West Chester Market Overview

Operated and financed by West Chester Township, the West Chester Market (hereafter called “the market”) is a producer-only market. The Township invests resources in personnel, use of property, and promotional activities to create a vibrant, welcoming space for local vendors and visitors. 

The Township pays a Market Manager to help run the day-to-day market operations. The Market Manager ensures the market runs smoothly, supports local farmers and vendors, and creates a welcoming experience for visitors.

The West Chester Market Committee meets two to three times per year and is comprised of two township representatives, as well as representatives from the following organizations: local vendors, citizen/local food advocate, MidPointe Library, and Travel Butler County. The committee selects vendors, partners with local agencies to program market events, and promotes the market to the wider community.

Market Rules & Guidelines

Market Hours and Locations

The West Chester Market operates on Saturdays from 9 a.m. to 1 p.m. beginning the first weekend of May through the last weekend in September. The market is held in the parking lot of MidPointe Library West Chester Branch, located at 9363 Centre Pointe Dr, West Chester, OH 45069. 

From October through mid-November, the market is still held on Saturdays at the MidPointe Library, but dates and times are subject to change. 

From mid-November to December, the market is held on Saturdays at the Muhlhauser Barn. There is no market on the Saturday after Thanksgiving and the Saturday after Christmas.  

Annual Holiday Market Hours & Location 

A special Holiday Market is held in the Muhlhauser Barn (8558 Beckett Rd.) on the first or second Saturday of December. This market attracts more than 1,000 visitors. As such, there are special guidelines for vendor participation. 

Space is limited. Approved and active market vendors are given priority for reserving a space at the annual Holiday Market. To reserve space, market vendors must notify the Township of their intent to participate and pay a fee of $50 by no later than Sept. 30. Failure to do so may result in no space being available at a later date. 

After the Sept. 30 deadline, the Township will open up the Holiday Market to other local producers and makers at a registration cost of $75. Once all spots are filled, no one else will be permitted to attend or reserve space at the Holiday Market. 

The Township will invest in advertising/promotion of the market, as well as provide free giveaways/treats and entertainment to ensure a high-quality event. 

Participation Requirements 

Annual vendors who pay for the full season ($150/year) must be committed to the West Chester Market for the primary market season (May through September) and plan to attend every market.* Having predictable attendance by our vendors allows the Township to effectively promote the market and plan for each week, as well as provide a better experience for visitors. 

Vendors must alert West Chester Township of their absence from the market at least 24 hours in advance of the respective market date.

Vendors who miss more than 3 markets per season will be reviewed for potential dismissal. 

The market is held rain or shine. Cancelations for inclement weather during the Primary Season are extremely rare. If a cancelation occurs, vendors will be notified as soon as possible via email, with potential follow-up via text or phone call. 

*Attendance requirements apply only to the Primary Season (May–September). Participation in the Extended Season (Oct–April) is optional unless otherwise agreed.

Permitted Vendor Categories 

Vendors must be in one or more of the four (4) vendor categories below to participate in the West Chester Market:

1. Farm meat and dairy produced on vendor's farm
2. Fresh produce grown on the vendor's farm
3. Cottage Industry (see ODA Cottage Industry Guidelines), including food operations and crafters
4. Temporary food service (see Butler County guidelines for temporary food service license) for food prepared and sold on site

Vendors with brick-and-mortar establishments are NOT permitted.

Locally Grown & Produced 

Market goods must be raised, baked, or grown within a 100-mile radius of West Chester Township. 

Farmers Weather / Natural Disaster Exception: Farmers are permitted to import fruits/produce from other areas in the United States if weather conditions or natural disasters make it impossible to harvest local fruits/produce from the farmer's fields.

Allowable Products & Goods 

Products or items sold must follow the “Make it, Bake it, Grow it” guidelines below and must be produced by the vendor: 

• Fresh produce, fruit or cut flowers must be grown by the vendor from seed or plants.
• All plants, fruit trees, or vines must be grown by the vendor from seed, cuttings, or plugs. Re-potting or resale of purchased mature plants is not permitted.
• Meat, cheese & eggs must comply with the Ohio Department of Agriculture/U.S. Department of Agriculture regulations and guidelines.
• Baked goods & processed food items must be made by the vendor from basic raw ingredients in their kitchen or approved production facilities. Repackaging of purchased goods is not permitted. All applicable regulations (commercial / cottage industry) apply.
• Honey must be from the vendor’s hives or from hives on the farmer vendor’s property by a beekeeper on a paid or share basis. Processed honey products or bees wax products must be made by the vendor and follow processed food guidelines.
• All “Cottage Industry” products must be labeled according to Ohio Department of Agriculture regulations. (For more information: http://producesafety.osu.edu/farm-market/selling-homemade-goods)
• Artisan products must be made by the vendor using basic raw materials (clay, fabric, weaving materials, yarn, beads, jewelry components, painting supplies, etc.) and have significant “value added” by the work of the artist.
• Vendors may only sell products listed on their application, unless given explicit permission from the Market Manager.
• Sampling of food products is permitted. However, cutting portions or creating a single serving on-site to sell requires a food vendor license.
• The sale of live animals is not permitted.

