JOSEPHINE’S MERCANTILE

VENDOR HANDBOOK

Josephine’s Mercantile
701 Bay St.
Port Orchard, WA 98366
(360) 621-8841

Handbook Last Edited August 2018

Welcome to Josephine’s!

I am excited you will be joining the Josephine’s tribe. We share this adventure together. It is a passion for
each of us to search, peddle and sell our goods, and we are privileged to bring you and your passion to
the team. Here is the history of how Josephine’s Mercantile came to be.

I named my shop after my sweet but spirited Grandmother. Grandma Jo was a child during the
depression and because of this she saved everything, from old buttons off grandpa’s shirts, coffee tin
cans, and even JC Penny’s magazines to cut out clothing items to make me paper dolls, nothing was
wasted. She filled her home with classic vintage pieces you rarely see today. Her vintage home and
obsession of repurposing was passed along to me. I see a new purpose for every item I come across. I’m
grateful for my grandmother and proud that her influence can be seen throughout Josephine’s
Mercantile.

We opened the doors at Josephine’s for the first time in the summer of 2013 along the water in
Annapolis. At the time I was working a full-time job and had a 2-year-old daughter and I desperately
needed a creative outlet. I loved vintage and wanted to share that passion with others. I found an 800
square foot building that had been abandon for 9 years. It needed a facelift to say the least, but it was
mine. With only 5 vendors, a few vintage pieces, and big dreams, I opened the shop not knowing what to
expect. It wasn’t long before I realized we needed more space. A year after opening our doors, and with a
bit of remodeling, we were able to take over the other half of the building and expand our size to 2000
square feet.

Josephine’s found success and favor with our community and we were outgrowing our space. We needed
a larger shop to keep up with our customer’s demands. In the summer of 2017 I found the perfect
building located in downtown Port Orchard. The building, which was once a roller skating rink and then a
pavilion, had now been vacant for 3 years. With over 15,000 square feet at our disposal, old yellow paint
and 90’s fixtures everywhere, I saw a ton of potential. With support from my husband, Dad, family and
friends we worked on the building for 3 months getting it ready. We opened our doors at our current
location on March 17th, 2018 and were welcomed with a great response from our community.

Josephine’s is built on one core principal, COMMUNITY! Our community has supported us from the day
we first opened our doors and its part of our mission to give back to them. We actively work with several
local charities each year. From helping kids get school supplies to sponsoring families at Christmas time,
our core values have everything to do with this community. The overwhelming response from them
reminds me every day why I chose to do this.

I’d like to personally welcome you to our team and our community. Here you are encouraged to bring
your creative ideas, enthusiasm, and joy to your space. If you have any questions or need anything, please
feel free to contact me. We are here to support and inspire one another.

Welcome to the tribe,

Samantha Smith, Owner

 MISSION STATEMENT
To inspire our customers with a unique experience, promote community, and
share our hometown pride with every person we meet.

OUR VISION
To become one of the “must visit” shopping locations on the Olympic Peninsula by
providing exceptional customer service and having a vast collection of unique
items in a space that is inspiring and memorable.

COMMITMENT TO COMMUNITY
We are committed to maintaining a positive presence within our community.
TABLE OF CONTENTS
Welcome to Josephine’s ....................................................................................................................................... 1
Purpose of Handbook........................................................................................................................................ 1
Management team ............................................................................................................................................ 1
Code of Ethics ...................................................................................................................................................... 1
Vendor Selection Criteria and Process ............................................................................................................. 2
Items authorized at Josephine’s Mercantile .............................................................................................. 2
Items prohibited at Josephine’s Mercantile ............................................................................................... 2
Application Process ............................................................................................................................................ 3
Selection Process ................................................................................................................................................ 3
Waiting List Procedure ...................................................................................................................................... 3
Vendor Conduct and Responsibilities ............................................................................................................... 4
License and Insurance ....................................................................................................................................... 4
Fair and Honorable Marketing Prices ........................................................................................................... 4
Customer Service ................................................................................................................................................ 4
Space Assignment and Appearance .............................................................................................................. 4
Subletting and Sharing Booth Spaces ........................................................................................................... 5
Sales and Pricing ................................................................................................................................................. 5
Advertising and Marketing .............................................................................................................................. 6
Vendor Procedures and General Information ................................................................................................ 7
All Laws Apply ...................................................................................................................................................... 7
Booth Rentals ...................................................................................................................................................... 7
Volunteering/Working at booth..................................................................................................................... 7
Lease Terms.......................................................................................................................................................... 7
Move-out policy .................................................................................................................................................. 8
Property Loss ....................................................................................................................................................... 8
Workplace Hostility and Violence.................................................................................................................. 9
Smoking ................................................................................................................................................................. 9
Vendor/Staff/Owner concerns and complaints ........................................................................................ 9
Sales Commissions and Pay Periods ............................................................................................................... 10
Pay Periods ........................................................................................................................................................ 10
Commissions ..................................................................................................................................................... 10
Sales Tax ............................................................................................................................................................. 10
Customer Payment Methods/Sales Reports................................................................................................ 11
Checks ................................................................................................................................................................. 11
Debit and Credit Cards ................................................................................................................................... 11
Daily Sales Reporting ...................................................................................................................................... 11
Negotiating Merchandise Prices ................................................................................................................. 11
Our Appreciation .................................................................................................................................................. 12
Appendix A – Vendor Contract ........................................................................................................................ 13
WELCOME TO JOSEPHINE’S
PURPOSE OF HANDBOOK

