be decided on an individual basis depending on that applicant’s particular circumstances.

FEE SCHEDULE: RVA BIG MKT (Each vendor is allowed ONE ten by ten tent. Anything larger must be noted.) $25 per item additional fee for incomplete applications

Vendor Payment Schedule will be addressed in your contract. Payments will be sent with the contract once you are approved.

Full Time - $1100, two payments of $550

$45 per week part time, 12 dates or more

$50 per week, select dates, 11 dates or less

$25 trailer - per week

$25 each - extra 10 x 10 tent per week

$25 each, extra vehicle in/near your space (there is a vendor lot available)

$45 per week food/drink stand

$60 per week - food trucks/carts

Vending Dates

If you are unable to vend full-time at the RVA BIG MKT, indicate below the dates on which you would like to vend. This does not guarantee you will be approved to vend on each of those dates. Approved dates will be sent to you via email.**

Full time vendors should select any dates on which they are aware they will not be vending.

TO BE READ BY ALL VENDORS; COMPLIANCE IS REQUIRED

Policy for all vendors selling baked goods or any other prepared consumable product packaged primarily for home consumption, and for all growers wishing to sell jams, jellies, other canned goods from their own produce/fruit

All vendors selling baked goods or any prepared consumable product packaged primarily for home consumption, as their primary or secondary product, are required to adhere to VDACS regulations regarding prepackaging and labeling of product. This includes those baking in an uninspected kitchen/operating under the Cottage Bakery Law. Sample copies of product labels must be mailed with your application and must be approved prior to sale of these items; sample labels must also be mailed to and approved by GrowRVA for any items you request to add after those listed on your application are approved. New applicants operating from an inspected kitchen must also submit a copy of their VDACS packet.

Growers wishing to sell canned products, including jams and jellies, are required to adhere to the same VDACS regulations regarding labeling of these products. Sample labels for each product must be mailed with your application and be approved prior to sale of these items. This includes those products prepared in an uninspected kitchen/operating under the Cottage Bakery Law. Sample copies of product labels must be submitted with your application and must be approved prior to sale of these items. If you wish to request to sell additional items after your application has been approved, please follow the instructions listed above. If you will be handing out samples of your product(s), you must adhere to the VDACS regulations regarding sampling; there will be a line on your category specific page requiring your initials, indicating your knowledge of and intent to adhere to these regulations.

Links for VDACS packaging and labeling regulations information are included, here: https://vafma.org/wp-content/uploads/2024/04/Rashelly-Bland_2024-VDACS-Food-Safety-at-Farmers-Market-Presentation.pdf

Also, page 8 of the VDACS handbook is another useful resource and includes a sample label.

http://www.vdacs.virginia.gov/pdf/homefdapplication.pdf

Power Sources: Generators are permitted at the markets if they do not exceed 75 decibels in the vicinity of market vendors or shoppers. No electricity is accessible by Market vendors.

No amplified music is allowed at the market; this includes vendors’ personal phones, etc.

Applications received after August 15 will not be processed until all others have been processed, and those received after October 1st or later may not be processed until after opening day in November. You will be notified when processing has been completed; phone calls and emails to GrowRVA staff will slow down, not speed up, this process.

By signing my legal name below, I agree to adhere to the rules and regulations set forth by GrowRVA plus all local, state, and federal regulations required of my business. Failure to do so may result in permanent dismissal from the Market with no refund.

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Checklist: REMEMBER A $25 PROCESSING FEE PER ITEM WILL BE CHARGED FOR INCOMPLETE APPLICATIONS These must be included each new season. Complete All of the Following:

Signed and completed application
Copies of ALL applicable certifications/permits/licenses including Sales & Use Tax certs
Category specific pages and extra requirements when applicable

Vendor Information

Vendor Business Name:

Type of Vehicle:

I use a generator:

Yes

Number of Tents:

Size of Tent(s):

I use a trailer that is ______ feet long.

Website/Social Media Links:

If none, enter "None"

I have CPR or other medical training; please explain:

If no, enter "No"

I participate in the following other markets/events:

If none, enter "None"

I collaborate or work with the following RVA businesses in a professional capacity:

If none, enter "None"

ARTISTS/ARTISANS/APPAREL ARTISTS

**If not applicable, please skip this section**

Artists who have not previously vended with GrowRVA must provide sample photos of their creations – your application will not be processed without these photos.

Brief list of products and description – For internal use only, can be brief.

Please include a statement regarding your work – how many years have you been creating, what inspires you, how you feel about your work, what you hope others get from your creations, etc.:

Sample photos of your art/work

BAKERS/ALL OTHER CULINARY ARTISTS

**If not applicable, please skip this section**

Brief list of products and description - For internal use only, can be brief.

Are you baking in an uninspected kitchen?

Yes

Commissary address (if applicable)

Inspector’s name (if applicable)

How many years have you been baking or pursuing your current culinary career:

A sample list of typical offerings must be attached to your application. Please review and include all required documentation with your application; this includes those baking in an uninspected kitchen, i.e. operating under the Cottage Bakery Law.

FOOD TRUCKS/STANDS/CARTS

**If not applicable, please skip this section**

Brief list of products and description - For internal use only, can be brief

Commissary address (if applicable)

Inspector’s name (if applicable)

How many years have you been operating your own food truck/stand/cart:

GROWERS

**If not applicable, please skip this section**

Products and brief descriptions - For internal use only.

All growers must submit a page listing all projected crops for the duration of the market season. A template for this page can be found at: https://6e3916d0-6b50-423f-bee1-f9ecefd12c2c.usrfiles.com/ugd/6e3916_f18729bdeaf14172bbf161658bfe7d85.pdf

A farm map must also be submitted which shows the layout of your crops, livestock housing, etc. Hand drawn maps will be accepted

Projected Crops and Farm Map Upload

Physical address of and directions to your farm from the City of Richmond:

Inspector’s name (if applicable). If you are a meat vendor, please enter the name of your processor:

On how many acres are you growing and/or do you use for grazing?

Has your farm previously been visited by GrowRVA? ______________ Farms may be visited/revisited by GrowRVA this season; such visits are often compliance driven. Please list the best times and dates for a visit

How would you classify your practices?

Be aware that inaccurate labeling can result in large fines/other civil penalties via Quality Certification Services if they should receive a complaint regarding the marketing of your crops.

Application Fee

$150

Applications submitted without paying the application fee will not be processed and are subject to $25 fine for missing information.