Vendor Handbook

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    Governance

    Mission Statement:

    The Coppell Farmers Market Association (CFMA) is a Coppell-based nonprofit that supports and strengthens small farms, food-makers, and the local community by operating a farmers market, prioritizing food access for all, and developing educational programs and resources. 

    Introduction:

    At the Coppell Farmers Market (CFM), we are a food-centered market that seeks out the highest-quality products from local farmers, ranchers, bakers, makers, and vendors.  We are located in the Dallas suburbs, northwest of the DFW International Airport, at the center of the DFW/North Texas Metroplex.  Our community, vendors, and organizers have created a farmers market that connects our growers and producers with local families, foodies, and customers.  We strive to create a welcoming and accessible environment that cultivates a sense of place around sustainable food and farmers market products.

    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, email: manager@coppellfarmersmarket.org or text: 214-972-8449.

    On-Site Assistants: Veronica, Carley, Georgia

    EBT/Card Terminal Operator: Stacy

    Market Operations

    Market Dates:

    The Coppell Farmers Market (CFM) is open on the 2nd and 4th Saturdays from January through March, and weekly from April through mid-December.  The CFM is closed on Thanksgiving and Christmas weekends.

    The 2027 Market Season is January 2027 - December 2027.

    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.  All applicants must have their businesses established with the required licenses, permits, and certifications to be considered for vending at the CFM.

    Weekly Stall Fees:

    Vendor invoices are emailed every Tuesday or Wednesday and are due by the week’s Market day.  Stall fees are considered late if not paid by 7:30 am on the 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, Young Entrepreneurs, Non-Profit Organizations, City Affiliate: $0

    Late Stall Fees:

    Vendors must maintain up-to-date payment accounts.  If a vendor has past due invoices after the last day of any given month, the vendor will not be allowed to participate until their account is brought current.  Vendors who routinely allow their accounts to lapse will be required to enroll in AutoPay. 

    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
    • Furniture dolly: $15 per Market day
    • Tablecloth: $15 per Market day

    Vendor Types & Definitions

    The CFM hosts farmers and food producers only, 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, and/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. General Liability Insurance: A Coppell Farmers Market vendor must carry insurance for general liability and property damage, as well as product liability coverage, in an amount not less than $1,000,000.  The policy shall name The Coppell Farmers Market Association as an additional insured and shall maintain all other coverage as required by law.  Vendor must provide a copy of the Certificate of Insurance when onboarded.  If insurance expires during the season, the vendor must provide a copy of the renewed insurance policy at the time of policy expiration.
    2. Indemnification: Vendor agrees to indemnify, save, and hold harmless The Coppell Farmers Market Association from and against any and all losses, expenses (including, but not limited to, payroll and income taxes and attorneys’ fees), damages, claims, suits, demands, judgments, and causes of action of any nature arising from or as a result of (i) the performance of Vendor’s obligations under this Agreement, (ii) the failure of Vendor or any of its directors, officers, employees, or other representatives to comply with any term or condition of this Agreement, (iii) the reclassification of any director, officer, employee, or other representative of Vendor as an employee of The Coppell Farmers Market Association, or (iv) Vendor’s negligence.  The above requirements must be met before a vendor can begin vending.  Once approved, the vendor will be contacted by CFM Management to discuss these requirements.
    3. 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).
    4. All production must take place in North Central Texas, within 150 miles of Coppell, TX.
    5. Production must take place in facilities or on land that the vendor controls through ownership, lease, rental, or other legal agreements.
    6. Products must be produced and sold in compliance with all applicable federal, state, and local laws and regulations.
    7. 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 permitted product sampling requirements, review the PERMITTING & SAMPLING document.
    8. 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 manager@coppellfarmersmarket.org.  If approved, the vendor must submit a product label for each product addition to the Market Manager before the approved product can be sold.  The label(s) will then be uploaded to Coppell Environmental Health.
    9. 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.
    10. 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.
    11. 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 manager@coppellfarmersmarket.org 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 Market offers a limited number of stall spaces to on-site vendors of prepared food and beverages.
    2. Food makers who use locally and market-sourced ingredients are preferred.

    Community Groups:

    Groups eligible for a Community Group are: Dallas-based Nonprofit Organizations, Student Groups (K-12), City of Coppell-affiliated entities, and Young Entrepreneurs (K-12).  Groups that fall outside of these classifications will not be considered for participation.  All Community Groups must comply with the rules and regulations listed below.  We cannot accommodate more than two community groups per Market day.  To participate, a Community Group must submit an online registration form.

