East Hawai’i Makers Market Hui

As adopted by the board of directors on _6_/__8__/__25__

Makers Market Guidelines and Rules

The Market Rules are to be followed by all those who participate at market events produced by The Makers Market Hui, a non-profit membership organization that is incorporated in the State of Hawai’i, here after referred to as ‘Market Owner’.

The Market Owner, is the owner of marketing events the organization produces in leased facilities or properties. As owner/operator it retains primary decision-making authority for the markets, including acceptance of vendors, developing and enforcing Market Rules, and Makers Market Hui Bylaws, any of which it may change from time to time at its sole discretion.

Property Owners as landlord, have the right to recommend changes to market rules that have specific impact to their facilities, as it deems necessary, under the lease agreements with Makers Market Hui serving as Market Manager.

These rules and all subsequent modifications thereof form an integral part of the contract between the Market Owner and admitted Vendors. The agreement to abide by these rules, signed by Vendors as part of the application process, is binding.

The property and facility in use by the Makers Market Hui are not public space, rather the space is leased to a private company for the duration of the managed event. The Market Owner opens this space for use by vendors, customers, and others as it sees fit, but maintains full authority to determine the activities that take place within the leased property grounds during that time.

· A completed Vendor Application constitutes an agreement to abide by all rules of Makers Market Hui Markets. Vendors are responsible for informing their employees, volunteers, and social visitors of the rules and of ensuring that those individuals abide by the rules. Violations by employees, volunteers, and social visitors may result in the Vendor’s suspension from future Markets.

· Applications for Event Vendors will be taken as received and will be acted upon by the Market Owner and its advisors at such times as event Vendor vacancies are available. New Vendor selection will take into consideration all new Vendor applications received prior to the date of event availability.

· Participating Vendors should notify the Market Owner/Manager in writing (email) at least 48 hours or more, in advance of a planned absence, to allow for a replacement vendor to be contacted.

· Vendors should notify the Market Manager by text of an unplanned absence by 6:30 AM on the morning of the day on which they will be absent. No notification will result in booth fee forfeiture. As of 12/16/2025 all booth fee payments are final with no refunds, (adopted at Hui Membership meeting)

· Vendor booth fees will be assessed by individual event space availability and vendors space requirements. Vendor booth fees will be determined by table or booth tent size. Space for each Vendor will be designated in advance of event. The fee schedule will be provided to all applicants. Event applications and fees will be accepted online in advance of events.

On Market Days

· Vendors are expected to unload into the booth space and move vehicle to assigned vendor parking before beginning to set up. Reverse process for loading. Vendors are expected to break down and pack up before retrieving vehicle for loading.

· Vendors must not park in the main paved parking lots reserved for customers during market hours. All vendor vehicles must be moved a half hour before opening of market.

· Booths/tents/tables must be orderly in assigned space with no display obstructions in shared walkways. Sign sandwich boards may on occasion/depending on location be allowed, but in general signage should remain in or on individual tents/tables.

· Assigned space may not be transferred from one Vendor to another without Managers consent.

· Vendors may not generally share space with another Vendor except in designated shared spaces. Vendors desiring an exception to this rule may present their request by email to the Market Owner and its advisors will consider such exceptions, only when the exception is perceived to produce a significant benefit. If an exception of this kind is permitted, both vendors must be market members in good standing and an additional fee for booth sharing may apply.

· Shopping/selling is not permitted at the Market before the opening bell rings. All vendors should be set up and ready by determined opening time. Vendors should not permit shoppers to enter tents or select items before the bell. Selling products early encourages buyers to enter the Market area before all Vendors are set-up, raises the risk of accidents, and encourages customers to arrive earlier and earlier.

· Products and services sold by each Vendor should be created, made, grown, cooked, produced or prepared by the Vendor on the Big Island. A vendor may re-sell ancillary products that support the main approved handmade products but not to exceed more than 10% of products displayed. The Makers Market focus is to remain, handmade, hand-grown and locally produced items and services.

· The word “organic” is a legal term. Vendor/producers are discouraged from using the word "organic" to describe their product(s) unless the product(s) have been certified as organic by a recognized agency. Or unless proper labeling and exemption conditions are followed for identifying organic ingredients on product labels and signs.

· Vendors (and their employees, volunteers and social visitors) must present themselves in an appropriate manner, dress, and state of cleanliness.

· Vendors should behave in a cooperative manner with other Vendors.

· Animals, alcoholic beverages and smoking at Market is prohibited.

· Recorded music should not be played when live music is being presented. Recorded music should not be played without consent and volume check of neighboring booths.

· It is the responsibility of each Vendor or community non-profit participant to establish and maintain safe conditions in and around their booth or table. Care should be taken to avoid sharp corners, tripping hazards, and other potentially dangerous situations. Each Vendor or market participant should ensure that their booth structure and canopy is securely anchored and can withstand the strong wind gusts that can occur on East Hawai’i.

· Vendors and accepted market participants are uninsured Makers Market participants and are solely responsibly for any negligent and accidental conditions or occurrences that happen in or around their assigned table or booth space. All vendors and participants hereby are notified and understand their responsibility and liability, and are at this time, encouraged to maintain a general liability insurance policy and product liability policy as needed to cover their individual business liabilities.

Applicable State and County Laws

· Vendors of processed food items (including, but not limited to, baking, bottling, cooking, chopping, smoking, drying, preserving, and pickling) are individually responsible for having the required current Food Preparation Permit, available from the Hawaii State Department of Health, or a Commercial Kitchen permit, when required by Hawaii Law. An Inspector for the Hawaii State Department of Health may visit the Market from time to time to check that permits have been obtained, and that the Department’s rules are being followed.

· It is the individual responsibility of each Vendor using scales to ensure that his/her scales are accurate. A Hawaii State Scale Inspector may visit the Market from time to time to check the accuracy of Vendor scales.

· It is the individual responsibility of each Vendor to obtain a General Excise Tax certificate and to abide by HRS §231, governing collection and payment of the General Excise Tax. The Market Owner reserves the right to require that copies of this certificate be made available to the Market Manager. It is the responsibility of each Vendor to adhere to any other county or state law pertaining to temporary vendor establishments or operations at “farmers” or open markets, or to laws pertaining specifically to their product(s).

The Makers Market is a Leave No Trace event.

[ A "Leave No Trace" event is a gathering that emphasizes minimizing the impact of human activities on the natural environment, with the goal of leaving the area as pristine as possible. These events, often educational or community-focused, promote responsible outdoor practices and encourage participants to adhere to the Leave No Trace environmental practices. ]

· Vendors are responsible for the throw away trash their business generates. Vendors must provide collection containers for the trash they generate. They must collect the packaging trash their customers dispose of in others collection containers to take with you when you leave. It’s not possible for the Markets volunteer staff to be the trash service, everyone is needed to contribute their share of clean up. Vendors are encouraged to offer re-useable and responsible packaging for your customers to wash and re-use at future market events. Future participation at Makers Market events will be influenced by the trace your business leaves behind for others to clean up.

· Vendors selling items that are consumed at shared community tables must share in the bussing and cleaning of the tables.

· All vendors are requested in assisting in the cleaning and returning the facilities tables and chairs and leaving no trace of waste in and around their table and booth space.

Mahalo!