May this handbook serve to inform prospective, and participating vendors about Josephine’s
mission, vision, policies, and procedures. All vendors, staff, and volunteers are liable to adhere to
the items listed in this handbook to ensure that everyone has a safe, enjoyable, and memorable
experience at Josephine’s Mercantile.

MANAGEMENT TEAM

Samantha Smith – Owner Carol Greseth – Front End Manager

(360) 621-8841 (360) 535-3436

josephinesredeemed@gmail.com jomerc701@gmail.com

CODE OF ETHICS

Josephine’s Mercantile and its organizers are committed to providing an environment that is free
of discrimination and unlawful harassment. Actions, words, jokes or comments of vendors, their
agents, employees, invitees, guests or customers based on an individual’s sex, race, ethnicity,
age, religion, disability or any other legally protected characteristic will not be tolerated. It is the
policy of Josephine’s management team to comply with the letter and the spirit and intent of
Federal Equal Employment Opportunity laws and rules and other similar state and municipal
laws and rules. Vendors observing or having knowledge of illegal incidents or practices or
violations of this policy are encouraged to immediately report such incidents to Josephine’s
management team. Violating these terms is grounds for termination.

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VENDOR SELECTION CRITERIA AND PROCESS

Priority will be given to potential vendors who operate within 100 miles from Josephine’s
location in Port Orchard, WA. This will ensure our products remain local and help foster a
connection between our vendors and our customer base.

ITEMS AUTHORIZED AT JOSEPHINE’S MERCANTILE

- Unique vintage pieces

- Home decor
- Antiques
- Repurposed items
- Collectibles

ITEMS PROHIBITED AT JOSEPHINE’S MERCANTILE

Management at Josephine's Mercantile reserves the right to prohibit any merchandise from being
sold on the premises. Any items not on this list may me prohibited by Josephine’s management at
any time.

- Drugs or alcohol
- Unauthorized food or beverages of any kind
- Firearms/weapons of any kind
- Pornography of any kind
- Items with offensive language/wording on them
- Items that promote current political organizations
- Animals or pets of any kind

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APPLICATION PROCESS

An application can be found in the back of this handbook or acquired at the front desk. Once the
application is completed you will be placed on the waiting list for future consideration.

SELECTION PROCESS

Josephine’s emphasizes that booths be unique from one another. If you sell products that are
unique to our shop, greater consideration will be given during the selection process. We aim to
maintain a variety of products that makes us stand out in our industry.

WAITING LIST PROCEDURE

Booths are not first come first serve. We take careful consideration in our selection process. To
ensure we maintain our vision of giving customers a unique experience, we emphasize that our
vendors create booths that are different from the other vendors in the shop. We encourage you
to create your vision and make it your own style and display.

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VENDOR CONDUCT AND RESPONSIBILITIES
LICENSE AND INSURANCE

Vendors are required to obtain a business license and insurance before they can sell their
merchandise at Josephine’s Mercantile.

FAIR AND HONORABLE MARKETING PRICES

Prices should remain fair, comparable to other vendors at Josephine’s, and others in the
industry. No over/under selling. We will conduct “Tag Sales”, and other sales events throughout
the year which gives vendors the opportunity to sell inventory at lower prices. Josephine’s
Management needs to be notified when a vendor’s merchandise is discounted more than 10%.
This helps protect the vendor and Josephine’s Mercantile LLC to help prevent theft.

