Wham Bam Pam's Farmer's market prep List for Having Your Shit Together.

My official prep list notebook that helps me keep my shit together! Created May 2018.

I have had the pleasure of enjoying a wonderful community of cottage bakers via Facebook. There have been numerous posts in that social media group from fellow bakers who are about to embark on a fantastic adventure by selling their products at a Farmer’s Market.  

When I was just starting out, I had to go through a lot of trial and error in order to figure out my groove and create a solid check-list of things I needed - or wanted - to consider beforehand, in order to successfully carry out my business operation on a weekly basis.

It it my absolute pleasure to now share that list... with you.

**Disclaimer:  My list is influenced by the Cottage Laws of Colorado and the fact that I sold baked goods at an outdoor Farmer’s Market weekly (and has since been modified for my new market in MA).  I’m sure that you will not need everything that I have listed here, but just in case, please enjoy!

1)  The first thing on your list should be:  HAVE FUN!!  And, breathe.

2)  BOOTH SUPPLIES

• CANOPY (Some markets require uniform colored canopies. Check your vendor contract.)

• STEPPING STOOL if you’re a little  shorter in height to help you raise your canopy.

• 40 LB. WEIGHTS - MINIMUM (no less for outdoor venues. Trust me.) One weight for each post. 160 Lbs. minimum total.

  **NOTE: Some Liability Insurance policies require a minimum amount of weight to be utilized. Check your liability insurance coverage for confirmation.)

• TABLE(S) The ones that fold in half are the best for easy storage and travel.

• TABLECLOTH(S) Some markets or venues require tablecloths to be a uniform color. (Thoroughly read the vendor agreement / contract.)

• WOODEN BLOCKS

• If you are not located on solid ground, like grass for example, bring some equally sized small wooden blocks as you might have to level your tables. The blocks should be big enough to give stability to the table.

• PORTABLE  ***GENERATOR if applicable (Check vendor contract)

• PORTABLE FAN if applicable

• PORTABLE HEATER if applicable

  ***If the generator is allowed, make sure that you are cognizant of the noise level and the smell of fuel. It’s not fair to your fellow vendors, nor is it enticing to potential customers.

• CHEF’S MAT to stand on if your booth is situated on asphalt. A Life Saver.

• GROUND COVER / OUTDOOR CARPET if applicable (used in food preparation / cooking real time on site) (Thoroughly read the vendor agreement / contract. May be a liability if someone trips on it.)

• SMALLER TABLE (optional) to hold items other than baked goods. Situated in the back of the booth. (Office supplies, packaging, disinfectant etc.) Supplies should not be located on the same table (s) as displayed products.

• BANNER / SIGNS / TABLE RUNNERS with your business name. (Legible to read by customers who are a few booths down the aisle, or across the aisle, at another vendor.)

• CHAIR(S) that folds up (easy transport)

• BUNGEE CORDS if needed

• Business signs & banners if you have any 🙂

• TOOL BOX scissors, box cutter, scotch tape, duck tape, permanent maker, safety pins, screwdriver (Phillips & Flat Head), pliers, hammer, Velcro, batteries (variety) and anything else you can think of (to tighten the screws on the canopy frame from constant use, as an example).

• FIRST AID KIT

• SUNSCREEN

• LINT ROLLER All kinds of lovelies can adhere to your tablecloth or you.

• TIDE PEN or a similar product for accidental stains.

• DOLLY, WAGON or HANDCART if you aren’t allowed to park behind your booth.

• POINT OF SALE

• Cash box with ample coin & bills ($300)

• Credit card payment source / device

• BACK UP Credit Card payment device

• Phone charger (car and portable)

• Hot spot “on”

• Laminated (or framed) signs of COTTAGE LAW REQUIRED DISCLAIMERS  (required in CO), STATE TAX LICENSE, HEALTH DEPARTMENT LICENSE (required in MA). (Check Cottage Laws and Health Department guidelines of your state.)

• TIP JAR (if you’d like)

• BUSINESS CARDS & HOLDER

3)  OFFICE SUPPLIES (which we personally bring with us to the market)

• Pens, paper

• Business cards (back stock)

• Paper receipt pad (For the customer that wants a physical receipt for payment of goods (extremely rare)

• Back up Portable Phone Charger

• ALLERGY WAIVERS (*to be acknowledged, signed and dated realtime. (Offers some legal protection when a customer acknowledges a severe allergic reaction to an ingredient (cross contact), and yet, KNOWINGLY decides to make a purchase, despite the disclaimers written on the labels, and your verbal warnings.) ***If applicable. (Based on experience)

• COPIES OF LICENSES, CERTIFICATIONS, PROOF OF INSURANCE & STATE COTTAGE LAWS (Notebook or digital equivalent) Can be required for inspections by the local Health department or local Government Agencies. Additionally, some or all of the above, may be required by the Market Management for participation in the market or venue. For disputes when an impromptu inspection occurs at the venue. (It happens.)

