1. society
2. welfare
3. healthcare
4. hospital

Hillsboro Farmers’ Markets, Inc.
2015 Vendor Handbook
Table of Contents
1. ABOUT HILLSBORO FARMERS MARKETS, INC……………………………………………………………………………..2
2. DATES TO REMEMBER………………………………………………………………………………………………………………..3
3. 2015 BOARD OF DIRECTORS AND STAFF ……………………………………………………………………………………4
4. MARKETS AT A GLANCE………………………………………………………………………………………………………………5
5. CRITERIA FOR VENDOR SELECTION……………………………………………………………………………………………..6
6. BECOMING A VENDOR ……………………………………………………………………………………………………………….8
7. FARM VALIDATION INSPECTION AND REPORT…………………………………………………………………………..9
8. REQUIRED DOCUMENTS, LICENSES, PERMITS…………………………………………………………………………….11
9. COMMUNICATING WITH HFM…………………………………………………………………………………………………..13
10. FEES…………………………………………………………………………………………………………………………………………..14
11. ADDING OR CANCELLING DATES………………………………………………………………………………………………..16
12. MANDATORY GROSS SALES REPORTING…………………………………………………………………………………...17
13. SNAP & DEBT SERVICES TOKEN PROGRAMS……………………………………………………………………………..18
14. 2015 HFM STAURDAY MARKET IN DOWNTOWN HILLSBORO…………………………………………………….20
15. 2015 HFM SUNDAY MARKET AT ORENCO STATION……………………………………………………………………22
16. 2015 HFM THURSDAY MARKET AT TUALITY HOSPITAL………………………………………………………………24
17. 2015 HFM WEDNESDAY MARKET AT KAISER WESTSIDE HOSPITAL…..……………………………………….25
18. RULES FOR ALL MARKETS………………………………………………………………………………………………………….26
19. MARKET POLICIES…………………………………………………………………………………………………………………….30
20. ENFORCEMENTS AND DISPUTES……………………………………………………………………………………………….31
21. GRIEVANCES……………………………………………………………………………………………………………………………..32
22. MARKET TIPS FOR FIRST TIME VENDORS…………………………………………………………………………………..33
23. WHAT TO BRING……………………………………………………………………………………………………………………….34
24. MERCHANDISING 101: SELL SMART AND INCREASE PROFITS…………………………………………………..35
25. RESOURCES FOR MORE INFORMATION…………………………………………………..……………………………….37
26. ODA FOOD SAFETY GUIDELINES FOR FARMERS MARKETS………………………………………………………...37
1
ABOUT HILLSBORO FARMERS’ MARKETS INC.
 Mission
 Hillsboro Farmers' Markets, Inc. (HFM) grows community connections and economic growth by
providing healthy local produce and products.
 Values
 Healthy Food: All people deserve access to fresh, affordable, nutritious food.
 Education: Our markets educate people about food, community, and the value of buying
locally.
 Teamwork: Staff, Board, Volunteers and Community Partners work hand in hand.
 Professionalism: High standards for excellence and ethics guide our work.
 Relationships: Vendors and community see HFM as a dependable and caring partner.
 Fun: The markets and our work are a source of joy, excitement and entertainment for all
involved.
 A Brief History of Our Markets
 The Saturday Market in Downtown Hillsboro was founded in 1982 by the Hillsboro Downtown
Business Association to bring people into Historic Downtown and support the local agricultural
and artisan communities. This market has been a tradition in Hillsboro for 33 years.
 The Hillsboro Farmers Markets Sunday at Orenco Station was founded in 2001 by the Hillsboro
Farmers Markets 14 years ago as a way to bring community support to another Hillsboro
neighborhood.
 The Hillsboro Farmers Markets Thursday Market at Tuality Hospital was started 7 years ago in
partnership with Tuality Hospital. This market on the hospital campus provides easy access to
the employees and visitors of the hospital to locally grown produce, as well as tasty foods.
 The Hillsboro Farmers Markets Wednesday Market at Kaiser Hospital was started 2 years ago by
Hillsboro Farmers Markets in partnership with Kaiser Hospital. This market on the hospital
campus provides easy access to the employees and visitors of the hospital to locally grown
produce, as well as tasty foods.
All of these markets are open-air markets featuring local produce and specialty foods, garden products,
live music (only Downtown and Orenco) and educational information.
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DATES TO REMEMBER
 Applications Open………………………………………………………………………………………….. February 1st
 Application Deadline for Reserved Spaces………………………………………………………. April 1st
 Applicants after the deadline will be evaluated on space availability as time allows.
 Mandatory Vendor Orientations will be held at the Hillsboro Civic Center, select one:
 Date: April 13th
 Time: 2:00 pm
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Date: April 13th
Time: 6:00 pm
Hillsboro Civic Center
150 East Main St.
Hillsboro OR 97123
 July 4th Celebration: There will be no market on July 4th since it falls on a Saturday.
 Celebrate Hillsboro: August 8th. The market map is adjusted for this event with options on exit
times.
3
2015 BOARD AND STAFF ROSTER
The Hillsboro Farmers Markets (HFM) Board of Directors is a diverse group of community members
brought together by their desire to serve the HFM mission. They provide the vision and stewardship of
the organization. Their dedication is evident in the countless hours of volunteer time spent on such
diverse tasks as fundraising, long-term financial planning, and guiding the management team by setting
the strategic plan.
 Board of Directors
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Board Chair: Peter Brandom, City of Hillsboro
Board Vice Chair: Krista Olsen-Rahf, Mountainside Herbal Nursery
Treasurer: Ginger McDonald, CPA
Secretary: Karen Edwards, City of Hillsboro
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Melissa Brue, Blue Moon Bakery
Candii Dana, Three D Ranch
Debra Pearce, Nuts about Berries
Henry Reimann, City of Hillsboro
Brenda VanDyke, VanDyke Farms
Open position (Contact staff for an application.)
 Staff
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Market Manager: Pat Rossetti
 Available during the season: Wed. – Fri. 8am to 5pm in the office, Sat./Sun. onsite at
Markets. Off Mon./Tues.
 Available during the offseason: Mon. – Fri. 8am to 5pm in the office.
 Cell Phone: 971.732.6414
 Email: [email protected]
Business Manager: Sandy Boyer
 Available from 8am to noon, Mon. – Fri. During the season the office is closed on Mondays
 Email: [email protected]
HFM General Info:
 Phone: 503.844.6685
 Website: www.hillsboromarkets.org
 Address: 232 NE Lincoln, Ste K, Hillsboro, OR 97124
4
MARKETS AT A GLANCE
 2015 HFM Saturday Market in Downtown Hillsboro
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Dates: May 2nd through October 31st
Time: 8 am to 1:30 pm
Fee’s: 10 X 10 space is $35 per week
Fee’s: 10 X 15 space is $52 per week
 2015 HFM Sunday Market at Orenco Station
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Dates: May 3rd to October 25th
Time: 10 am to 2 pm
Fee’s: 10 X 10 space is $35 per week
Fee’s: 10 X 15 space is $52 per week
 2015 HFM Thursday Market at Tuality Hospital
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Dates: July 16th to August 27th
Time: 11 am to 1:30 pm
Fee’s: 10 X 10 space is $15
Fee’s: 10 X 10 space for Hot Food Vendors is $25
 2015 HFM Wednesday Market at Kaiser Hospital
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Dates: June 10th to August 26th
Time: 11 am to 1:30 pm
Fee’s: 10 X 10 space is $15
Fee’s: 10 X 10 space for Hot Food Vendors is $25
5
CRITERIA FOR VENDOR SELECTION
HFM is committed to creating a marketplace with the highest quality, locally produced products
available. HFM is not bound to apply a particular set of selection criteria, and reserves the
unconditional discretion to accept or refuse anyone as a HFM vendor.
 Product Quality and Presentation
 Consistently high product quality.
 Clean and attractive displays.
 Courteous, strong customer service and knowledgeable staff.
 Foster a connection between the vendor and the consumer.
 Conduct and Compliance
 History of compliance with HFM rules and federal, state, and local regulations.
 Positive vendor conduct towards customers, fellow vendors, market staff, and volunteers.
 Multiple and consecutive week commitments to the markets.
 Timely submission of application, licenses, and other HFM correspondence.
