Vendor Handbook

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    Governance

    Organization:

    The Coppell Farmers Market is a program of the City of Coppell, operated by the Coppell Farmers Market Association. The CFMA is a non-profit organization, governed by a volunteer Board of Directors and operated by an Executive Director, Operations Manager, and Support Staff. The Market Operations Manager is the vendor’s direct point of contact.

    CFM Staff:

    CFMA Executive Director: Amanda Austin

    CFM Operations Manager: Colleen Gonzales

    On-Site Assistants: Stéphane, Veronica, Jace

    EBT/Card Terminal Operator: Sandy

    Market Operations

    Market Dates:

    The Coppell Farmers Market (CFM) is open weekly from April through mid-December and on the Second and Fourth Saturdays from January through March. The CFM is closed on Thanksgiving and Christmas weekends.

    The 2026 Market Season is January 2026 - December 2026.

    Market Hours:

    The CFM is open from 8 a.m. to noon.

    Schedule:

    • 6:30 On-site staff begins setup.
    • 6:30-7:50 Vendor setup.
    • 7:45 Parking lot is barricaded—all vehicles must relocate from the loading zone to the vendor parking lot.
    • 8:00 Market opens.
    • 12:00 Market closes.
    • 12:00-1:00 Market breakdown.
    • 12:45 All carts must be returned.
    • 1:00 Vendor must be loaded and ready to leave.

    Services:

    • Loading carts are shared between vendors.
    • 120v electrical (vendors must request a booth with access to electricity on their application).
    • Drinking water
    • Restrooms

    Fees & Stall Size

    Application Fee:

    A nonrefundable processing fee of $25 must accompany new vendor applications and be paid online.

    Weekly Stall Fees:

    Stall fees are paid online on a weekly, monthly, or annual basis. Invoices are emailed every Tuesday or Wednesday and are due on the following market day.

    Vendors who fail to notify the Market Manager of an absence (no-call, no-show) by 7:30 a.m. on the Market day will be charged the stall fee for their missed day.

    • Outside Stall (10’ X 10’): $20
    • Pavilion Stall:
      • Single (9’ x 9’): $25
      • Double (9’ X 18’): $30
    • Student Groups, Non-Profit Organizations, City Affiliate: $0

    Late Stall Fees:

    Vendors who do not pay their stall fees by the invoice due date will be automatically billed on the last day of the month, using the credit card number on file.  When a payment can’t be secured by the 30-day past-due date, vendors will not be allowed to participate until their accounts are brought up to date.

    Emergency Rentals:

    In the event a vendor forgets a supply, the Market has a limited amount of supplies available for rent.  These may include, but are not limited to:

    • Table:  $15.00 per Market day
    • Chair:  $15.00 per Market day
    • Canopy:  $15.00 per Market day
    • Canopy weights:  $15.00 per Market day
    • Extension cord:  $15.00 per Market day

    Vendor Types & Definitions

    The CFM hosts only farmers and food producers, with minimal exceptions for body care, home cleaning products, and food-related services. We also reserve two booth spaces per Saturday for Community Groups.

    Farmers:

    Any vendor who grows, raises, and/or wild-harvests a food product.

    • Farmers – Growers of vegetables, herbs, fruits, nuts, mushrooms, cactus, nursery products, grains, pulses, flowers, and other horticultural crops.
    • Ranchers – Producers of animal-based products, including meat, eggs, and dairy products.
    • Other – Producers of other raw, unprocessed products that are grown or raised on a farm, ranch, plant nursery, or wild-harvested in accordance with relevant regulations, to include honey, seafood, foraged foods, and garden/landscaping plants.

    Specialty Food Artisans:

    Any vendor who uses one or more ingredients to create a product by processing, blending, packaging, or altering using other preparation methods.

    • Prepared Food Vendors – Any vendor who prepares food in an approved production facility or commercial kitchen.
    • Cottage Food Vendors – Producer of foods prepared under the Texas Cottage Food Law (Texas Department of State Health Services, Health and Safety Code, Title 6, Chapter 437). To learn if your business qualifies, see details under the TEXAS COTTAGE FOOD LAW, found below.