CUSTOMER SERVICE

Customer service is a top priority at Josephine’s. We want to be known for outstanding customer
service (see mission statement). When you are in the shop please be mindful that you are
representing Josephine’s Mercantile.

SPACE ASSIGNMENT AND APPEARANCE

All merchandise should be kept within the vendors assigned space.

Spaces should adhere to the Americans with Disabilities Act of 1990 (ADA) and its amendments.
Please keep your space accommodating for those with disabilities and special needs. This
includes keeping walkways clear of merchandise for wheelchairs, strollers, and motorized carts.
Here is the website for more info: https://www.ada.gov/2010_regs.htm

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It is the responsibility of the vendor to keep their space clean, organized, and stocked with
merchandise. Josephine’s Mercantile LLC is responsible for maintaining aisles, restrooms,
common areas of the store, and all other general housekeeping.

Pieces that require lighting should use LED bulbs only. This helps us keep our overhead costs
down and is another way to help keep the cost of rental spaces down.

When large pieces that take up a fair amount of floor or wall space sell, we ask that the vendor
promptly redisplay their booth with new merchandise. Booths should be continuously stocked
and redesigned to create a new appearance. Doing this gets customers to return knowing the
shop is ever changing and new items can be found.

Our goal is to have customers leave inspired and want to spread the work about Josephine’s
Mercantile.

SUBLETTING AND SHARING BOOTH SPACES

Subletting or sharing booth spaces is prohibited under any circumstance. If a partnership exists
between vendors, please notify management during the application process.

SALES AND PRICING

All sales of merchandise on the premises will go through Josephine’s POS system. Vendors
working in their booths may negotiate prices with customers, but any transaction that does not
go through the POS system will violate the contract agreement and will be grounds for
immediate termination. Selling “under the table” is strictly prohibited.

Vendors may conduct a sale no longer than one week, and no more than two sales per quarter.
Josephine’s runs a “tag” sale twice a year. We advertise heavily for these events and this is a
great time to take advantage of liquidating old inventory.

Josephine’s has a policy of “all sales are final”. To protect Josephine’s and the vendor’s interest,
any deviation from this policy must be approved by Josephine’s management.

Vendors must furnish their own tags and have readable notations on them consisting of the
vendor’s ID number (#) and price ($). Any other information or description is optional. To protect
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the vendor, prices cannot be scribbled or crossed out and replaced by a different price on the
same tag. All items that change in price need to have a new tag placed on that item.

If an item is brought to the register without a price tag attached, it will not be sold. It will be held
for the customer until the vendor is contacted and price is confirmed.

ADVERTISING AND MARKETING

Josephine’s advertises on Instagram and Facebook. We have found success marketing through
these channels and will post pictures of items from all vendors. Each vendor will be advertised as
“Featured Vendor of the Day” on Josephine’s Instagram and Facebook pages a minimum of once
a month.

Vendors are also encouraged to advertise and market on their own. Josephine’s staff can help
with those not familiar with this process.

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VENDOR PROCEDURES AND GENERAL INFORMATION
ALL LAWS APPLY

Vendors shall abide at all times by the codes, ordinances, and regulations of the federal, state,
county, city, and any other agency having jurisdiction over the conduct of the vendors business.

BOOTH RENTALS

Booths vary in size and are priced based on the current market. Monthly rental prices will be
discussed upon selection as a vendor. Rent is charged by the square foot. Upon selection a $150
deposit fee is required by the vendor to Josephine’s Mercantile. This deposit pays for any
property damage and/or is used towards the last months rent. Deposits will not be returned
without the vendor giving 30 days notice of terminating the rental contract unless approved by
management. We are reasonable and fair and will work with our vendors to ensure the best
possible experience and outcome for both parties.

VOLUNTEERING/WORKING AT BOOTH

We ask that vendors work during special events with a minimum of 4 events per year. If a vendor
is not comfortable in social settings, they can help with other needs of Josephine’s Mercantile
during the event. Management will provide vendors, at the beginning of every quarter, with all
events taking place during that quarter. This is an opportunity for vendors to sign up to
volunteer. Sign up sheets will be located at the front desk.

LEASE TERMS

The initial lease will be a 6-month probationary term. At the 6 months mark the vendor and
Josephine’s Management will conduct an in-person evaluation. This time will be used to reflect
on the experience of both parties and to discuss what we can do to improve our shop. If both
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parties agree to extend the lease, space rental will resume on a month to month basis.
Evaluations will continue every 6 months. Rental fees are subject to change based on the market
and will be discussed during the renewal of the lease agreement.

