Vendor Agreement

1. Participation & Communication

Vendors agree to review and follow all event communications, including setup instructions and updates. Staying informed is essential to ensure smooth operations. Failure to comply may result in denial of entry or future participation.

2. Setup & Space Assignments

Market setup and space assignments may change at the organizer's discretion.

Vendors must follow all load-in directions and be fully set up by the event start time.

Late arrivals may be denied participation without refund or reschedule.

3. Breakdown Policy

Vendors may not begin breakdown before the official event end time. Early breakdowns negatively impact the event experience and may result in removal from future events.

4. Equipment & Safety

Vendors are responsible for providing their own tents, tables, and equipment.

Minimum required tent weights: 50 lbs per leg (200 lbs total).

All structures must be secure and compliant with local safety standards.

5. Approved Products

• Vendors may sell only products approved by the organizer.
• Adding new items requires prior written approval.
• Only original producers and artisans are permitted; resale or brokering is not allowed unless specifically authorized.

6. Power & Utilities

• Organizers may or may not provide electricity. Vendors requiring power must bring their own generators or obtain written approval for on-site power use.
• Generators must be quiet and placed in a location approved by event staff.

7. Space & Setup Requirements

• Space dimensions will be specified before each event.
• Requests for additional space must be made in advance and approved in writing.

8. Insurance

Vendor insurance is not required, but it is recommended. Vendors participate at their own risk and are responsible for their property, equipment, and products during the event. The organizer is not liable for loss, theft, damage, or injury arising from participation.

9. Food Vendors & Health Compliance

• All food vendors must obtain the required permits from local health authorities before participating.
• Vendors must comply with all food safety regulations and maintain valid permits for each municipality where events occur.

10. Local Requirements

Municipal permits, licenses, or inspection forms may vary by location. Vendors are responsible for obtaining and maintaining all required documentation before participating.

11. Code of Conduct

Vendors agree to maintain a professional and respectful presence toward staff, customers, and fellow vendors. Organizers reserve the right to remove any vendor for disruptive or unsafe behavior.

Vendors are required to comply with all cancellation policies and must notify market staff via the designated text number prior to the start of the event if they are unable to attend. Failure to provide timely notice may result in immediate and permanent removal from all Fresh Markets events, without refund, credit, or transfer of any purchased dates.

12. Organizer Rights

Organizers reserve the right to:

Reassign spaces or adjust event layouts as needed.

Cancel or reschedule events due to weather or other unforeseen circumstances.

Cancel an event if a venue is unable to fulfill its commitment for reasons beyond the Organizer's control. In these cases, vendors will receive a credit to their Fresh Markets account equal to the amount paid for the affected date. Credits are non-refundable, non-transferable, and must be used by the end of the current calendar year.

Deny participation to vendors who violate these terms.

Acknowledgment

By applying or participating, the vendor agrees to abide by these terms and any additional rules communicated by the event organizer.

Cancellation & Refund Policy

Cancelations within 24 hours: Vendors are required to comply with all cancellation policies and must notify market staff via the designated text number prior to the start of the event if they are unable to attend. Failure to provide timely notice may result in immediate and permanent removal from all Fresh Markets events, without refund, credit, or transfer of any purchased dates.

2. Organizer Rights

1. How Cancellations and Credits Work

• Vendors cancel through the vendor dashboard: https://convene.markets/dashboard
• After cancellation, the applicable rebooking fee is assessed and the remaining balance is issued as account credit.
• Credits auto-apply to the next invoice for any event on the platform.
• Credits expire at the end of the calendar year. Unused credits are forfeited.

2. Fee Schedule and Eligibility

Timing of Request- What Counts-FeeOutcome

Within 24 hours of purchase

Refunds or date changes for the same booking

$15

Credit issued to account minus fee

15 or more days before event date

Date change

$25

Credit issued to account minus fee.

7–14 days before event date

Date change

$50

Approval required. Credit issued minus fee.