Vendors found to be selling products that do not meet the standards listed below will have their right to sell at the market revoked and be asked to leave immediately. Annual market fees paid will not be refunded or adjusted in the event of a suspension.

Booth & Equipment Requirements

All vendors will be given a 12 x 12 space. Farmers will be given first priority of space and will be permitted to have a larger space.

Each market space must be covered with a tent/canopy that fits within their 12x12 space. Canopies must be sufficiently weighted at all times for the protection of customers and other vendors.

Vendors may have individuals, other than themselves, cover their booth at the market if needed. 

Vendors must supply all equipment for selling and provide clean, safe tables, baskets or stands to display products. Vendors selling produce by weight must provide their own scales. Scales must be “legal for trade” and are subject to inspection by the Department of Agriculture’s “Weights and Measures” program. All scale displays must be readable and in plain sight to customers during transactions. If electricity is needed, there is a $30 annual fee to use the Township’s generator. Fuel is provided by the Township.

Market Fees

Full-Time Vendors:

• A full-time vendor space costs $150.00 for the entire year. 
• All full-time vendors must meet attendance requirements outlined in Participation Requirements. 
• Full-time vendors are preferred, because this provides predictability for the Township and for market visitors. If two vendors apply to sell similar items at the market, the Township will prioritize the full-time vendor application. 
• Vendors may be permitted to share a full-time booth space for the season, but this arrangement must be approved by the market committee/West Chester Township. For example, if you only want to come to the market every other week, you can partner with another vendor who sells similar products will come on opposite weeks. This helps the market with consistency for the season and provides flexibility for vendors who produce handmade items that they cannot be replaced quickly. (Note: Vendors participating in approved booth-sharing arrangements and attending the full season must comply with full-time vendor participation requirements.)

Part-Time Vendors: 

• The part-time vendor space cost is $100. 
• There are four part-time/rotating booth spaces at the market, located near the center closest to the activity and music area. These spots are available on a first-come, first-serve basis. 
• Part-time vendors many not come to more than half the markets for the year (approximately 10-12 per year). Otherwise, they must apply for a full-time booth and meet attendance requirements outlined in Participation Requirements. 
• Part-time/rotating vendors must select the dates they will attend when they pay the fee at the beginning of the season. This is critical to ensure that the Township can book vendors consistently in the part-time booths. 

Daily Rate

For vendors who plan to attend 3 markets or fewer, the day rate is $30.00 per day. These spots are considered a part-time booth and will be available on a first-come, first-serve basis. 

Labels & Pricing 

• The term “Certified Organic” shall not be used without proper certification.
• Product pricing should be representative of current market pricing. Undercutting or price gouging is not permitted.
• Vendors must clearly display their pricing.
• Reselling products purchased from someone else is not permitted.

Vendor Conduct 

Vendors must be ready to do business and in their assigned spot 20 minutes prior to market start time. If a vendor arrives late, they will have to park outside of the market area and carry items in by hand. 

The Market Manager has the authority to reassign vacant spots 20 minutes from the starting time. This ensure no large gaps exist, which would negatively impact the atmosphere of the market and the shopper experience. 

Vendors are required to stay in their market space during the published market hours. Packing up and leaving early is not permitted.

Selling more than 15 minutes before or after the market start and end time is not permitted.

Clean up your area. Remove all waste, leftovers, equipment, and personal items. 

Vendors must demonstrate respect for other vendors, attendees, Township employees, and property owners. Remember, we are a team! We must work together to make the market successful for everyone. 

Vendors are encouraged to work out issues amongst themselves where appropriate, and to take any concerns or feedback to the Market Manager. The Market Manager will work with the Township and other parties where appropriate to resolve issues, solve problems, or address any concerns. 

Smoking or vaping in the market is not permitted.

Taxes, Insurance, Licenses, Permits and Special Requirements 

Any applicable retail sales taxes are the responsibility of the individual vendor.

All vendors shall provide, at the time of their application, current copies of any permits, insurance and licenses applicable to the sale of their products.

Vendors are responsible for the safety of produce and products. Prepared food or baked goods must meet Ohio Depart. of Agriculture’s regulatory requirements. 

Each individual vendor is responsible for obtaining and adhering to applicable local, county, state or federal licensing, labeling, handling, storage or other regulatory requirements.  

Each vendor is required to carry at least $1 million in liability insurance. If a customer or vendor is injured because of your actions or products, it is your responsibility, not the responsibility of West Chester Township. A copy of the vendor’s liability insurance coverage must be on file with West Chester Township.

All licensing, taxes, certifications, inspections, liability, safety, etc. are the responsibility of the vendor. All pertinent licenses and permits must be in the possession of the vendor while at the market. Contact the Butler County Health Department for applicable regulations and to obtain a vendor’s license.

West Chester Authority & Enforcement

West Chester Township has the authority to assign vendor spaces, settle disputes, and enforce rules. The Township hires a market manager to manage the weekly market operations and act on the Township’s behalf to ensure a friendly, inclusive, and vibrant atmosphere. 

West Chester Township has the right to refuse participation to a new vendor and to refuse the right to sell specific items if the product does not complement the Market as a whole. 

All decisions of West Chester Township are final.