    1. Participants must arrive between 7:00 and 7:30 am.
    2. Participants must be set up by 8:00 am and must attend until noon.  Groups that arrive after 8:00 am will not be allowed to set up and will forfeit their stall.
    3. Maximum number of total participants: 8 (this includes attending adults).  If more than 8 participants are expected, the group must split into shifts to meet the participation limits.
    4. Participants MUST unload and be dropped off at the designated location on Travis Street.
    5. Participants must be accompanied by a Supervising Adult, who must remain with the attendants for the duration of the Market.  Stall supplies (canopy, canopy weights, and table) must be checked out by the Supervising Adult.  Stall supplies must also be checked in by the Supervising Adult at the end of the Market day.
    6. Before check-in can occur, all participants must be in attendance.  If attendance will be split into shifts, prior arrangements must be made with the CFM Operations Manager.
    7. Once Check-In is complete and your items unloaded, your vehicles must immediately be moved to the designated Vendor Parking lot across from the Tangerine Salon (located on Houston Street).  This rule is strictly enforced.   All vehicles must be moved before stalls can be set up.  Any participants parking outside of the designated parking areas will be asked to move their vehicles.  Failure to comply with this rule will result in the Community Group being asked to leave the Market, in addition to being banned from making future CFM reservations.
    8. Participants must follow all applicable CFM rules.
    9. Market Staff is not available to assist with stall setup.  
    10. Participants must conduct themselves courteously and professionally at the Market.
    11. Transactions between customers and vendors may only occur within the stall.
    12. Aggressive sales tactics and heckling are not allowed. 
    13. Soliciting and canvassing are prohibited at the CFM, including walk-throughs and standing in the aisles to recruit customers.
    14. Participants must represent their products in an honest manner, whether written or verbal.
    15. Participants must remain within the 10 x 10 booth space and will not enter into the neighboring vendor’s space.  
    16. Booth noise levels may not be excessive and interfere with the surrounding vendors’ ability to conduct business.
    17. Smoking and vaping are prohibited at the CFM, including in the surrounding green spaces and parking lots, per City Ordinance 2016-1445.
    18. The consumption of alcoholic beverages or drugs is prohibited at the CFM, per City Ordinance 2016-1444.
    19. Community Groups shall provide their own display equipment.  Equipment and supplies must not exceed the stall's parameters.
    20. Predetermined fire lanes and ADA (Americans with Disabilities Act) pathways cannot be blocked.
    21. Participants must post product prices, organization name, beneficiary name (when applicable), and a list of accepted forms of payment.  This list must include cash, Market Tokens, and SNAP Tokens (if applicable).  
    22. Token bags, if provided to participants by the Market Manager, must be returned to the Token Table or Information Table at the end of the day.
    23. All tokens received must be placed into the Token Bag, and the accompanying Token Log must be filled out before redeeming them at the CFM Token Table.
    24. No music other than that provided by the Market is allowed.
    25. No disruptive or aggressive promotion is allowed.
    26. 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.
    27. Dallas County-based non-profit organizations may participate no more than once during the Market season.
    28. Student Groups (K-12) may participate no more than once per school semester (Spring and Fall), and once during the summer months. 
    29. Coppell Affiliated Entities may participate no more than once per Quarter (Jan-Mar, Apr-June, July-Sept, Oct-Dec).
    30. 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 the 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 the CFM, per city ordinance 2016-1444.

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

    Soliciting and Canvassing: Soliciting and canvassing at the 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 manager@coppellfarmersmarket.org

    Pavilion Stall Assignments: Pavilion stall availability is limited.  To be considered for a Pavilion stall, a vendor must have demonstrated a prior Market season of strong attendance.  Pavilion stall vendors must meet the following guidelines:

    • Attend year-round and with regularity (if a vendor has more than 10 missed Market days per season, Pavilion participation will be re-assessed).
    • A Pavilion vendor 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.  
    • Per the City of Coppell, driving vehicles through the Pavilion is prohibited.

    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, canopies, canopy weights, chairs, and tablecloths 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).

    Power cords that cross pedestrian walkways must be covered with cord tape or a cord shield.

    Market-owned 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.  Vendors must accept applicable CFM Scrip.
    • Vegetable and Fruit Growers must post a “DUFB Accepted Here” sign.  CFM Staff 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 and Late Arrival Notification Protocol: Written notice of absence and late arrival must be given as soon as possible and no later than 7:30 am on the Market day.  Email or text notice to manager@coppellfarmersmarket.org or 214-972-8449. 

    Inclement Weather Day Notices:
    On bad-weather days, all vendors must arrive by 7:30 am.  Vendors must notify the Operations Manager of late arrival or absence no later than 7:30 am.  Call or text 214-972-8449.  This notification is required to assist in the possible changes to vendor stall locations caused by changing weather conditions in the minutes leading up to Market opening.  For detailed information on weather-related issues, see the Inclement Weather Protocol document.