    Food Carts/Foods Prepared on Site:

    A vendor who sells food items prepared for immediate consumption via a food cart or booth licensed and permitted by the appropriate authority.

    Services:

    Any vendor that provides a service to enhance the Market in a meaningful, mission-aligned manner may be allowed to participate.

    Community Groups:

    Nonprofit Organizations, Student Groups (k-12), Governmental Entities, and Young Entrepreneurs (k-12)

    Dallas County-based organizations registered as federal or state nonprofits, student and student groups (K-12), governmental agencies, and local groups that align with our mission.

    Vendor Requirements

    All Vendors:

    1. All products sold at the Coppell Farmers Market must be grown, raised, and produced directly by the vendor. Very few exceptions are considered (see Agricultural Producers Rule 1 for details).
    2. All production must take place in North Central Texas (within 150 miles).
    3. Production must take place in facilities or on land that the vendor controls through ownership, lease, rental, or other legal agreements.
    4. Products must be produced and sold in compliance with all applicable federal, state, and local laws and regulations.
    5. Permitting and Product Sampling: Vendors are responsible for maintaining required permits, licenses, and certifications when required, and for adhering to the City of Coppell's official product sampling guidelines. For detailed information on permitting product sampling requirements, review the PERMITTING & SAMPLING document.
    6. Vendors cannot sell items that the Market has not approved through the application process. To request to add or change product inventory once accepted as a vendor, vendors must send an email request to [email protected]
    7. The CFM may schedule a kitchen or farm visit for promotional and relationship-building purposes. CFM reserves the right to visit vendor production for audits, as needed.
    8. All vendors are subject to audits if there's a concern about the source of any products. See ADDENDUM 1 for audit details at the end of this document.
    9. The CFM will not hold financial or legal responsibility for consumer illness or dissatisfaction.

    Agricultural Producers:

    1. We make very few exceptions to our producer-only guideline, and any vendor who sells a sourced product without prior approval will no longer be allowed to participate. For details, see ADDENDUM 2 at the end of this document.
    2. Only certified organic growers may display signs using the word organic, and all items sold as organic must meet the requirements of the National Organic Program. Sellers of organic items must send a copy of their certification to [email protected] upon approval of their application.
    3. Approved vendors may sell plants and trees, fresh and dried flowers, herbs, and decorative vegetation grown or legally gathered by themselves. Purchased nursery stock must be repotted and matured for at least 4 weeks before being sold.

    Animal Producers:

    1. Animals must be raised and managed using humane husbandry practices and environmentally sound methods.
    2. Live animals can not be sold.

    Specialty Food Artisans:

    1. Products must be processed and packaged by the vendor in their own facility or a leased facility.
    2. The use of recyclable/compostable food containers is preferred and encouraged.
    3. Locally sourced ingredients are preferred, including those sourced from CFM vendors.

    Food Carts/Foods Prepared on Site:

    1. The City of Coppell requires vendors selling on-site-prepared food to provide proof of liability insurance with a limit of not less than $1,000,000 per occurrence for bodily injury and property damage.  Documents must be uploaded to the Vendor’s Marketspread account upon application.
    2. The Market offers a limited number of stall spaces to on-site vendors of prepared food and beverages.
    3. Food makers who use locally and market-sourced ingredients are preferred.

    Community Groups:

    Nonprofit Organizations, Student Groups (K-12), City of Coppell-affiliated entities, and Young Entrepreneurs (K-12) must comply with the following. We cannot accommodate more than two community groups per Market day. Community groups must submit an online registration form.