6 days or less before event date

Any change, credit, or refund

Not available

No changes, refunds, or credits

Notes:

• "Date change" includes moving a booked single date or adjusting a seasonal schedule.
• Refunds after 24 hours from purchase are not available for any reason.

3. Seasonal and Monthly Vendors

No refunds, credits, or date changes for missed dates or cancellations on seasonal or monthly plans.

4. Rain Dates

If an event has a pre-scheduled rain date and the vendor cannot attend, no refunds or credits are issued for that rain date.

5. Same-Day and On-Site Communication

For cancellations within 24 hours of the event, vendors must text or call 732-481-4691 with vendor name, business name, and the date(s) to cancel.

On-site managers may not monitor email during events. Use phone/text for urgent updates.

6. Enforcement

• Vendors who do not follow this policy may be denied future bookings.
• Multiple no-shows may result in cancellation of upcoming dates without refund or credit.

7. Contact

• Questions: team@asburyfresh.com
• Urgent within 24 hours of event: Text/Call 732-481-4691

Vendor Code of Conduct

Purpose

This Code of Conduct exists to ensure a positive, respectful, and professional environment for everyone involved. Vendors are expected to act courteously toward customers, fellow vendors, and event staff. The goal is to create a thriving marketplace experience that benefits both vendors and shoppers through cooperation and mutual respect.

Vendor Expectations

As a participating vendor, I agree to:

• Follow all event rules and guidelines provided by the event organizer or marketplace.
• Act with honesty and integrity in all business interactions.
• Treat everyone with respect. Bullying, gossip, rude, aggressive, uncooperative, or disrespectful behavior toward anyone at the event will not be tolerated.
• Avoid deceptive or exploitative practices, including misrepresenting products or event details.
• Begin breakdown and pack-up only after the official event closing time, unless specifically authorized by event management.

Issue Resolution

Vendors are encouraged to communicate directly and privately with event organizers or staff regarding any concerns or conflicts that arise during events.

Compliance

Compliance with this Code of Conduct is mandatory. Vendors who violate the code or engage in inappropriate behavior may be removed from events or denied future participation without refund.

Acknowledgment

By applying for, booking, or participating in events, vendors acknowledge and agree to follow this Code of Conduct, the applicable Vendor Guidelines, and the Cancellation & Refund Policy.

Mission Statement

Our mission is to support local businesses and foster community connections through pop-up markets and events that celebrate creativity, craftsmanship, and local entrepreneurship.

We’re so excited for you to join us for our next Bell Works market!

First things first, and this is very important: Please save 732-481-4691 in your phone as Fresh Markets. If you need to cancel within 24 hours of a market date, including the morning of, you must text that number with your name, business name, and the date(s) you need to cancel. Market Managers do not receive emails while on site.

Please review our cancellation policy on your vendor dashboard if you have any questions.

Location: 101 Crawfords Corner Rd, Holmdel, NJ

PARKING INFORMATION:

Bell Works permits all vendors to load in through the East side of the building, known as the Blue Lot or Event parking. (If you have parked and there is a lake behind your spot, you are in the wrong place and will be told to move)

You may park and unload from your car, or you may pull up to the designated unloading ramps for drop-off only. If you unload by the ramp, you must unload all your items, park, then return to bring them indoors via the ramp. 

If you block the ramp entrance, park in handicap parking, or park in a fire lane, even temporarily, security will approach you, and your car may be towed. 

‼️We recommend having a cart and bungee cords to transport your belongings from your car to the inside of the building.

If you need to park at the main entrance of the building, you must receive prior permission from Fresh Markets by emailing team@asburyfresh.com in advance to request an access pass. If you are approved, you must unload from your parking space. No vendor vehicles may pull up and unload directly in front of the building under any circumstances.

LOAD IN INFORMATION:

After you enter the building, your market manager will meet you at the check-in sign by the atrium piano.