 Billing and payment history.
 Product Balancing
 Products that are unique or unusual.
 Products not already represented in the market.
 Duplicate products may be denied entry based on market saturation.
 Seniority
 Number of year’s vendor has sold with HFM.
 Space Availability
 Admission to HFM is subject to space availability.
 Agriculture
 Farmers and growers have priority over all other vendors.
 Preference will be given to the most local producer when a space becomes available at the
market, without compromising quality.
 Nursery growers must grow plants according to industry standard practices: Liners, seeds,
seedlings, bare roots, bulbs, rhizomes, or crowns may be purchased, but vendor must change
plant at least one container size and be grown on before selling at market.
 All first time farmers must submit a farm validation report.
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 Wild Mushroom Vendors
 Prominently display mushroom safety information.
 Must comply with the state regulations and provide license if gathered from public land.
 Non-profit Vendors
 Non-profit vendors engaged in fundraising require prior approval from the HFM manager
and/or the Board of Directors.
 Any religious and/or political organizations are not permitted to advertise their position at
HFM.
 Artisan and Craft Vendor Restrictions
 Arts and crafts not related to agriculture, cooking, food, gardening, landscaping or lawns are
restricted.
 Vendors can be accepted who have produced the main ingredient(s).
 As a pilot program, for approximately the last 6 weeks of the season (September and October),
select vendors will have the opportunity to sell high quality products that are not normally
allowed within the market. These products must be made or created by the vendor (resale of
items or wholesale items are not allowed). Submit products for review to the Market Manager
prior to the month of September for review. Only products which have been reviewed and
approved will be allowed to be sold.
 *Certain artisan and craft vendors have been grandfathered in due to their long history with
HFM.
 Service Vendors are not generally permitted except as detailed below:
 Service vendors: offering massage, acupuncture, aromatherapy etc. maybe allowed based on
the discretion of the HFM manager and/or the Board of Directors. All other service vendors
must be related to agriculture, cooking, food, gardening, landscaping or lawns. This policy does
not apply to service providers participating as sponsors.
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BECOMING A VENDOR
 Application Process:
 Register at www.managemymarket.com (MMM). If you do not have a computer available to
you, most public libraries have computers for customers to use.
 Fill out the “common vendor application”.
 Be very specific and include every product you are applying to bring to the markets.
 During the season if you add a product you must update MMM and get approval from the
Market Manager for all new products prior to bringing them to the market to sell.
 Vendors interested in selling processed products may, at the Market Manager’s or
designee’s discretion, be required to submit products for evaluation to Market
Management as part of the application process.
 Artisan and Craft vendors must upload pictures to the MMM website or send pictures to
the [email protected] email account.
 Actual items will be requested as needed by the Market Manager and/or designee.
 Select “ Apply to New Market”.
 Find the HFM market/s and apply:
• 2015 HFM Saturday Market in Downtown Hillsboro
• 2015 HFM Sunday Market at Orenco Station
• 2015 HFM Thursday Market at Tuality Hospital
• 2015 HFM Wednesday Market at Kaiser Hospital
• Submit all documentation needed for approval (see appendix for more information on
necessary documentation).
• Mail the application fee within 1 week of application submittal to:
 Hillsboro Farmers Markets, Inc.
232 NE Lincoln, Ste K
Hillsboro OR 97124
 Confirm status with HFM AFTER APRIL 1st.
 Upon approval, mail in the first week’s stall fee for each approved market.
 Also when approved, go back in to MMM and verify the dates you signed up for to
ensure they are correct. If not, email [email protected] to make the
necessary changes.
 Waitlisted status means you are willing to come at a later date during the season when
a space opens up. It also means you could be called upon on a given week when there’s
an opening to see if you want to fill that space for that day. Be clear when working with
the Market Manager on whether “Waitlisted” status will work for you.
 All approved or waitlisted vendors must attend a Vendor Orientation prior to attending
the markets. If you were approved after the orientation meetings, contact the Business
Manager to schedule a vendor orientation for you.
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 Exclusivity
• HFM does not offer exclusive rights to any one vendor to sell any one product. Market
customers generally benefit from having a choice. However, if HFM believes the number of
vendors offering the same or similar products is excessive, duplicate products may be denied
entry.
FARM VALIDATION INSPECTION AND REPORT
 HFM requires all new farmer vendors to submit a Farm Validation Report. This report aids HFM
in ensuring that all crops sold at HFM markets are 100% vendor grown and produced. The
report is due prior to the first day of the season. Returning vendors who have not changed
property or crops are not required to submit a new Farm Validation Report. HFM will accept
“Organic” certification in lieu of a Farm Validation Report.
• Farm Validation Reports must be completed by approved HFM inspectors. Approved 2015
inspectors include; Extension Agents, any Oregon Farmers Market Manager or independent
agricultural consulting company. Some inspectors do require payment, which is the
responsibility of the vendor.
 The term “Farm Validation Report” is separate and distinct from a “Farm Check”. A “Farm
Check” occurs as part of the product challenge process.
 On occasion, market staff may conduct a “farm visit”. This is an opportunity for staff to see a
vendor’s farm and operation, take pictures, and understand the vendor’s story for marketing/
publication purposes. Information collected on this visit may be used in our newsletter. A
“farm visit” does not qualify as a vendor’s “Farm Validation Report”.
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FARM VALIDATION REPORT
FARM NAME: ____________________________________________________________________________
FARM OWNER: ___________________________________________________________________________
DATE: ___________________
REVIEWER: ______________________________________________________________________________
REVIEWER BUSINESS NAME/QUALIFICATION: __________________________________________________
(2015 Reviewers: OSU Extension Agent, other Market Director in OR)
To be filled in by reviewer:
_____Total acres owned
_____Total acres leased/rented
Check all that apply:
o Farmer - Fruit
o Farmer – Vegetable
o Farmer – Flower
o Farmer – Nursery
o Farmer – Meat
o Farmer – Dairy
o Farmer – Other. Please explain: _______________________________________________________________
1. Does the farm appear to produce all products listed on the ManageMyMarket application and in necessary
volumes?
YES NO
1. If “NO”, please explain:
________________________________________________________________________________________
______________________________________________________________
2. Does the farm appear to follow reasonable safety and cleanliness standards? YES NO
1. If “NO”, please explain:
________________________________________________________________________________________
______________________________________________________________
3. Do you have any concerns regarding this farm? YES NO
1. If “YES”, please explain:
________________________________________________________________________________________
______________________________________________________________
4. Do you recommend this farm be approved for attendance at Hillsboro Farmers Markets, Inc.? YES NO
1. If “NO”, please explain:
________________________________________________________________________________________
______________________________________________________________
REVIEWER SIGNATURE
____________________________________
FARM REPRESENTATIVE SIGNATURE
______________________________________
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REQUIRED DOCUMENTS, LICENSES, PERMITS
Vendor Licensing as well as any copies of any permits and licenses applicable to the sale of their products will
be required. Vendors are responsible for complying with State and local licensing requirements governing the
sale and production of their products. Failure at any time to conform to local, State or Federal requirements
can be grounds for removal from the market and forfeiture of space fees. A list of contact information for
governmental agencies is located in the appendix section of this book.
 All Vendors: All vendors must have a SNAP & Debit Services Agreement on file. If no changes
were made from the previous year, a new one is not necessary.
 All Vendors: All vendors who sell anything that can be eaten must submit a copy of a General
Liability Insurance Certificate listing HFM as “co-insured” or “additionally insured” for a total of
one million dollars.
 All Vendors: All vendors who sell a product that is weighed must provide a copy of their Scale
Certification from the ODA Standards and Measurements Department.
 All Vendors: All eligible vendors must participate in the FNDP and WIC program.
**All Oregon Department of Agriculture Food Safety Department references will be noted as
“ODA” going forward.
** All vendors who offer value added processed food products must comply with ODA food
safety rules.
**All Washington County Environmental Health Department references will be noted as
“WCEHD”.
 Apple Cider
• If you make your own cider you will need a Food Processor’s License (ODA).
• If your cider is made by a processor other than yourself you will need a Retail Food
Establishment License (ODA).
• Cider Warning Label “This product has not been pasteurized and therefore may contain
harmful bacteria that can cause serious illness in children, the elderly, and persons with
weakened immune systems”.