    1. Participants must follow all applicable CFM rules.
    2. Participants must conduct themselves courteously and professionally at the Market.
    3. Participants must be set up by 8:00 and attend until noon.
    4. Maximum number of total participants: 10.
    5. Participants must remain within the 10 x 10 booth space and will not enter into the neighboring vendor’s space.  Soliciting and canvassing are prohibited at CFM, including walk-throughs and standing in the aisles to recruit customers.
    6. Aggressive sales tactics and heckling are not allowed.
    7. Booth noise levels may not be excessive and interfere with the surrounding vendors’ ability to conduct business.
    8. Smoking and vaping are prohibited at CFM, including in surrounding green spaces and parking lots, per city ordinance 2016-1445.
    9. The consumption of alcoholic beverages or drugs is prohibited at CFM, per city ordinance 2016-1444.
    10. Transactions between customers and vendors may only occur within the stall.
    11. Community Groups shall provide all their own display equipment.  Equipment must not exceed the stall's parameters.
    12. Predetermined fire lanes and ADA pathways cannot be blocked.
    13. Participants must post product prices, organization name, beneficiary name (when applicable), and a list of accepted forms of payment.  This list must include cash and Market Tokens.
    14. Token bags must be returned to the Token Table or Information Table at the end of the day, if one was received.
    15. All tokens received must be placed in the token bag, and the accompanying Token Log must be filled out before redeeming them at the CFM Token Table.
    16. No music other than that provided by the Market is allowed.
    17. No disruptive or aggressive promotion is allowed.
    18. Participants are responsible for keeping their area clean during the Market and for cleaning their stall location after the Market.  Unsold products and packing boxes must be removed from the site.
    19. The cart containing the canopy, weights, and table must be returned to the cart staging area, located behind the Market Info./Token Booth table, at the end of the Market.
    20. Dallas County-based non-profit organizations may participate no more than once during the market season.
    21. Student Groups (K-12) may participate no more than once per school semester (Spring and Fall), and once during the summer months.
    22. Coppell Affiliated Entities may participate no more than once per Quarter (Jan-Mar, Apr-June, July-Sept, Oct-Dec).
    23. Young Entrepreneurs must be K-12 students and can participate no more than once per Quarter (Jan-Mar, Apr-June, July-Sept, Oct-Dec).

    Market Day Rules & Regulations

    Smoking and vaping are prohibited at CFM, including beneath the Pavilion and in surrounding green spaces and parking lots, per city ordinance 2016-1445.

    Alcohol and drugs: The consumption of alcoholic beverages or drugs is prohibited at CFM, per city ordinance 2016-1444.

    Accessibility: Pre-determined fire lanes and ADA pathways cannot be blocked.

    Soliciting and Canvassing: Soliciting and canvassing at CFM is prohibited by city ordinance 9-11-3:  “It shall be unlawful for any person or persons to distribute, post, place, or erect any advertising handbill, circular, bill, notice, paper, or other advertising device without a special permit issued by the Director of Parks and Recreation.”

    Stall Assignments:. 

    Stall assignments are based on vendor attendance schedules, product mix, and logistical constraints as determined by the Market Director and Market Manager.

    Stall assignments are made on a long-term basis, meaning we prioritize maintaining vendor location whenever possible. Assignments may be subject to change based on the following criteria: accommodating vendor changes, weather-related issues, seasonal events, maintaining visual appeal, etc. 

    To attend as an Alternating/Part-Time vendor, an applicant must submit this request on their application form. A request does not guarantee placement as an Alternating/Part-time vendor.  The CFM has a limit of 20 Part-Time Vendors per Market season. Ten stalls are dedicated to Part-Time vendors per Market day. 

    Vendors may request up to 3 stalls.  Request must be emailed to [email protected]

    Pavilion Stall Assignments: Pavilion stall availability is limited.  Pavilion stall vendors must meet the following guidelines:

    • Per the City of Coppell, driving vehicles through the Pavilion is prohibited.
    • Attend year-round and with regularity (no more than 10 missed Market days per season). 
    • Pavilion vendors must remain within the parameters of their stall.  Additionally, all equipment and signage must stay behind the Pavilion pillars, and it cannot be attached to or posted on the Pavilion structure.   
    • Pay a higher stall fee than vendors assigned to outside stalls. The Pavilion stall fee is $25.00 a week for a small stall and $30.00 a week for a large stall.

    Stall Requirements:

    A canopy is required for all stalls located outside the Pavilion.

    Vendors shall provide their own equipment. 

    In case of emergency, a limited number of tables, extension cords, canopy weights, chairs, and canopies are available for rental from CFM (see Emergency Rentals in the Fees section of this document). 