    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 cannot attend outside of their established schedule.

    The CFM is advertised as open from 8 am to noon.  Vendors who sell out are asked to stay until noon.  In the instance that a vendor continuously sells out, they will be asked to increase product production.  If a vendor is unable to increase production, the Market may consider adding a similar vendor to meet customer demand.  If a vendor finds themselves in a situation where they must leave early, they are asked to immediately contact the Operations Manager or Market Director.  Exceptions are made on a case-by-case basis.

    Parking: 

    See the VENDOR PARKING MAP at the end of this document.  Vendors are required to move their vehicles once items are unloaded.  Vehicles must be moved before vendors can set up their stalls.  Vendors must park in the designated lot on Houston St. (across from the Tangerine Salon) and are prohibited from parking in spaces on the immediate Square, including those in front of Old Town businesses and the Coppell Arts Center.  Vendors with physical limitations or disabilities are exempt from this rule upon receipt of Market approval.  Vendors who utilize trailers to access products are also exempt.

    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.  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.

    Electric Use: Each outdoor power outlet operates on a separate breaker and can handle only ONE food-warming appliance.  Food-warming appliances are prohibited inside the Pavilion.  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 are not allowed.

    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 issue 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 manager@coppellfarmersmarket.org.  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 issue.

    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 manager@coppellfarmersmarket.org.

    PROGRAMS

    CFM Scrip and Token Bag Protocol

    CFM Market Scrip Info:

    Coppell Farmers Market vendors are encouraged to accept all forms of payment (credit and debit cards, digital cashless payments, and cash), and they are required to accept market-issued scrip.  The CFM utilizes three types of Scrip: 

    Add a subheading (1)
    • Market Tokens: Green wooden coins worth $5 each and accepted by all CFM vendors. 
    • SNAP Tokens: Red wooden coins worth $1 each and used by SNAP customers.
    • DUFB vouchers: A business card-sized Scrip used to purchase fruits and vegetables only. 

    Customers are not required to buy Market Scrip to shop with CFM Vendors.  A vendor is required to understand which Market Scrip they can and cannot accept.

    Market Tokens: Green wooden coins worth $5 each:

    • All vendors are required to accept Market Tokens.
    • Customers can purchase Market Tokens at the Token/Cashier Table when they swipe their credit or debit card.  Tokens can be purchased in increments of $5, with a flat $3 fee.  The $3 fee remains the same whether a customer purchases $5 or $100 worth of tokens.   
    • Change can be given for purchases made with Market Tokens.  For instance, if a customer’s purchase totals $8, and the customer gives the vendor two Market Tokens (two tokens at $5 each = $10), the vendor would give the customer $2 back in cash.
    • Market Tokens never expire. 
    • Vendors are reimbursed for Market Tokens with cash at the end of each market day. 

    SNAP Tokens: Red wooden coins worth $1 each and used by CFM 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.
    • Only vendors who sell SNAP-eligible items can accept SNAP Tokens.  The Market Manager will inform a vendor if they can accept SNAP during the vendor onboarding process, based on the vendor’s products.  Vendors who are unsure if their products are SNAP eligible must contact the Operations Manager for verification. 
    • What is SNAP? SNAP is a USDA program that provides food-purchasing assistance for low-income and no-income persons to help them maintain adequate nutrition and health.
    • Customers can purchase SNAP Tokens at the Token/Cashier Table when they swipe their EBT card.
    • Each SNAP Token is worth $1.
    • Change CANNOT be given for purchases made with SNAP tokens, as per the USDA.  The vendor must either round the purchase total up or down to the nearest dollar.
    • Vendors are reimbursed for SNAP Tokens with cash at the end of each market day. 

    SNAP Product Eligibility Guidelines: 

    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 and personal care items
    • Household Items
    • Pet Foods
    • Foods sold hot
    • Food or drinks intended for on-site consumption
    • Any foods purchased for reselling
    • Alcoholic beverages
    • Sweetened drinks: non-alcoholic beverages made with water that contain five grams or more of added sugar or any amount of artificial sweetener.  Excluded: beverages that (1) contain milk or milk products; (2) contain soy, rice and similar milk substitutes; (3) contain more than 50 percent of vegetable juice or fruit juice by volume; (4) contain natural sweeteners derived from plants (such as Stevia, Stevia Leaf Extact and Monk Fruit) with less than five grams of added sugar; (5) are considered medical grade electrolyte drinks, not including those marketed primarily as sports drinks.
    • Candy is defined by Texas Administrative Code, Chapter 34, Section 3.293 (a)(4), as a confection made with natural or artificial sweeteners.  Examples include candy bars, gum, drops, taffy, nuts, raisins, and fruits that have been candied, crystalized, glazed, or coated with chocolate, yogurt, or caramel, and nuts roasted with a sweetener (including honey).  The term does not include products used exclusively for cooking, such as chocolate bits and cake sprinkles. 