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 Cheese / Dairy
• A Dairy Processor’s License (ODA).
Egg Handlers License – required if selling another farms eggs.
 Fish
• If you are processing the fish yourself you will need a Food Processor’s License (ODA).
• If you are selling whole fish or having the fish processed by another processor you will need a
Retail Food Establishment License (ODA).
• Oysters, clams or mussels require a Shellfish Shippers License (ODA).
 Meat / Poultry
• Meat Sellers License (ODA).
• Processing over 20k of Poultry or Rabbit requires a USDA license.
• Processing in a USDA licensed facility is required for beef, pork, and lamb. Processing under
20k of Poultry or Rabbit must be done in an ODA licensed and inspected facility.
 Organic Products
• Organic Registration: Vendor must post a copy of this certificate in their booth, in addition to
filing a copy with the market. HFM does not allow “exempt” organic vendors. The
certification must be posted in the vendor’s stall if the vendor claims a product is organically
grown. See rules about “no spray” signage and statements in the rules section of this
handbook.
 Plant and Nursery Growers
• If your plant sales are over $250 per year, a Nursery License is required (ODA Plant Division).
 Bakery, Processed and Value Added Foods (including Kombucha under 0.5% alcohol)
• For foods you prepare yourself, a Domestic Kitchen Food Processor’s License is required
(ODA).
• For foods that are prepared by another processor, a Retail Food Establishment license is
required (ODA).
• For bakery items you need a Domestic Kitchen Bakery Processor’s License (ODA).
 Selling Food to be Consumed on Premises – Prepared Foods (Hot Foods)
• Temporary For-Profit Restaurant License (Washington County Environmental Health Dept. –
WCEHD).
• Food Handler’s Permit for at least one person that will be in the booth at all times (WCEHD).
 Prepared Foods where vendors use a commissary
• Provide HFM with copies of all DEH inspection reports.
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• Ensure the commissary maintains a passing score from the Wash. Co. EHD during all months
the market is open.
 Vendor may not participate in the markets upon receipt of a failing score.
 Upon receiving a passing score subsequent to a failing score, apply for readmission to the market.
 Admission will be at the sole discretion of the Market Manager or designee.
 Vendors Scales
• You will need a Scale Certification for each scale you use to weigh product (ODA
Measurements Standards).
• All Washington State vendors must use scales that have been certified in the state of Oregon
for the current year.
 Wine, Beer and Distilled Spirits
• SEW (Special Event Winery Permit) or Multiple Location License (Oregon Liquor Control
Commission) – OR – SEG (Special Event Growers Permit) – OR – SEB/PH (Special Event
Brewers and Public House Permit) – OR – SED (Special Event Distillery Permit).
• OLCC Service Permit for all employees working the market.
 Wild Mushrooms
• Wild mushroom collectors are required to provide a copy of the collection permit obtained
either from the US Forestry Service (Mushroom Permit) or the Oregon Dept. of Forestry
(Special Forest Products Permit), depending upon where the mushrooms are collected.
 Vendors Qualifying for Multiple Categories
• Vendors whose products place them in more than one category are subject to requirements
of all categories.
 See “Resources” section at the end of this handbook
COMMUNICATING WITH HFM
HFM communicates market information and updates to vendors almost exclusively through email. Email
topics include billing deadlines, gross sales deadlines, important schedule changes, market move information,
reminders, market news and upcoming opportunities. Vendors are responsible for ensuring that
ManageMyMarket.com has the vendor’s best email account for these communications.
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FEES
 Application Fees are sent in at the time of filing the application.
 Weekly stall fees are collected as they enter a market. The payment must be ready and, for
cash, it needs to be in an envelope with your business name on it. Checks must have the
business name written on them, and do not need to be in an envelope.
 Submit the Application Fee as follows:
• $30 if applying for one HFM market
•
$50 if applying to two or more HFM markets
•
2015 HFM Saturday Market in Downtown Hillsboro:
 Dates: May 2nd through October 31st
 Time: 8 am to 1:30 pm
 Fee’s: 10 X 10 space is $35 per week
 Fee’s: 10 X 15 space is $52 per week (Location restrictions apply)

2015 HFM Sunday Market at Orenco Station:
 Dates: May 3rd to October 25th
 Time: 10 am to 2 pm
 Fee’s: 10 X 12 space is $35 per week
 Fee’s: 10 X 15 space is $52 per week (Location restrictions apply)

2015 HFM Thursday Market at Tuality Hospital
 Dates: July 16th to August 27th
 Time: 11 am to 1:30 pm
 Fee’s: 10 X 10 space is $15
 Fee’s: 10 X 10 space for Hot Food Vendors is $25

2015 HFM Wednesday Market at Kaiser Hospital:
 Dates: June 10th to August 26th
 Time: 11 am to 1:30 pm
 Fee’s: 10 X 10 space is $15
 Fee’s: 10 X 10 space for Hot Food Vendors is $25
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 Electricity
 All vendors must have non-electricity options for their operations. Electricity access is
extremely limited at the markets, and request for electricity is granted based on product
need, availability, and vendor seniority. There is an annual charge of $50 per stall for use
of electricity IF APPROVED.
 Returned Check Fee
 All returned checks will be assessed a $25.00 returned check fee. This fee must be paid
prior to attending the next scheduled market.
 Onsite Fines
• Fines are issued for noncompliance with market rules as seen by staff/manager during
vendor spot checks. Fines may be up to twice the vendor’s daily stall fee. All onsite fine
amounts are determined by the Market Manager or designee. The office bills vendors for
the fines at the direction of the Market Manager or designee. Vendors must pay fines prior
to attending their next scheduled market or they will not be permitted to participate.
 Payment Standings
 HFM evaluates vendors and determines what payment options are available based on years
with market, payment history and ease of doing business with them. The payment options
are:
 Weekly Vendor: For all vendors that are new to HFM, or have been with HFM less than
3 years. Also for vendors not eligible for other payment options. Many vendors choose
this option simply because it works best for them, it’s open to everyone.
 Prepay Vendor: There are typically two types of vendors on this type of payment
agreement. Some vendors simply choose to prepay as a way to avoid additional onsite
tasks or to prevent training issues with their staff. It could also be used as a controls
process by a vendor. Another instance this may be used is if HFM requires it for a
vendor who is having consistent troubles paying their stall fees. This helps avoid onsite
issues and allows an easier way for that vendor to participate with HFM.
 Monthly Billing Vendor: This payment process is open to vendors who have been with
HFM for 3 or more years, who have a perfect payment record and who are easy to do
business with. This is available with Business Manager approval only. If you would like
to be on this process, send an email to: [email protected] requesting your
account to be reviewed for eligibility.
 Visa/Credit or Debit payments will be available beginning May of 2015. Notice will go out to all registered
vendors.
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ADDING OR CANCELLING DATES
 Vendors request the dates they want to attend a market at the time of application in
www.managemymarket.com (MMM).
 MMM will not let a vendor add or delete dates from that point forward. This is a tracking
feature so the markets have control over who is changing dates and who will be attending the
market.
• All additions/cancellations must be sent to [email protected] for processing.
• Onsite management prefers to know if you are not attending or have a mechanical or
other issue the day of the market, but that does not impact the notification
requirements for billing purposes.
• Cancellation requests must be received 2 business days prior to the market. For weekend
markets this means by Thursday. Stall addition requests must be made by 10 am on Friday
for weekend markets.
• Keep a copy of your cancellation/date add email for future reference. Depending on what
system is used to send emails to the support email account, it can be difficult to find the
original email on this end in the event of a billing discrepancy. Because all emails show their
original date/time, a copy of this email is all I need to remove a charge if it meets the email
criteria of requesting a specific date off within the allowed time frame.
• Always confirm in MMM that the changes you requested were made correctly. The
scheduled dates in MMM is the responsibility of the vendor.
 Space fee’s for Late Cancellations or Unexcused Absences will be assessed when:
• Vendors cancel their spaces for any reason without appropriate 2 business day notice or by
not showing up at the market.
• The vendor did not keep track of the dates in MMM.
• A vendor fails to check MMM to ensure changes were made, or to check emails.
 Cancellations Allowed
• Vendors are allowed to cancel 2 markets per season, per market day without penalty if
submitted 2 business days ahead of the market.