    Equipment and signage must not exceed the stall's parameters.

    All canopies and other forms of stall cover must be sufficiently and safely secured to the ground with weights from the moment the canopy is erected until it is taken down. The City of Coppell requires 20 lbs. per canopy leg, for a total of 80 lbs. Please note that canopy stakes are not allowed.  If canopies are inadequately secured, the vendor will be required to rent canopy weights for that Market day at $15.00 per set (see Emergency Rentals).

    Loading dollies (carts) are not to be held at the booths between 8:00 a.m. and noon (except for Community Groups), or while the vendor is setting up and/or breaking down. The Market supplies a limited number of carts, intended for use only during the transport of items from vehicles to booths (setup) and from booths to vehicles (teardown).  After use, carts must be immediately returned to the cart staging area, located behind the Market Info./Token Booth tables.

    The Market Manager conducts safety checks on each Market day to ensure all vendors comply with CFM rules.

    Signs:

    Refer to this article for helpful signage and stall setup tips.

    All farmers/producers are required to post the following signs every Market day:

    • Product prices.
    • Business name. The sign and lettering must be large enough to be easily read from 6 ft away.
    • A list of accepted forms of payment. Standard forms of payment include: SNAP benefits, cards, cash, tokens, and cashless app types and user handles.
    • Vegetable and Fruit Growers must post a “DUFB Accepted Here” sign. The Market distributes these DUFB signs.

    Signage must be accurate and truthful in its claims about production practices, sourcing, and other matters.

    Signs cannot be posted outside the stall perimeter.

    Pavilion Stall Sign Requirements:

    Per the Pavilion contract with the City of Coppell, hanging or attaching any item to Pavilion walls, doors, ceilings, windows, or pillars is prohibited.  In place of hanging banners, Pavilion vendors must instead utilize front-of-the-table signage, tabletop, or floor signs.

    Signs cannot be placed beyond the Pavilion pillars (into the aisle) or outside of the stall perimeter, in order to keep the aisle clear for customer traffic.

    Attendance:

    Absence notification protocol: Written notice of absence must be given as soon as possible and no later than 7:30 am on the Market day. Email or text notice to [email protected] or 214-972-8449. 

    Excessive absences will result in a vendor being released from participating in the CFM, unless a leave of absence has been granted.

    A vendor who has repeatedly had no-call, no-shows will be released from participating in the CFM.

    Stall fees will be automatically charged when a vendor fails to give notice of an absence. Stall fee charges are waived when a vendor follows the absence notification protocol.  

    Year-round, weekly attendance is preferred. The Market offers Part-Time or Seasonal vendor designation on a limited basis. 

    Part-Time and Seasonal vendors must adhere to one of the following schedules, as determined by the Market based on stall space availability: 

    • 1st/3rd/5th Saturdays
    • 2nd/4th Saturdays
    • Pre-determined, seasonal months for fruit and vegetable growers

    Part-Time Vendors will not be granted a “make-up” attendance date on a Market day that falls outside of their established schedule. 

    Parking: 

    See the VENDOR PARKING MAP at the end of this document. Vendors must park in the designated lot on Houston St. and are prohibited from parking in spaces on the immediate square, including those in front of Old Town businesses. Vendors with physical limitations or disabilities are exempt from this rule upon receipt of Market approval.

    Pricing:

    The sale or likely sale of goods at less than fair value (dumping) is prohibited.

    Vendors will determine the prices of their own products.

    Professional Manner:

    Vendors must have their booth customer-ready at 8:00 a.m. 

    Vendors’ staff must have the required supplies on Market days and be informed of Market guidelines.  Please refer to the Staff Readiness Guidelines, as provided by the Market Manager or Market Director.

    Vendors must truthfully represent their products, whether written or verbal.

    Vendors must handle customer dissatisfaction in a calm and courteous manner and adopt a returns and exchanges policy. The Market prefers vendors to offer refunds and exchanges whenever possible and encourages staff to adopt the Market’s suggested protocol for managing dissatisfied customers. 

    Vendors must conduct themselves in a courteous and professional manner, treating customers, staff, volunteers, and fellow vendors with respect.