    DUFB (Double Up Food Bucks) Vouchers: Vouchers are used by SNAP customers to purchase fruits and vegetables only.  DUFB Vouchers are the size of a business card.

    • Only vendors who sell fresh fruits and vegetables can accept DUFB Vouchers.  The Market Manager informs a vendor if they can accept DUFB Vouchers during the vendor onboarding process, based on the vendor’s products.  If a vendor is unsure if their business sells DUFB-eligible products, contact the Operations Manager at manager@coppellfarmersmarket.org. 
    • What is DUFB (Double Up Food Bucks)? DUFB is a USDA grant-funded program that allows the Coppell Farmers Market to double SNAP customer shopping power by matching their SNAP benefits dollar-for-dollar, up to $30, each time the customer visits the Market.
      • Example 1: If a customer purchases $20 worth of SNAP Tokens, they will receive $20 worth of DUFB vouchers to use on fruits and vegetables.
      •  Example 2: If a customer purchases $40 worth of SNAP Tokens, they will receive $30 (the limit) worth of DUFB vouchers to use on fruits and vegetables.
    • Each DUFB Voucher is worth $1. 
    • Change cannot be given back for DUFB Vouchers.  The vendor must either round the purchase total up or down to the nearest dollar.

    Token Reimbursement Protocol:

    Tokens & vouchers can be reimbursed for cash between 11:30 and 12:15 at the Market Token booth each Market day.  If a vendor forgets to reimburse their Tokens on a Market day or misses the reimbursement window, they can be turned in at the next participating Market.

    • Collect any received Market Scrip and place it in your Market-issued Token Bag.  The Token Bags are distributed to vendors every Market morning by Market Staff.  Each vendor’s Token Bag has been labeled with the vendor name and the type of Market Scrip they can accept, and each bag contains a blank Token Bag form. 
    • Bring the bag and the COMPLETED form to the Market Token Table (located adjacent to the restrooms), and the Market Cashier will reimburse you for any tokens/vouchers you receive.  
      • The form must be filled out in order to be reimbursed.  Separate line items are needed for SNAP tokens, Market tokens, and DUFB cards.  Write the date, the number of Market Tokens received, the number of SNAP Tokens received, and/or the number of DUFB vouchers received.  Write in the Total Dollar Amount. 
    • Vendors must submit their tokens in the CFM-issued plastic Token Bag.  No exceptions. Replacement token Bags are available.
      • Community Groups that do not receive any tokens/vouchers must return the Token Bag to the Cashier Table at the end of the day.
      • CFM vendors who do not receive any tokens/vouchers may keep their Token Bags in their cash boxes.
    • If you accept a Scrip for which you are not eligible, you will not receive reimbursement.  Please consult the Market Staff before taking payments that you are unsure about.
    $1 (Notepads) (Notepads) (1)
    EXAMPLE

    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 manager@coppellfarmersmarket.org.  Include every item you wish to sell, along with the name, address, and contact information of the business of origin.

    SOCIAL MEDIA GUIDELINES FOR VENDORS

    Vendors must maintain updated biographies, product lists, Instagram handles, Facebook, and website URLs in their Marketspread accounts.  This information is used in Vendor Profiles on our website. 

    The Market shares vendor content solely through reposts and cannot upload vendor-submitted images or captions directly.  To ensure your post will be reviewed for reposting by Market staff, tag @coppellfarmersmarket in the caption, comments, or on the photo. 

    Collaborative posts will be considered on a case-by-case basis.  Contact the Market Director for information.

    When reviewing reposts, the Market looks for content featuring the following: 

    • Production processes and practices.
    • Getting to know the food maker and farmer.
    • The Market day.
    • Products available at the CFM. 
    • How to use or incorporate products. 

    The Market cannot repost the following content:

    • Text-heavy images like menus and pickup locations.
    • Posts containing information about other markets or sales/pickup locations.
    • Open letters to customers. 
    • Religious or political content. 
    • Content not directly related to products available at the CFM. 

    Vendor posts received after 5:00 pm (Tuesday - Thursday) are reposted the following day by CFM Management.  Vendor posts received after 5:00 pm on Fridays are reposted by a CFM volunteer on Saturdays.

     

    Vendor Parking & Loading

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    Training and Educational Resources

    (opens in new tab)AgriLife - Becoming a Farmers Market Vendor

    Texas Center for Local Food - Farm Business Services

    Market Displays Article

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