MOVE-OUT POLICY

Move-outs shall occur no later than the last day of the rental period which will usually be the last
day of the month. Holdovers will be charged a pro-rated amount for any additional days that
their merchandise remains on the premises after the rental contract has expired.

Management must be given a written 30-day notice in advance of a move-out by the first day of
the desired move-out month. This will ensure we have time to select another vendor to fill that
space. Any fees for overdue rent or damages must be settled before the vendor can remove
their merchandise from Josephine’s Mercantile on move-out day. If desired by the vendor,
Josephine’s management will conduct a formal exit interview.

PROPERTY LOSS

Vendor is responsible for their own insurance & premise liability. Josephine’s LLC will not be
responsible for any loss or damage of merchandise, property or equipment, either from natural or
unnatural causes, such as theft, fire, flood, wind, rain, or any other cause whatsoever.

It is Josephine’s desire to work together to prevent property loss. Looking after the store in its
entirety will help minimize theft. It is the responsibility of everyone to look out for one another
and report any incident that occurs in the daily log book found at the front counter.

It is our recommendation that vendors use tags that aren’t easily switched or broken. Tags with
durable twine tied to the item is recommended to help reduce “tag switching”, and theft. Any
merchandise brought to the register without a price tag attached will not be sold unless the
vendor is present or can be contacted immediately. Otherwise, the merchandise will be held
until the vendor can be reached.

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WORKPLACE HOSTILITY AND VIOLENCE

Hostility or violence of any kind will not be tolerated and is grounds for immediate termination.
(See Code of Ethics pg. 1) If terminated, the vendor will have 24 hours to remove their inventory
off the premises and will forfeit their $100 deposit.

SMOKING

Smoking is prohibited on the premises.

VENDOR/STAFF/OWNER CONCERNS AND COMPLAINTS

Complaints and concerns shall be formally written in a brief report and given to Josephine’s
management team. Any issues will be addressed immediately to ensure our operations within
the store keep with the vision and spirit of our mission.

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SALES COMMISSIONS AND PAY PERIODS
PAY PERIODS

The close of business on the last day of the month is the cutoff date for processing sales. Checks
to vendors may be picked up after 1 pm on the 5th of the following month. One month’s rent
and all commissions are deducted from your sales. A statement of your monthly sales activity will
be provided with the check. You will also have full, daily access to our POS system “Go Antiquing”
which will help you keep a detailed record of your sales.

COMMISSIONS

A 10% commission fee will be charged on all items sold. This amount will be deducted from your
monthly sales along with rent.

SALES TAX

Josephine’s Mercantile will be responsible for the collection and payment of all sales taxes to the
Treasurer of Washington State. Vendors may not use Josephine’s LLC sales tax number for their
personal use.

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CUSTOMER PAYMENT METHODS/SALES REPORTS
CHECKS

Josephine’s Mercantile will accept checks as payment for any item with proof of valid picture
identification. Josephine’s Mercantile LLC will be responsible for collection of bounced checks.

DEBIT AND CREDIT CARDS

Josephine’s Mercantile LLC accepts Visa, MasterCard, Discover, and American Express credit and
debit cards. Credit cards are accepted with proof of valid picture identification.

DAILY SALES REPORTING

At the end of each business day an email will be sent notifying each vendor of their sales for that
day. This notifies vendors if/when they need to restock their booth, and helps vendors keep
track of their daily and monthly sales. Vendors who do not sell merchandise will not receive an
email that day.

NEGOTIATING MERCHANDISE PRICES

Vendors should notify Josephine’s Management team of their terms regarding discounts on their
merchandise. This information will be held in a log book located at the front desk and will help
minimize unnecessary phone calls to the vendor if more than 10%.

An example of this is what percentage of a discount a vendor is willing the sales staff to allow to
make a sale.

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OUR APPRECIATION

I want to take a moment to personally thank you for your interest in Josephine’s. This is more
than I ever imagined when I first opened as Josephine’s Redeemed Boutique in 2013. Vendors
are the heart and soul of this industry. To have you as a person with a shared passion is an honor
to me. Again, thank you for choosing Josephine’s as a place you want to call home for your
business and to share your inspiration with all who visit our shop.