    Inaccurate, inappropriate, threatening, or harassing words or statements construed as disparaging or harmful to other vendors, vendor-to-customer relationships, or the CFM are prohibited and can be grounds for termination.

    No disruptive or aggressive promotion is allowed.

    When CFM staff notice that a vendor has become burned out or is no longer happy with attending the CFM, their participation will be reassessed. When personal life problems are impacting a vendor’s success and participation, a leave of absence can be granted.

    Housekeeping: 

    Vendors are responsible for keeping their area clean during the Market and are responsible for cleaning their stall location after the Market is over.

    Unsold products and packing boxes must be removed from the site.

    No music other than that provided by the CFM is allowed.

    Natural Gas and Propane Use: Natural Gas and Propane use is prohibited at the CFM, unless a Prepared On-Site Food vendor has received prior approval by the appropriate authority.

    Electric Use: Each power outlet operates on a separate breaker and can handle only ONE food-warming appliance. Always inform Market staff of power outages so that the city electrician can be contacted.

    Space Heaters: Due to limitations of our power supply, electric space heaters are prohibited. Propane heaters cannot be used inside the Pavilion.

    Rule Violations

    The Market Manager conducts safety checks on each Market day to ensure all vendors comply with CFM rules. Vendors will be notified of violations of the rules and regulations by one of two methods:

    1. A verbal notification on a Market day from the Market Manager, followed by an email summary of the in-person conversation.
    2. By written, email notice from the Market Manager.

    The Market Director will be carbon-copied on all emails to maintain a shared record and documentation of the issue.

    Next Steps:

    If a vendor fails to cease or remedy a violation within the time specified, the vendor may be subject to permanent suspension from the CFM. When a resolution can't be reached, the Director and Manager will work with the vendor to plan an exit strategy.

    Repeated Rule Violations: 

    The Market follows a 3-strike policy when managing vendors who do not adhere to its guidelines. The Market will implement this policy when a vendor repeatedly fails to adhere to one or more guidelines or has broken multiple guidelines. The Market reserves the right to terminate a vendor without allowing three strikes.  

    Grounds for Immediate Termination:

    Violation of any of the following guidelines may result in immediate termination. 

    • Vendors must conduct themselves courteously and professionally and must treat customers, staff, volunteers, and fellow vendors with respect.
    • Inaccurate, inappropriate, threatening, or harassing words or statements construed as disparaging or harmful to other vendors or vendor-to-customer relationships.
    • Violation of the City of Coppell Public Health code and permitting requirements. 

    Disputes & Grievances

    The following procedures provide any vendor with a straightforward process for settling a dispute or addressing a grievance.

    On-Site Resolution of Minor Problems:

    The CFM Manager is the first point of contact for addressing any matter. The Manager will make every effort to resolve the issue. Vendors are asked to provide the Manager with a clear explanation of the problem and to work with the Manager to resolve it. After gathering all available information, the CFM manager will determine how to resolve the issue, based on their interpretation of the best interest of the Market as a whole and the specific circumstances. Vendors must abide by the determination on that Market day to maintain order in the Market. If a vendor disagrees with the determination, the formal Grievance Process is in place.

    Formal Grievance Process:

    A vendor must email a written statement of the grievance to the Market Manager at [email protected]. The Director shall work with the Manager and use best efforts to resolve the grievance within fourteen (14) working days of receiving the written statement. The Manager and Director shall issue a written response to the grievant, either with the resolution or with the following steps if additional time is needed to address the issue. The CFM Director will be carbon-copied on the email to maintain a shared memory and record of the problem.

    When resolution can't be reached, the Director and Manager will work with the vendor to plan an exit strategy.

    Your Input

    Input from vendors, customers, and all CFM stakeholders is valued. If you would like to share any thoughts, please contact the Coppell Farmers Market Manager at [email protected].

    PROGRAMS

    SNAP/EBT

    SNAP/EBT is a USDA program that provides nutrition benefits to help supplement the food budgets of people in need.