• After the allotted 2 cancellations, further cancellations may impact the vendors standing
with the market and priority for reserved spaces.
• Reserved stalls are held until 7:30am on Saturday, 9:30am on Sunday, 10:30am on
Wednesday and Thursday.
• Unoccupied reserved spaces will then be allocated to other vendors as needed per the
direction of the Market Manager or designee.
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 Weather: All HFM markets are open rain or shine. However, since markets are held in open-air
venues, HFM reserves the right to close a market (with or without prior notice) if it is
determined that severe weather conditions could compromise the safety of vendors and
shoppers.
 Please note the following:
• Markets will remain open unless an “Extreme Weather Warning” is issued from NOAA
(National Weather Service).
•
If extreme weather is predicted and a vendor decides to cancel a 48 hour notice will be
honored and the vendor will be entitled to a refund/will not be charged. Nearly all extreme
weather patterns are predicted this far in advance.
•
If unexpected extreme weather occurs and the “Warning” is issued the day of, or during a
market, we reserve the right to cancel at that time.
•
Notice of market cancellations will be issued as far in advance as possible and will be by
phone and/or by email directly with all vendors affected.
MANDATORY GROSS SALES REPORTING
 Gross Sales Reporting is MANDATORY, not anonymous, and includes the following data:
• Date/Market.
• Vendor Type.
• Cash/Checks/Credit/Tokens/WIC and DHS FVV received for that day itemized.
• Total day sales include all of the above.
 Why is gross sales data important?
• When applying for federal, corporate or private grants and sponsorships, one piece of
information often required is the total gross sales impact our markets have on our
community/vendors. Gathering this data allows HFM to give accurate statistics.
• HFM runs many programs/events during the season to bring in more customers. By
collecting and analyzing gross sales data, weather and crowd counts in relation to each
program/event, HFM has a way to measure success of its programs/events.
 Gross Sales are Due:
• Monthly: All vendors must submit their gross sales monthly by entering them into MMM.
There is an instruction page on how to do this under the “Documents” tab. You only get
one chance to enter the data correctly, after that HFM staff must make all changes. If an
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•
•
error is made, please email [email protected] and ask that the correction be
made. Be very specific on dates/amounts.
Some vendors may obtain approval to enter all gross sales data at the end of the season. If
you wish to have this option, email [email protected] and work with the
Business Manager to see if you are eligible.
Failure to do so may impact your eligibility to attend HFM markets.
SNAP & DEBIT SERVICES PROGRAMS
Vendor Guide to the Token Program and other Market Currency
HFM uses the Debit and/or Oregon Trail Card currency programs to create greater access to the market
and increased sales for market vendors.
The Token Programs:
 Shoppers can use their Debit and/or Oregon Trail Card at the HFM Information Booth in
exchange for market money (wooden tokens). The tokens have two denominations: $1 and
$5. They each serve different purposes.
 $5 Red Tokens – Debit Cards
 Customers can purchase $5 tokens with debit cards. There are no restrictions on what
can be bought with the $5 tokens.
 They should be treated just like a $5 bill – give cash change.
 Due to the cost the market incurs to operate this program, there is a $2 service fee per
transaction charged to customers using debit cards.
 Customers appreciate knowing the fee goes to support the program, not a bank or big
institution.
 All vendors are required to accept these tokens, and have agreed on the SNAP & Debit
Services Vendor Agreement form.$1 Green Tokens – Oregon Trail (Supplemental Nutrition
Assistance Program).
 SNAP recipients receive their benefits electronically. They have a card called the
Oregon Trail card, which acts like a debit card.
 GOOD FOR: most food items, including breads and cereals, baked goods, popcorn,
fruits and vegetables, meat, fish, poultry, spices, dairy products, seeds, plants
intended for growing food.
 NOT GOOD FOR: Beer, wine, liquor, nonfood items (e.g. merchandise, pet foods,
soaps, paper products, household supplies), vitamins and medicines, ready-to-eat
foods, hot foods, and flowers.
 NO CHANGE can be given back to the customer. The customer can add product to
bring the purchase up to the dollar amount.
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
Only vendors who sell approved products can accept these tokens.
Any misuse of the $1 tokens compromises HFM’s eligibility to accept the Oregon Trail card. HFM
greatly values the opportunity to offer the Oregon Trail card service to our customers, and has been
through a rigorous application process to get the permit. Please help us maintain our eligibility by
following these guidelines.
 Important Facts About the EBT Program:
 All vendors sign a SNAP & Debit Services Agreement prior to vending at the market. If no
changes were made to the form, it will not be necessary to fill out a new one. When
changes are made, all vendors must sign a new form.
 $1 tokens cannot be given as change to a customer for any reason.
 Our vendors, by law, may not give cash change for purchases made with $1 tokens.
 Vendors may not use $1 tokens received from customers for purchases at the market (e.g.
lunch).
 Customers can bring any unused $1 tokens back to the information booth to be refunded
back to their Oregon Trail card account.
 When possible, vendors are encouraged to modify purchases so that they total a whole
dollar value.
 Should a whole dollar value not be reached, a receipt from the vendor displaying the
purchase price can be brought back to the information booth for a refund into the
customers Oregon Trail card account.
 Please note: Red tokens issued by HFM have an expiration date. Vendors are responsible
for checking the expiration dates prior to accepting the tokens. Vendors will not be
reimbursed for expired tokens.
 State law prohibits vendors from using $1 tokens they have received from customers for
their own purchase or to exchange for cash except through HFM. Vendors misrepresent
the market data as well as violating Federal and State laws when they do this.
 SNAP & Debit Service Program Reimbursements
 Vendors turn in tokens to the HFM Information Booth at any market, or by coming to the
office during business hours.
 Please have tokens divided by color/value, green $1, red $5, and have them counted
before arriving at the Information Booth. The Information Booth staff will verify your
count, and a receipt for your records will be provided. The vendor must initial this receipt.
 The HFM office will recount all tokens and will send a note if there are any discrepancies.
The office will have the final say in the amount owed to vendors, as sometimes during the
hustle of a market expired tokens are missed, or the counts are a bit off.
 Around the 15th and 30th of each month. Please note: Tokens may not be used to pay stall
fees.
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2015 HFM SATURDAY MARKET IN DOWNTOWN HILLSBORO
 Dates: May 2nd through October 31st – 27 weeks.
 Location: Main Street and 2nd Avenue, one block Northwest of the Third Avenue MAX Station.
 Vendor Arrival/Departure:
 Arrival Time: 6:00am to 7:30am.
 No vehicle entry allowed after 7:30am.
 Entrances/Exits: See map below.
 Departure Time: When staff moves the barricades.
 Customer Hours: 8:00am to 1:30pm
 Vendor parking: Vendor parking is permitted in the following lots only: County lot on 1st &
Lincoln (P5); or City lot behind Baptist Church off 2nd Avenue. Manager will assign parking for
vendors needing handicapped parking.
 Special Events and Programs:
 See website for details.
 Important Dates and Moves:
 July 4th: No Market for 2015.
 Celebrate Hillsboro: August 1st. On this date the market will have a different map, more
details will be provided closer to this date.
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 2015 HFM Saturday Market in Downtown Hillsboro Market Map
 Traffic Pattern and Vendor Parking Map for Saturday Market
21
2015 HFM SUNDAY MARKET AT ORENCO STATION
 Dates: May 3rd to October 25th – 26 weeks.
 Location: Located in the parking area between NE Orenco Station Parkway and NE 61st
Avenue, just off Cornell Road.
 Vendor Arrivals/Departures:
 Arrival Time: 8:00am to 9:30am.
 No vehicle entry after 9:30am.
 Entrances/Exits: No exit onto Orenco Parkway, only exit to 61st Avenue. (See map below).
 Departure Time: When staff moves the barricades.
 Customer Hours: 10:00am to 2:00pm.
 Vendor Parking: Vendor parking is permitted at the Orenco Medical Plaza only (see map
below). Manager will assign parking for vendors needing handicapped parking.
 Events and Programs:
 See website for details.
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 2015 HFM Sunday Market at Orenco Station Market Map
 Parking Map for Sunday Market
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2015 HFM THURSDAY MARKET AT TUALITY HOSPITAL
 Dates: July 16th to August 27th.
 Location: Located on the corner of Baseline and 8th Avenue at the Tuality Campus.
