Farmers Market Vendor Checklist: Everything You Need

Nothing ruins a market day faster than realizing you forgot something essential. Whether it's your scale, your price signs, or worse—the products you planned to sell.

This farmers market vendor checklist covers everything you need for successful market days. Based on vendor guides and expert recommendations, we've organized it by category so you can check each area systematically. Use it before every market until your setup becomes automatic.

Pro Tip: Create your display at home days before the event. A mock setup ensures you have everything and helps you build your display faster on market day. Take a picture to reference when setting up!

Booth Equipment Checklist

Shelter and Structure

• Tent/canopy (10x10 standard size—simple, sturdy, with lots of add-on options)
• Tent weights (minimum 25 lbs per leg—wind can send an unsecured tent flying and injure people. Weights can be purchased or DIY-made with PVC pipe and concrete)
• Extra stakes and tie-downs (for windy conditions)
• Side panels (for sun/wind protection)
• Repair kit (extra poles, connectors, zip ties)

Tables and Display

• Folding tables (typically 6-8 feet)
• Tablecloths (cover table legs for professional appearance)
• Table clips (to secure tablecloths in wind)
• Display risers/crates (create height variation)
• Baskets and containers (for product display)
• Display bowls (for small items)
• Tiered stands (maximize vertical space)

Chairs and Comfort

• Folding chair (for breaks)
• Anti-fatigue mat (if standing on concrete)
• Personal fan (for hot weather)
• Shade umbrella (extra sun protection)

Product Supplies Checklist

Packaging

• Paper bags (various sizes)
• Plastic bags (for wet/heavy items)
• Produce bags (compostable if possible)
• Berry containers/clamshells
• Egg cartons (if selling eggs)
• Rubber bands (for bunching)
• Twist ties
• Boxes (for large orders)

Product Care

• Coolers (for temperature-sensitive items)
• Ice packs or ice
• Spray bottles (to mist greens)
• Shade cloth (protect produce from sun)
• Clean towels (for spills and display)
• Harvest bins (for restocking)

Food Safety

• Hand sanitizer
• Food-safe gloves
• Tongs or utensils (for sampling)
• Sample cups/toothpicks
• Cutting board and knife (if sampling)
• Trash bags
• Cleaning spray
• Paper towels

Payment and Business Checklist

Cash Handling

• Cash box or apron
• Starting cash/change
  • $50 in ones ($1 bills)
  • $40 in fives ($5 bills)
  • $20 in tens ($10 bills)
  • $10 in quarters
• Calculator (backup for card reader)
• Receipt book (for cash sales if needed)

Card Payments

• Card reader (Square, Stripe, PayPal, etc.)
• Smartphone/tablet (charged)
• Phone charger/battery pack
• WiFi hotspot (if market doesn't have reliable signal)

Signage

• Farm name sign (visible from distance)
• Price signs (for each product)
• Chalkboard or whiteboard (for specials)
• Chalk/markers
• Sign stands or clips
• Product description cards (for unique items)
• "We Accept Cards" sign

Business Documents

• Vendor permit/license (required by market)
• Business license
• Insurance certificate (markets often require copy on file)
• Sales tax permit (if applicable)
• Organic certification (if applicable)
• Food handler's permit (if required)
• Scale certification (if selling by weight)

Marketing Materials Checklist

Customer Acquisition

• Business cards
• Email signup sheet (or tablet for digital signup)
• Pen/clipboard (for signups)
• CSA information (if you offer subscriptions)
• Flyers/brochures (about your farm)
• QR codes (to website or signup page)

Social Media

• Phone (for photos and posting)
• Good lighting awareness (for attractive photos)
• Instagram/Facebook logins (ready to post)

Customer Engagement

• Recipe cards (featuring your products)
• Farm story card (share your background)
• Photos of your farm (for display)
• Growing practice information (organic, sustainable, etc.)