    How do vendors sell products to SNAP customers? EBT (Electronic Benefits Transfer) refers to using a SNAP card, similar to a debit card, to make purchases. The USDA requires the use of a special card processing machine to process EBT payments. SNAP users swipe their cards at the Market Token Booth to purchase $1.00 tokens. The tokens can be redeemed with any vendor who sells the following SNAP-eligible items. Vendors are reimbursed for tokens with cash. 

    Which CFM products can vendors sell to SNAP customers?

    • Fruits and Vegetables
    • Meat, Poultry, Fish, Eggs, and Dairy
    • Breads and Other Baked Goods
    • Cereal and Edible Grains
    • Packaged Foods not for onsite consumption
    • Food-producing Plants or Seeds

    Which CFM products are ineligible for SNAP purchase? 

    • Flowers, Non-food items
    • Soap, Household Items
    • Pet Foods
    • Foods sold hot
    • Food or drinks intended for on-site consumption
    • Any foods purchased for reselling

    Double-Up Food Bucks:

    SNAP Customers are eligible for our Double-Up Food Bucks (DUFB) Program, which provides up to an additional $30 in DUFB Vouchers (these look like business cards) that can be used for Fruit and Vegetable purchases at the Market. Produce vendors that are eligible to accept vouchers will be contacted and trained. Farmers cannot give change back for DUFB vouchers.

     

    Market Tokens:

    Market tokens are available for customer purchase when they swipe their credit, debit, or EBT card. Tokens can be purchased in increments of $5, with a $3 fee.  Vendors redeem the tokens for cash at the close of the Market day. 

    Token Reimbursement Protocol: 

    1. Tokens can be reimbursed between 11:30 and 12:15 each Market day.
    2. Submit your token count and totals in writing, using the form provided in the Vendor Token Bag.  Separate line items are needed for red tokens, green tokens, and DUFB cards.
    3. Vendors must submit their tokens in the CFM-issued plastic token bag.  No exceptions. Replacement token bags are available.
    4. If you accept a script for which you are not eligible, you will not receive reimbursement.  Please consult the Market staff before taking payments that you are unsure about.

    What's the difference between red and green tokens? 

    Red Wooden Tokens are worth $1 and are used only by SNAP customers. Cash change CANNOT be given. Only vendors who sell SNAP-eligible items can accept red tokens.

    Details are in the ‘SNAP/EBT' section of this handbook (above).

    Green Wooden Tokens are worth $5 and are used by customers who pay by credit or debit card. Cash change CAN be given. All vendors must accept green tokens.

    Vendor 101

    We highly recommend completing our Vendor-101 information course. Vendor-101 covers best practices for farmers market participants, and provides permitting, licensing, certification, and food production information specific to the City of Coppell and Texas State regulations.

    Vendor 101 - https://coppellfarmersmarket.org/product/vendor-101/ 

    Addendums

    ADDENDUM 1
    Audit Procedure 

    When Coppell Farmers Market staff, volunteers, or customers suspect that a vendor may be reselling unapproved items, the vendor in violation will be subject to an on-farm audit.

    The Market Director will perform the audit within 72 hours of notification to the vendor. The auditor will provide a listing of item(s) in question and may provide an image of the item(s) in question (as they were represented on a Market day). The vendor in question will be required to show or prove the source of the item(s) on the auditor's list. The CFM may review harvest or production records (to be provided by the vendor), tour the site of production (including washing, packing, or warehouse facilities), and, in the case of farm audits, look for plants of origin of the item(s) in question.

    ADDENDUM 2
    Exceptions to Producer-Only Guidelines and Approval Procedure:

    In very rare cases, the CFM will allow the sale of items not produced by the vendor. Exceptions to this rule will only be considered if the source's name and contact information are fully disclosed to the CFM and signage is posted at the vendor stall indicating the source (business name and location) of the approved items. In some cases, labels will suffice in place of signage. The business of origin will be subject to a site visit.

    To apply to sell sourced items, submit a written request to [email protected]. Include every item you wish to sell, along with the name, address, and contact information of the business of origin.

    Vendor Parking

    Vendor Resources

    Vendor 101 (highly recommended)

    AgriLife - Becoming a Farmers Market Vendor

    Texas Center for Local Food - Farm Business Services

    Market Displays Article

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