 Vendor Arrival/Departure:
• Arrival Time: 10:00am to 10:30am.
• Departure Time: 1:30pm.
 Customer Hours: 11:00am to 1:30pm.
 Vendor Parking: Tuality parking garage; see onsite staff for oversized vehicles.
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2015 HFM WEDNESDAY MARKET AT KAISER WESTSIDE HOSPITAL
 Dates: June 10th to August 26th.
 Location: Located in the Plaza below the front doors to Kaiser Westside Hospital.
 Vendor Arrival/Departure:
• Arrival Time: 10:00am to 10:30am.
• Departure Time: 1:30pm.
 Customer Hours: 11am to 1:30pm.
 Vendor Parking: Kaiser parking garage; see onsite staff for oversized vehicles.
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RULES FOR ALL MARKET LOCATIONS
 Unloading and Loading
 Unloading and booth set-up is not permitted before the Arrival Time.
 Vendors must unload their products and supplies at their stalls, park their vehicles, and
then return to set up.
 Vendor vehicles must be removed from the market by the late arrival time. Vendor
vehicles cannot enter the market until the Departure Time.
 Vendors are not allowed to sell products before the opening bell except to other vendors.
 Vendors must park in areas designated on the Vendor Parking Map for each market.
 Before vendors drive up their vehicles to load out, booth must be broken down and ready
to load out.
 Vendors are prohibited from staging vehicles at the barriers prior to their removal.
 Vendors that “sell out” must remain at the market, with tables, chairs, displays, and
canopy until the market closes.
 Weights
 Every market day, no matter the weather, all canopies are required to have weights on all
legs sufficient to keep the covering in place during windy conditions. Twenty Five (25)
pounds per canopy leg is recommended. Weights can be made with PVC pipe and sand,
and secured with bungee cords.
 Booth Set Up and Display
 No boxes or produce displays may extend into the common customer traffic areas.
 All vendors must have a sign with the business name and location.
 Prices: All items for sale must be clearly marked with their retail price. Prices may be
posted on the product with an individual sign or pasted as a list of prices on a large sign or
board. Bargaining with customers is permitted.
 Certifications (e.g., organic) must be posted.
 No sandwich boards are allowed. All boards must be within the corners of the booth
space.
 Fresh fruits and vegetables must be stored off the ground, by using impervious plastic tubs
or setting empty crates or boxes under those holding the produce. Pumpkins and large
squash are the only exceptions to this rule. Any questions regarding safe food handling
should be directed to ODA food safety specialists.
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 Vendor Identification
 Each booth space must prominently display a sign clearly identifying the farm or business
by name and the location of the farm or business.
 Signs must be a minimum of 11” x 17” with lettering at least 3” high.
 Signs must be in place by the opening bell of the market day.
 All descriptions of products must be accurate and truthful.
 Canopies Required
 Vendors with on premise prepared foods and baked goods are required to have a full
canopy covering their booth.
 Garbage
 All Vendors must sweep their spaces at the end of the day and must ensure, before leaving
the market, that all litter, toothpicks, and product debris are removed.
 Vendors whose products generate waste (e.g., on premise prepared food vendors and
vendors providing samples) must provide a trash receptacle at their booths for customers
to use.
 All vendors must haul out their trash at the end of the day for disposal at their own
business locations. Market trash bins are for customer use only.
 Sampling
 Vendors who sample must use a hand washing station and comply with all ODA food safety
guidelines.
 All sampling must be contained within the vendor’s stall.
 No Smoking
 Vendors are not allowed to smoke in the market area at any time.
 No Vendor Pets
 Vendor pets are not allowed at the market in the vendor booth space.
 Radios
 Vendors are not permitted to play radios or use other sound-generating electronics during
market hours.
 Barricades/Roadblocks
 It is STRICTLY PROHIBITED for a vendor to move or go around a barricade or road block.
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 Waste Water
 Waste water must be disposed of in an approved manner, which includes approved
plumbing.
 Vendors are prohibited from dumping waste water in storm water drains. See Market
Manager for specific details.
 Vendors caught dumping waste water in storm drains may be fined up to $500 per
occurrence.
 Insurance Required
 HFM is not responsible for any losses or damages incurred by vendors.
 Liability insurance, naming HFM as an additional insured, is required of all vendors who sell
produce, fruit, processed foods and hot foods, and any other form of food.
 Transfer of Space
 Vendors may not sublet stall space to others.
 Prepaid fees are non-transferable to other vendors.
 If a vendor sells their business, they may not transfer their market spaces to the new
owner.
 Reservation of spaces establishes neither right to nor guarantee of space rental in
subsequent years.
 Change in space assignment for vendors with space reserved may occur at the Market
Manager’s discretion. Examples of reasons are: seasonal overlap of products.
 Vendor Employees and Onsite Personnel
 Family members or verifiable employees paid hourly, on commission, or by salary may sell
vendor’s products at the market.
 If employees are used, the Market may request proof of employment.
 Vendors are responsible for making sure that all persons working at their booths are
familiar with and adhere to all Market rules, regulations, and guidelines.
 On-site sales personnel do not set the price, nor retain ownership of the product.
 No Offensive Marketing Techniques
 Vendors are not permitted to use the following techniques while at the market: hawking,
calling attention to products in a loud, repetitive public manner, and selling products in an
aggressive way.
 Conduct and Courtesy
 While at the market, vendors are expected to behave courteously to customers, other
vendors, market staff, and volunteers, and to conduct themselves professionally at all
times.
 Vendors may not publicly disparage other vendors, products, or markets.
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 Space Assignments
 Returning vendors receive priority in space assignments; vendor placement is determined
by many factors, the Market Manager has sole discretion in final placement.
 Management Discretion
 Market management reserves the right to deny a vendors application, to prohibit anyone
from selling at the market, or to prohibit any product from being sold at the market.
 Producers
 Provide clear, written information about production methods, which can be available to
any customer who requests it.
 Customer queries regarding farming practices should be answered factually and
knowledgeably.
 Vendors are not allowed to give produce or other items away for free or at below-cost
pricing, thus undercutting potential sales of other vendors. This does not include sampling.
 Compliance with Health, Safety, and Related Laws
 Vendors and their employees are responsible for informing themselves about and
complying with federal, state, and local health regulations and licensing requirements
governing the production, display, distribution, sampling, and sale of their products.
 Vendors providing samples of their products must comply with the rules governing market
sanitation and health issues. See ODA Food Safety Guidelines.
 Americans with Disabilities Act (ADA)
 ADA regulations require customer service counters to be a maximum of 36” high from the
ground, a minimum of 27” clear underneath, and a minimum of 36” long. Food and
beverage service counters must be a maximum of 34” high from the ground. In addition,
vendors should offer assistance in their booths to disabled customers whenever needed.
See Market Manager for more information.
 Uncertified Claims
 Written and verbal declarations regarding pesticide or chemical use which cannot be
certified such as unsprayed, no spray, pesticide-free, sustainable and naturally grown may
not be used, unless verified by a third party organization and approved by HFM. Vendors
can provide crop production forms to educate customers on growing methods.
 Vendors are required to produce a written statement about production methods for any
consumer who requests it and should have copies of the statement available in his/her
stall.
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MARKET POLICIES
This section highlights HFM market policies. It is not intended to be an exhaustive list but does
provide a good list of the policies most relevant to the vendor and on-site issues.
 Gratuities to Market Staff
• The Hillsboro Farmers’ Markets strives to conduct business with vendors using best
practices and integrity in all interactions. In keeping with this practice, it will not be
common practice for staff to accept gratuities from market vendors.
 Buskers/Peddlers
 Music buskers and street entertainers may be permitted at the market staff’s discretion.
They must check in at the HFM information booth and wait for market staff to assign them
a place if permission is granted. Buskers may be asked to move after one hour to a new
location. Electronic amplification is not allowed or playing/singing in a loud, disruptive
manner such as to impede communication between vendors and customers. Peddlers are
not allowed to set up within the market or within ten feet of its perimeter.
 Customer Mailing List
 HFM collects market mailing information and email addresses from market customers for
the purpose of Market communication. They are solely for HFM’s use. Customers
voluntarily sign up to be on the list at the HFM information booth. The customer mailing is
not shared with or sold to any other organization or individual.