• Load-In begins at 9 AM: If you’re early, please hang tight until the clock strikes nine.
• The Cutoff is 10:15 AM: You need to be checked in at the carpeted area by the grand piano by 10:15 AM at the latest. If life happens and you're running late, text us at 732-481-4691. Please note that arrivals after 10:30 AM may forfeit their spot for the day without a refund.
• Ready by 11 AM: The market starts at 11 am. Please ensure your booth is fully ready to welcome customers by then.

‼️If you are running late due to an emergency, traffic, etc you must text the Fresh Markets # so we are aware that you still plan on coming or can no longer make it. 

Additional Note: Do not slam or drop tables, displays, or other equipment on the floor. If you need assistance moving or positioning heavy items, please ask our staff or nearby vendors for help. Per Bell Works policy, any damage to the tile flooring may result in a $500 fine. If you notice any existing cracks or damage in your assigned area prior to setup, please notify a market manager immediately so it can be documented and you are not held responsible.

BREAK DOWN INFORMATION:

Vendors may not pack up until the end of the market at 4 pm - no exceptions. This includes slow packing. If a market manager notices you packing up early, it will affect your future attendance. 

If you have an emergency and need to leave early, please see the Market Manager first so they can notify vendors in your area.

ABOUT YOUR SPOT:

A standard space for Bell Works is an 8x10 floor area. Spaces are in the center of the atrium and along the sides. All spaces are the same size and receive the same amount of foot traffic.

You must bring your own table(s) and chair(s). Neither can be pulled from the building, so please come prepared.

No tents or large retractable banners and/or flags are permitted inside the building. 

Bell Works has banned helium balloons, electronic scent vaporizers, candles, or incense.

If you have confusion on what you can/can’t bring, please email team@asburyfresh.com in advance. 

FOR FOOD VENDORS ONLY:

You must apply for a temporary food license with the Monmouth County Board of Health and Holmdel Township. Instructions and application info can be found on your vendor dashboard: asburyfresh.com/dashboard

FAQs:

Making Sales: Creating a balanced market is very important to us—you may only sell items that were pre-approved on your application.

• Want to add new products? Email team@asburyfresh.com at least 2 days before the market to request approval.
• Selling unapproved items without permission may result in removal from the market. 

Electricity: Electricity is not guaranteed. Outlets are limited and reserved for food vendors first. To request outlet access, email team@asburyfresh.com in advance.

Facilities: Restrooms are located in three areas on the main floor. 

Food and Snacks: Bell Works has restaurants on site. Most restaurants close at 3 pm and are only open during the week.  You can also grab food/snacks from our food vendors.

MARKETING A PROMOTION:

Please like & share our posts on Instagram and Facebook. On market day, tag @bellworksfresh & @asburyfresh in your Instagram Stories—we’ll re-share to (over 40K+ followers combined!)

Join our private Instagram, @freshmarketsfamily, for first access to new pop-ups, updates & more

Bell Works Board of Health Requirements

FOR 2026 WEDNESDAY FARMERS AND MAKERS MARKET

All food vendors MUST get approval from the Monmouth County Board of Health to sell at our markets.

Bell Works vendors must also submit an application along with a check for $30 to Holmdel Township so you can get the Holmdel food handlers permit for the entire Wednesday Farmers and Makers Market 2026 Series.  Again you only pay $30 for the Wednesday 2026 Series (not $30 per market)

Please note that you must submit these applications and pay any permit fees 7 days prior to the first market date you plan on selling at.

Here is what you’ll need to do in order to sell produce, food & baked goods at Bell Works Fresh. 

1. Review the Vendor Cover Letter for Holmdel Twp.
2. Complete Holmdel Food Handlers Application
3. Complete Holmdel Temporary Food Handler’s License
4. Complete Monmouth County Board of Health application and email to the Health Inspector Michael Horzepa at Michael.Horzepa@co.monmouth.nj.us

Mail or Deliver the Holmdel Application and a check for $30 made payable to “Holmdel Township” to:

Holmdel Township

Attn: Wendy Patrovich

4 Crawfords Corner Road

Holmdel, New Jersey 07733