4)  FOOD SAFETY PRODUCTS

• WIPES, SANITIZERS, DISINFECTANT

• PAPER TOWELS

• CLOTHS for mishaps

• NFS GLOVES (National Food Sanitation)  for food handling and samples

• *HAND WASHING STATION (Vendor use) *(Individual health departments have their own regulations.)  ***If you sell in multiple counties, check the local health department regulations. Various health departments have jurisdiction over Farmers Markets. Some don’t. (There are hefty fines for violations.)

5)  CLEAN UP SUPPLIES FOR END OF DAY

• Small trash can with a lid.

• Small broom/dustpan.  *We are responsible for clean-up at our booth. Note where you are allowed to place trash at the end of the market day. You may be required to take it with you. (Check vendor contract. There may be fines for non compliance.)

6)  PRODUCT PROMOTIONAL ITEMS

• DISPLAY ITEMS - stands, baskets, small signs etc.

• (Individual Product signs (if applicable) Not so big so that they hide the products or deter from noticing the product.) Non-breakable displays are best, in my opinion. Wind gusts, customers falling into the booth (Yes. It’s happened) and dropping things—besides an arduous clean-up, the material (glass) could be a liability.

• Consider displays that are minimal and hypoallergenic. Plastic flowers instead of real flowers, as an example. (Real flowers attract insects, and scents compete with the smell of the products.)

• PRICE LIST / MENU that the customer can see. (Even though 98% of customers NEVER read signs. There is that 2% )

• BAGS for customers to carry multiple goods. (If you can place your logo on the bag, it's a great advertisement.)

7)  PRODUCTS

• Baked Goods (yes, we have forgotten those before haha!!)

• Cooler(s) if needed

• Samples (if desired) and appropriate tools/packaging for samples. (Check Cottage Laws, Health Department, and Market Management for allowances)

8)  TEAM SUPPLIES

• HYDRATION & SNACKS for you!

• SUNSCREEN

• Knowledge of the PUBLIC RESTROOM location (for you)

• Note the BOOTH LOCATION If you are given a choice as to the booth location, have your booth face north or west. (West = late day sun and the market is usually over by then. North = shade.)

• See if you can have your booth located in the same space on a weekly basis—for customer consistency. (At some markets and venues, there is an additional charge for specific booth locations, not to mention additional amenities like an electrical source. Check Vendor Contract)

9) MISCELLANEOUS

• INDOOR BOOTH LOCATION INFO

  If the venue / market is located upstairs in a building, there should be an ADA compliant elevator available to the vendors and customers. Additionally, there should be adequate signage, directing foot traffic upstairs to the event. The signs should be placed at parking entrances, building entrances, stair locations, and elevators. This is especially important if there is more than one venue occurring in the same building at the same time.

• TEMPERATURE CONTROL (INDOOR VENUE)

  When the venue / market location is located inside of a building, the temperature of the venue’s room should be monitored. The location of the temperature controller should be noted, before the event. The temperature gauge should be readily available,  to be monitored and accessed ON SITE, by the Market Manager. This is especially important because the temperature may have to be adjusted accordingly. Optimally, there should be the option for air conditioning. In the summer months especially, if there is no monitoring of the temperature, the vendors melt, the products melt, and customers will not stay to make purchases.

• EXTRACURRICULAR

  If your state is heavily into professional team sports, get the upcoming schedule of the major sports. OMG did that affect market attendance—and not in a good way. (Unless it was a night game).  Additionally, other big venues like state fairs, parades, athletic (running, biking) competitions, etc. can affect attendance.

• VENDOR COMMUNICATION

  Make sure that you get the contact information from the vendors who are on either side of your booth, as well as the vendors who may be situated across from you. When you are unable to attend the market, inform your neighboring vendors. That way, the fellow vendors will be able to inform your customers that you are absent for that specific market date. This is especially helpful if your customers are not on social media platforms.

10)  ORGANIZATION SUPPLIES

Everything for the booth was as compact and as collapsible as possible: Tables, chairs, displays, A Frame sign, etc. I had smaller Rubbermaid-like containers which I labeled:

• “Office box”.

• “Disinfectant box”

• “Sign box”

• “Display boxes”

• “Sample box”

(All for easy stacking, transport and availability) - leave the containers in the car for the entire season.

And last but not least… lucky number 11:

FIRST IMPRESSIONS

• You don’t get a second chance to make a first impression!  Always look professional, inviting and sanitary. Even though your set up may consist of a canopy, tables, displays and products, first impressions are everything! Imagine if your booth was a restaurant, would you (objectively) want to eat there?

Much success this season!