 Dog and Pet Manners

In the interests of health and safety, a farmers market is not the best place to bring a pet. If
customers do choose to bring a pet, we ask them to abide by these six rules to make a
pet’s visit to the market a good experience for everyone:

Dogs must be kept on a short leash;

Dogs must be under control by the owner’s side at all times;
 Keep dogs away from produce, plants, and other food products;
 Dogs must be friendly with other dogs and children to earn the right to be at the
market;
 Be considerate – not everyone loves dogs and some customers are allergic to animals;
 Don’t forget to clean up after your dog.
 Reusable Shopping Bags
 In support of the HFM’s continued efforts to encourage sustainable practices, vendors may
sell reusable bags. The bags are allowed as a courtesy to customers; it cannot be the
vendor’s main product.
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ENFORCEMENTES AND DISPUTES
 On-site Compliance
 Vendors are responsible for ensuring that their employees and designees know HFM rules,
procedures, and policies.
 Rules Enforcement
 All rules of the market are enforced by the Market Manager or the designee, who has
ultimate on-site authority and is accountable to the Hillsboro Farmers’ Markets, Inc. Board
of Directors.
 Reservation of Authority
 HFM Inc., its’ Board of Directors, Market Manager, staff, agents, and designees reserve the
right to revise, remove, and make exceptions to HFM rules, enforcement procedures, and
policies in their sole discretion without notice.
 Discipline Procedure
 Vendors, their employees, agents, and designees, who fail to comply with market rules will
be disciplined as follows:

Market staff will issue the vendor a written notice upon the first rule infraction;

Market staff will issue the vendor a written notice and a fine equal to double the
vendors’ daily booth fee, upon the second rule infraction. The vendor must pay the
fine on the day issued or vendor account will be charged; and

Market staff may expel a vendor for a third rule infraction.
 HFM staff may with Market Manager approval depart from the rules enforcement
procedure and take any action deemed appropriate, including barring the vendor from the
market that day, and any future market days, at any time, without notice.
 Customer Complaints
 Customer complaints will be forwarded to vendors and kept on file. Complaints may result
in disciplinary action including removal from the market.
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GRIEVENCES
 General
• Vendors who have concerns regarding violations of these rules, market staff, safety, or
policies should complete a concern form and provide it to the Market Manager in a timely
manner that is not disruptive to the market. Forms will be available at the HFM
Information Booth. The Market Manager reviews each concern form and the concerned
vendor will receive a specific written response within two weeks.
 Product Challenge
• Purpose
 Product Challenges are appropriate when a vendor has reason to believe that another
vendor is misrepresenting his/her product.
• Procedure
 A product challenge must be signed by the person bringing the challenge and
preferably be supported by physical and verbal evidence of the offense. The product
challenge must be made on the day of, or within the week, the violation was
observed. Challenges alleging wrongdoings on past occasions will not be accepted.
• The vendor receiving the product challenge must respond to the challenge in writing.
Failure to admit or deny a challenge may result in a determination that the challenge is
valid.
• An inspector will conduct a “Farm Check” to make a determination on the product
challenge.
• Product challenge forms are available at the HFM information booth, as well as on the
HFM website, www.hillsboromarkets.org. Due to their sensitive nature, they must be
returned directly to the Market Manager.
• If the vendor is found in violation, vendor may be fined, suspended, or removed from the
market at the discretion of the Market Manager.
 Appeals
• A vendor may appeal any decision of the Market Manager concerning violation of these
rules within 30 days of the alleged concerning event. An appeal must be presented in
writing to the Board Chair, who will present the matter to the Board. The Board’s decision
shall constitute a final decision of any appeal.
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MARKET TIPS FOR FIRST TIME VENDORS
 Grow your market by cultivating a loyal clientele. Provide business cards.
 If possible, do not sit down, or use bar type chair.
 Wear a name tag.
 Get top prices when you have top quality product.
 Achieve success by delivering excellent customer service.
 If you are not a “people person”, send another family member or hire a well-trained employee.
 To develop appreciative customers, remember that customers shop at farmers’ markets
because they want to meet the people who grow their food, and they want fresh, high-quality
products.
 Be knowledgeable about the market, IE: Where are the restrooms? Where is the market’s Info.
Booth? How can customers get and use tokens? Be cognizant of other produce and producers.
 Invest your time wisely
• By preparing and leaving enough time for travel.
• Be ready to sell at opening bell. The majority of your sales tend to occur within the first hour.
• Bring everything you need.
• Market stalls are 10 X 10 bare piece of concrete. See the sample checklist below.
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WHAT TO BRING
Careful planning for market is essential to your success. Be on time and ready to sell by the opening
bell. The majority of your market day sales tend to occur within the first hour of the market. Make a
checklist! Examples of items to include:
❏ Canopy (white is best) and weights for each leg of the canopy
❏ Bungee Cords
❏ Stall structure: tables, table covering, racks, shelves (try to have your products displayed high for
the customers’ convenience).
❏ First Aid Kit
❏ Display containers for your product
❏ Plastic and paper bags
❏ Cash box and bank (be ready to make change for $20 bills!)
❏ Licensed scale
❏ Miscellaneous display items: sign making materials including chalk, paper, cardboard, markers,
scissors, tape, pens, bags, price tags, pocket knife, duct tape.
❏ Check out items: pencils, pens, calculator, sales record/receipt book, notepad, bags, boxes, flats.
❏ Trash can, broom
❏ Signs: the more personal, the better. Consider using pictures!
❏ Large sign or banner hung at eye level or above with your farm’s name and location.
❏ Individual product names and prices alongside of the items—how the item is sold (by weight,
piece, quantity)—highlight different varieties, heirlooms, product qualities (sweet, spicy,
bitter), storage tips, etc.
❏ Signage extras: recipes, how-to’s, seasonality information, new item, product information
❏ Information about your farm, CSA or other on-farm activities, promotional materials, business
cards—you never know when you will meet a chef.
❏ Personal comfort items: weather gear, gloves, hats, rainwear, and drinking water.
❏ Your customer service personality—a big smile is your best asset.
❏ Hand washing station
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MERCHANDISING 101: SELL SMART AND INCREASE PROFITS
 Create an attractive display
 Items at eye level attract customers.
 Use empty produce cartons, tables, boxes to elevate items to customer level.
 Create vertical levels with your display by setting items on different box heights.
 Angle boxes of items up so customers can see into them easily.
 Use Table coverings.
 Use racks (racks on wheels load easily into trucks).
 Use shelves (try to have your products displayed high for the customers’ convenience.)
 Build loyalty
• Create an identity for yourself.
• Make your business name and location clear to customers.
• Provide a description of your business (for farms including location, acres, history,
crops, and growing methods).
• Display this information on a poster.
• Include pictures
• Include educational information about the product.
• Create promotional materials (flyers, business cards – you never know when someone
will need a big order!)
• Train employees!
• Make sure they are knowledgeable about your business.
• Continuity of salespeople builds relationships with repeat customers.
 Provide samples
 Let your customers taste the difference! Sampling can increase sales up to 30%
 Ask customers: “Have you ever tried this variety?”
 Make sure you follow the guidelines for ODA food safety.
 Provide a trash can for sampling garbage.
 Keep a separate box with your sampling tools, e.g., toothpicks, serving platter,
napkins.
 Give out recipes and information. Find recipes that are simple and contain a few
ingredients that can be found at your stand or other parts of the farmers market.
 Communicate
 Start a mail list, e-mail list, Facebook, twitter, blog, and website.
35


Inform your customers about special opportunities, other markets, and locations they
can find you or your product.
Use your personality and expertise as a merchandising tool to build and strengthen
your customer base.
36
RESOURCES FOR MORE INFORMATION
Oregon Dept. Of
Agriculture
Food Safety Division
503-986-4720
Plant Division
503-986-4550
Food, Pools, Lodging (for hot food
vendors)
971-673-0451
Weighing & Measuring Devices
503-986-4670
Organic Certification Program
503-986-4620
[email protected]
Farm Direct Nutrition Program
503-872-6600
Oregon Department of Agriculture
Food Safety Guidelines for Farmers Markets
Minimum Requirements for Food Safety
The information in this section is a guideline for Oregon farmers’ markets and their vendors outlining
minimum requirements that must be met in order to ensure food safety.