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APPENDIX A – VENDOR CONTRACT

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 Josephine’s LLC.
Dba Josephine’s Mercantile
701 Bay Street
Port Orchard, WA 98366
360-621-8841

RENTAL CONTRACT
The following are the RULES & REGULATIONS for the operation of Josephine’s Mercantile.
These Rules & Regulations are a part of the Rental Agreement and Vendor Application.

1. Booth Rentals: Booths vary in size depending on the needs of each dealer and are rented for $_______ per sq. ft. per month
or standard space rate of $________per month. Booths are not on a first come first serve basis. All booths are juried for
cohesiveness and overall fit into the mercantile.

Vendors are required to give a $150.00 security deposit before their move in date. The deposit is used for any damage and/or
towards your last month of rent. Deposits will not be refunded if the vendor moves out without giving a 30-day notice unless
approved by Management. The rental contract is extended on a month-to-month basis after the first six-month probationary
period. Dealers may stock their booth anytime during store hours. You may not keep the staff after hours to work on your
booth. Josephine’s LLC management may terminate the rental agreement by submitting notice in writing in advance of the first
day of the month.

2. Rent Due: Rent is due the first day of the month for that month. Rent will be deducted from accumulated sales of the
previous month. If rent exceeds the vendor’s sales for that month the rent payment by the vendor is due no later than the 5 th of
that month. If rent is overdue by 30 days, unsold merchandise may be sold by Josephine’s LLC to cover past due rent and
cannot otherwise be removed from the market until rent is paid in full. Rent extends from the first day of the month to the last
day of the month.

3. Sales Tax: Josephine’s Mercantile will be responsible for the collection and payment of sales taxes to the Washington State
Treasurer. Vendors may not use the Josephine’s LLC sales tax number for their personal use.

4. Commissions: A ten percent (10%) commission will be charged on all merchandise sold. This amount will be deducted
from the monthly vendor payment.

5. Pay Periods: The close of business on the last day of the month is the cut‐off date for processing sales. Checks to vendors
may be picked up after 1 pm on the fifth day of the following month. One month’s rent and all commissions are deducted from
the vendor’s sales. A monthly sales report will be provided with the check. You will also have full access to our accounting
system, GO Antiquing. If you have any sales during the day, you will receive an email alerting you of sales and items sold. If you
do not have any sales you will not receive an email.

6. Vendor Identification: Only individuals with permission of the vendor (owner of merchandise) will be allowed to remove
unsold items or pick up checks from Josephine’s LLC. If a vendor must have another person pick up their check or remove
unsold merchandise, please notify management beforehand.

7. All Laws Apply: Vendors shall abide at all times by the codes, ordinances, and regulations of the city, county, state and other
governmental agencies having jurisdiction over the conduct of the vendor's business.

8. Move-Out: Move-outs shall occur on or before the last day of the current rental period. Holdovers will be charged an
additional rent per day for every day their merchandise remains on the premises. Management must be given a written 30-day
notice in advance of a move-out BY THE FIRST DAY OF THE MONTH. Vendor must settle all overdue rent charges and
damages before removing merchandise from Josephine’s Mercantile on move-out day.

9. Property Loss and Insurance: Vendors are responsible for his or her own insurance & premise liability. Josephine’s LLC
will not be responsible for any loss or damage of merchandise, property or equipment, either from natural or unnatural
causes, such as theft, fire, flood, wind, rain, or any other cause whatsoever.
10. Retail: All retail lines must be preapproved by Josephine’s LLC. In order to keep a good variety and unique look, no two
vendors may sell the same lines. Certain items, like candles, jewelry, card, journals, etc. will be limited and approved on a case
by case basis by Josephine’s management team.

Please give a brief description of the retail and wholesale items you intend to carry.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
11. Vendor Handbook: Please refer to vendor handbook for all rules, guidelines and regulations that are required of vendors.

Agreed upon terms

I have read the contract and the vendor handbook and agree to all terms, rules and guidelines

Vendor:_____________________________________________________ Date:_________________________

Name: __________________________________ Business Name: ___________________________________________

Address: __________________________________________________ State/Zip:_________________________________
Phone Number:____________________________________________ Cell:______________________________________
Email:____________________________________________________________________________________________________

I have read the vendor contract, vendor handbook and accept the conditions as stated. I, the undersigned,
have read and agree to the above rules and regulations.

_______________________________________________ ___________________
Vendor signature Date

_______________________________________________ __________________
Josephine’s Representative Date

Booth Size: _________________________________________ Monthly Rent _________________________

Lease period: __________________________________________________
Business Name