It is issued by the Food Safety Division of the Oregon Department of Agriculture in cooperation with the Office
of Environmental Services & Consultation in the Department of Human Services.
The Food Safety Division performs inspections for compliance with these guidelines. Some market vendors
are licensed by county health departments or the Field Services Unit of the Office of Environmental Service &
Consultation.
In compliance with the Americans with Disabilities Act, this publication will be made available in alternative
formats upon request.
ODA website: Oregon.gov.oda
Hearing impaired: 503-986-4762
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Market Operation Requirements
Farmers’ markets should make reasonable efforts to ensure that all vendors selling products requiring licenses
have obtained them and are maintaining those licenses. Each Market Manager — or other responsible person
designated by the organization operating the market — should maintain a copy of vendor licenses or a record
of the number of the license. Licenses are listed on the ODA website and can be accessed using license
numbers and/ or other data routinely furnished by vendors.
Market Managers and other responsible persons are not expected to be food safety experts, but they can help
educate vendors about topics related to food safety and encourage vendors to communicate with the
appropriate licensing authorities.
What activities and products are licensed?
Many, but not all products sold at farmers’ markets require licenses from the Food Safety Division of ODA.
Here is a list of products and their licensing requirements:
Fresh fruits and vegetables
No food safety-related license is required, but vendors should review handling and sampling procedures in this
publication. Device licenses issued by the Measurement Standards Division are required for sales by weight.
Processed foods
Baked goods, dairy products, jams, jellies, preserves, salsas, vinegars, oils, salad dressings, frozen berries and
cherries, dried herbs, and dehydrated fruits and vegetables are examples of common farmers’ market
products that must be processed in a licensed facility. Home kitchens that meet requirements may be licensed
as domestic kitchens for some food processing activities. Jams, jellies and baked goods are often allowed
under a domestic kitchen license, but dairy, meats and low-acid canned goods are not allowed in domestic
kitchens. Vendors should consult their ODA food safety specialist to make sure the products they plan to sell
can be licensed in the facility they intend to use.
Seafood
Licenses are required for many activities involving fish and shellfish. Oysters require a shellfish shipper license.
Most other types of seafood require either a processing license or a retail food establishment license,
depending on whether products are processed by sellers or other licensed facilities. Live fish, shrimp and
prawns are not part of ODA’s jurisdiction.
Meat and poultry
All vendors selling meat and poultry must have a license from ODA, and certain activities require USDA
inspection. Processing in a USDA-licensed facility is required for beef, pork, lamb and certain quantities of
poultry must be slaughtered under USDA inspection. Poultry processors of 20,000 or fewer birds per year are
exempt from the USDA inspection requirements if they raise, slaughter and sell their own product. USDA
inspection exemptions are complex, so producers should consult with ODA before starting such operations.
38
Eggs
Eggs may be sold at market without an egg handler’s license and without labeling, but only by the farm that
produces the eggs. All other eggs — even those produced by friends or relatives on neighboring farms — must
come from licensed facilities and comply with labeling requirements.
Honey
Licenses generally are required to extract honey, but an exception is made for operations with 20 or fewer
hives. Honey in combs is not extracted and thus does not require a license.
Restaurant foods/food service
Foods prepared and sold at markets require a temporary restaurant license from the county health
department in the county where the food is served. This requirement does not include samples and
demonstrations discussed in the section below.
NOTE: Vendors who cook any product at a farmers’ market must either make sure it qualifies as a sample or
demonstration, or must obtain a temporary restaurant license. (In some counties the Field Services Unit of the
State Office of Environmental Services & Consultation does the licensing on behalf of the county.) County
health department jurisdiction applies even if vendors of such foods also sell products subject to licensing by
ODA’s Food Safety Division. Temporary restaurant vendors must have one person licensed as a food handler in
the booth during hours of operation.
Chef/cooking demonstrations/ other sampling
Small samples of cooked foods prepared at market may be offered free of charge to customers without
obtaining a temporary restaurant license, for promotional and educational purposes. All handling and
sampling guidelines must be followed. Sample portions must be small, since the purpose is not to circumvent
laws governing food service. Similarly, vendors may offer samples of other market products without additional
licensing but must follow all applicable procedures in these guidelines.
Out-of-state food establishment licenses
ODA recognizes licenses from other states, but vendors should check with Market Managers and food safety
specialists before bringing out-of-state products to Oregon farmers’ markets. ODA requires proof of licensing
for all processed foods.
Other ODA licenses
Other ODA divisions with duties outside the scope of these guidelines also issue licenses to farmers’ market
vendors. These include the Plant Division, which issues nursery licenses, and Measurement Standards Division,
which regulates weighing devices.
Product labeling
All packaged foods must be labeled, and ingredient information must be available for foods sold in bulk.
Unpackaged single-ingredient foods like fruits and vegetables do not need labels. Four pieces of information
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are required on labels: name of product, net weight, ingredients in descending order by weight, and name and
address of the producer or distributor.
Bulk foods do not have the same labeling requirements as packaged foods. Ingredient information needs to be
available to customers. Vendors can post ingredients on bulk bins or display a sign saying the ingredients are
available upon request. Ingredient information should be maintained in writing.
Handle with Care
Products at farmers’ markets generally fall into three levels of handling care. At the strictest level are
potentially hazardous foods, which require refrigeration and other special handling. In the middle are products
that are not potentially hazardous but still require more care because they cannot be washed by consumers.
The least restrictive level applies to fresh produce and in-shell nuts.
Potentially hazardous?
Even though market farmers consider their products to be the most wholesome foods available, some foods
sold at farmers’ markets are legally classified as potentially hazardous foods because they allow fast growth of
germs that may cause food poisoning. This term includes common foods like eggs, meat, poultry, seafood,
dairy products and many foods that contain those ingredients. Even foods that are not potentially hazardous
can become potentially hazardous once water has been added and/or they have been cooked. Please see the
definition of potentially hazardous foods, which includes technical details concerning pH and water activity
level.
Certain baked goods are potentially hazardous foods. Cheesecake is one example, but some foods may not be
as obvious. Vendors should talk with their food safety specialist to determine whether the licensed foods they
sell fall into this category.
Potentially hazardous foods in general must be stored, displayed and offered for sale packaged and
refrigerated at or below 41 degrees F. Frozen products must stay frozen. Maintaining these foods at
appropriate temperatures in an outdoor environment generally requires use of ice chests or other containers
filled with ice or dry ice surrounding the product — except for eggs, which must be kept dry. Care should be
taken to prevent accumulation of water from melted ice. Other products sometimes used to keep food cold,
such as blue ice packs, are often not effective enough because they do not surround food products. Vendors
should carry a thermometer to monitor product temperatures of refrigerated foods. Live seafood is not
subject to this temperature rule. Live shellfish, for example, may be held at 45 degrees F.
Packaging safely
Seafood can be sold smoked, frozen or fresh, but vendors must make sure they are using appropriate
packaging for their products. Here are some examples of handling concerns:
• Vacuum packaging is appropriate for smoked fish, but not for fresh fish.
• Whole crab cooked in shells in a licensed facility can be sold on ice, but vendors should provide a
barrier to prevent customers from touching the product.
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• Food packages should be in good condition and protect contents so that food is not adulterated or
contaminated.
Wrap or cover
Some products are not potentially hazardous, but need extra protection because customers cannot wash
them. Baked goods are the most common example. Vendors have two options: packaging these items in a
licensed facility or selling from enclosed bulk containers. Those who choose to sell from covered bulk
containers must set up and use a hand washing station and must follow procedures in these guidelines to
avoid contamination. Acceptable methods to remove food from covered bulk containers include clean tongs
or other utensils, single-use gloves, and wax paper sheets.
Off the ground
Fresh fruits and vegetables and nuts in their shells can be displayed in open air. The only caveat is that they
must be stored off the ground. Vendors can accomplish this in a number of ways. Many vendors use plastic
tubs to transport and protect their produce.
Empty crates or boxes underneath the ones holding produce can do the job if impervious tubs are not
available. The only exception is for pumpkins or similarly large squash, which are often too bulky and irregular
to display off the ground.
Vendors who sell products licensed by ODA should consult with a food safety specialist about proper handling
procedures for each licensed product.
Hand washing
This section applies directly to anyone who prepares and serves samples at the market or who handles bulkdispensed (unwrapped) products other than produce and nuts in the shell.
Hand washing is an important task that many people do—or fail to do — without thinking. To protect public
health, farmers’ market vendors, like workers in other food establishments, must make a special effort.
Here is what health authorities mean by hand washing: a cleaning procedure of about 20 seconds that
includes vigorous friction, for at least 10 to 15 seconds, on the surfaces of lathered fingers, finger tips, areas
between fingers, hands and portions of arms exposed to direct food contact, followed by thorough rinsing
under clean, running water.
When does the requirement apply?
Whenever vendors use the restroom, contact bodily fluids (sneezing or coughing into hands, nose-blowing,
etc.), touch animals, have soiled hands, or return to their workstations after leaving for any reason. NOTE: A
trip to the restroom or contact with bodily fluids requires two hand washings – at the toilet facilities and again
at the workstation.
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What about hand sanitizers and moist towelettes?
Vendors may use these products but not as a substitute for hand washing.
How about single-use gloves?
Gloves do not eliminate the need for hand washing, although they may be helpful in some circumstances to
avoid barehanded contact with food. If used, they must be limited to a single task and discarded when
damaged or soiled or when tasks are interrupted. Due to allergy considerations non-latex gloves are
preferred.
What about money handling – isn’t it a problem?
Not in the way that most people would expect. Research indicates that money handling is not a danger in food
establishments, but public opinion is another matter. This may be a case where it is prudent for vendors to
ignore science and structure their operations to please customers.
How do vendors set up a hand washing station?
Vendors may find they already own many of the components, and the rest are available at minimal cost. One
key piece is an enclosed container that holds an adequate amount of water for the duration of a market day.
Water containers should have a spigot that can stay open to allow a constant flow of water for two-handed
washing. Such containers are available at stores that sell camping supplies. Other required components
include: water, soap, single-use paper towels and some sort of catch basin for the wastewater.
Safe sampling
Vendors who sell products licensed by ODA should consult with a food safety specialist before sampling at
markets.
In addition to hand washing, there are other sampling procedures that will protect vendors and their
customers.
Start with clean food
Thoroughly rinse fruits and vegetables in potable water before cutting them. Vendors should not use
substances other than potable water unless they have made certain the substances are approved to be used
on food. Many soaps can actually make food less safe, and bleach solutions are not recommended for this
purpose.
Clean tools
Use a clean cutting board and knife. Equipment and utensils must be easily cleanable and in good condition.
Materials must be impervious and free of cracks and crevices. Smooth hardwood is acceptable for cutting
boards. Utensils must be stored and covered to protect from contamination during transit to market and
when not in use. Utensils can be stored between uses in ice or in the product with handles above the top of
the food but not in sanitizing solution. Otherwise, clean and sanitize between uses.
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Food contact surfaces should be cleaned with soap and water followed by an approved sanitizer, which is
allowed to air-dry before use. Single-use paper towels can be used on food contact surfaces. If wiping cloths
are used, they must be sanitized and monitored as follows:
•Cloths must be stored in a sanitizing solution of an approved sanitizer at an acceptable concentration.
•Sanitizer concentration for stored cloths must be checked throughout each day using paper test
strips.
Sanitizers
Household bleach may be used at a concentration of one tablespoon per gallon of lukewarm water, which
equals 100 parts per million. (Quaternary ammonium compounds are mixed at 200 parts per million.) Do not
assume that “more is better.” Bleach concentration cannot be allowed to fall below 50 parts per million.
Sanitizers exposed to air lose concentration over time, while spray bottles hold concentration for extended
periods of time.
Protection
Samples must be covered to protect them from insects, dust and other contaminants when they are not being
actively sampled by customers.
Vendors should design their sampling setups to prevent customers from touching samples other than the one
they take. Close supervision of customers tasting samples is critical, especially when children are sampling.
Toothpicks are helpful but not error-free. Sticking one in each sample, as time permits, can help discourage
reuse.
Extra care is required in sampling potentially hazardous foods. Sampling is an exception to the rule that
potentially hazardous foods are packaged in an ODA licensed facility and stay packaged until they reach
consumers’ homes. Temporary restaurants, which follow rules on which these sampling guidelines are based,
are another exception.
Vendors who portion or otherwise prepare samples in a licensed facility rather than at market should keep the
samples refrigerated while in transport in the same manner as the packaged product.
If samples of potentially hazardous foods are portioned or cooked at market, remove from packaging and
refrigerate only what is needed to prepare each batch of samples.
Cook all potentially hazardous foods at approved temperatures for the required duration. Samples of
potentially hazardous foods must be discarded after two hours out of refrigeration.
Cross-contamination
Vendors should strictly segregate the foods handled at market to ensure that there is no cross-contamination
of foods — particularly raw meat, poultry or seafood and ready-to eat foods. Those who sample meats,
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poultry or seafood and fruits or vegetables in the same stall should use separate cutting boards, knives, wiping
cloths, sanitizer buckets, etc. Clean and sanitize all equipment associated with raw meats, etc., immediately
after preparing these foods, to avoid inadvertent contact.
Cross contamination also can involve two different kinds of raw meat, poultry or seafood. Separate equipment
is not necessary to sample two kinds of meat, but vendors should clean and sanitize all equipment between
uses.
Additional Guidelines for Markets and Vendors
Animals
Vendor animals must be kept a minimum of 20 feet from any food handling, display or storage. Customer
animals are allowed, but it is recommended that markets require that animals be kept on leashes.
Toilet facilities
Farmers’ markets must have toilet facilities conveniently located to the market. Appropriate hand washing
facilities (hand wash stations like those used in market stalls or permanent facilities that meet or exceed
standards for temporary washing facilities) must be located in or near toilet facilities.
Wastewater
Wastewater must be disposed of in an approved manner, which includes approved plumbing. Vendors should
not dump wastewater in storm water drains. Reasonably clean wastewater can be used to water plants.
Definitions
Food processing
Cooking, baking, heating, drying, mixing, grinding, churning, separating, extracting, cutting, freezing or
otherwise manufacturing a food or changing the physical characteristics of a food; and the packaging, canning
or otherwise enclosing of such food in a container; but not the sorting, cleaning or water rinsing of vegetables.
1 Drying includes the drying of herbs by mechanical means.
2 Extracting includes shelling.
3 Cutting does not include the harvesting of leaf greens for sale as produce.
Sampling
A food product promotion, where only a sample of a food (or foods) is offered free of charge to demonstrate
its characteristics, is exempt from licensing. A sample cannot be a whole meal, an individual hot dish or a
whole sandwich.
Potentially hazardous food
(a) “Potentially hazardous food” means a food that is natural or synthetic and that requires temperature
control because it is in a form capable of supporting:
(i) The rapid and progressive growth of infectious or toxigenic microorganisms;
(ii) The growth and toxin production of Clostridium botulinum; or
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(iii) In raw shell eggs, the growth of Salmonella Enteritis’s.
(b) “Potentially hazardous food” includes an animal food (a food of animal origin) that is raw or heat-treated; a
food of plant origin that is heat-treated or consists of raw seed sprouts; cut melons; unpasteurized juices; and
garlic-in-oil mixtures that are not modified in a way that results in mixtures that do not support growth as
specified under Subparagraph (a) of this definition.
(c) “Potentially hazardous food” does not include:
(i) An air-cooled hard-boiled egg with shell intact;
(ii) A food with an aw value of 0.85 or less;
(iv) A food, in an unopened hermetically sealed container, that is commercially processed to
achieve and maintain commercial sterility under conditions of no refrigerated storage and
distribution;
(v) A food for which laboratory evidence demonstrates that the rapid and progressive growth of
infectious or toxigenic microorganisms or the growth of S. Enteritis’s in eggs or C. botulinum
cannot occur, such as a food that has an a w and a pH that are above the levels specified under
Subparagraphs (c) (ii) and (iii) of this definition and that may contain a preservative, other
barrier to the growth of microorganisms, or a combination of barriers that inhibit the growth of
microorganisms; or (vi) a food that does not support the growth of microorganisms as specified
under Subparagraph (a) of this definition even though the food may contain an infectious
or toxigenic microorganism or chemical or physical contaminant at a level sufficient to cause
illness.
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