Personal Essentials Checklist

Weather Preparedness

• Sunscreen
• Hat
• Sunglasses
• Rain jacket (markets happen rain or shine)
• Extra layers (mornings can be cold)
• Umbrella (personal shade)

Comfort and Sustenance

• Water bottle (stay hydrated)
• Snacks (you might not have time to shop)
• Lunch/meals (for long markets)
• Comfortable shoes (you'll be standing for hours)
• Pain reliever (headaches happen)

Emergency Kit

• First aid kit
• Phone charger
• Cash for emergencies
• Emergency contact numbers
• Basic tools (pliers, screwdriver, duct tape)

Pre-Market Checklist

The Day Before

• Check weather forecast and adjust plans
• Harvest products (evening before or early morning)
• Wash and prep produce
• Bundle herbs and greens
• Count inventory and prepare load list
• Charge all devices
• Prepare cash box with correct change
• Load truck/van strategically
• Set alarm (allow extra time)

Morning Of

• Verify all products are loaded
• Grab personal items (water, snacks, layers)
• Check phone is charged
• Confirm you have permits/licenses
• Bring starting cash
• Double-check card reader and devices

At Market Checklist

Setup (Arrive 30-60 minutes early)

• Check in with market manager
• Unload vehicle
• Set up tent and secure with weights
• Arrange tables
• Cover tables with cloths
• Set up displays and signage
• Arrange products attractively
• Set up payment area
• Take "before" photo for social media

During Market

• Greet every customer who approaches
• Keep displays full and tidy
• Restock as products sell
• Collect customer contact information
• Track what sells quickly (note for next week)
• Take photos for social media
• Stay engaged (no phone scrolling)
• Thank customers warmly

End of Market

• Count cash and reconcile sales
• Record total sales (by product if possible)
• Pack remaining products carefully
• Break down display in reverse order
• Clean your space completely
• Thank neighboring vendors
• Check in with market manager if required

After Market

• Store leftover products properly
• Send follow-up to new email signups
• Post social media recap
• Note what sold well and what didn't
• Update inventory records
• Plan adjustments for next market
• Rest (market days are exhausting)

New Vendor Startup Checklist

If you're just starting out, here's what to acquire:

One-Time Purchases

Estimated startup cost: $500-1,200

Phased Budget Approach

Industry experts recommend letting your revenue fund your growth rather than going into debt for booth setup:

Recurring Supplies

• Bags and packaging
• Ice (if needed)
• Receipt paper
• Marketing materials

Business Setup

• Business license obtained
• Sales tax permit (if required)
• Liability insurance secured
• Bank account opened (separate from personal)
• Payment processing set up (Square, Stripe, etc.)
• Market applications submitted

Seasonal Considerations

Spring Markets

• Extra layers (cool mornings)
• Rain gear
• Covered displays (spring showers)
• Early season products highlighted

Summer Markets

• Shade solutions
• Extra ice and coolers
• Spray bottles for greens
• Personal cooling (fan, cold water)
• Early arrival (before heat)

Fall Markets

• Layers for temperature swings
• Display pumpkins and gourds
• Harvest-themed decorations
• Storage crop handling

Winter Markets (Indoor)

• Different display setup (often smaller space)
• Fewer weather concerns
• Focus on storage crops and value-added
• Holiday gift packaging

Digital Tools Checklist

Modern market vendors use technology to stay organized:

Payment Processing

• Square, Stripe, or PayPal account set up
• Card reader device ready
• Mobile app logged in and tested

Customer Management

• Email list service (Mailchimp, etc.)
• Digital signup method (tablet or QR code)
• Customer database started

Inventory and Sales Tracking

• System for tracking what you bring
• Method for recording what sells
• Price tracking by market/date

Farm Management Software

Consider software that handles all of the above in one place:

• Customer information and order history
• Inventory tracking across markets
• Sales recording and reporting
• Order management for pre-orders

Tools like SmartFarmPilot are designed specifically for farmers selling direct-to-consumer, eliminating the need for separate apps and spreadsheets.

Common Items People Forget

Based on experienced vendor feedback, these are the most commonly forgotten items:

1. Starting cash/change - Banks aren't open at 6 AM
2. Tent weights - Many markets require them
3. Phone charger - Dead phone = no card payments
4. Sunscreen - You'll burn standing outside for hours
5. Price signs - Customers won't ask, they'll move on
6. Bags - Can't sell without something to put products in
7. Permits - Market managers check
8. Water - You can't leave your booth to buy some
9. Personal snacks - Hungry vendors are grumpy vendors
10. Pen - For email signups and receipts

Printable Checklist Summary

Cut out and laminate this quick reference:

BOOTH: Tent, weights, tables, cloths, displays, risers, signs

PRODUCTS: Items, packaging, bags, containers, ice, coolers

PAYMENTS: Cash box, change, card reader, phone, charger

BUSINESS: Permits, licenses, insurance, receipts

MARKETING: Business cards, signup sheet, social media ready

PERSONAL: Water, snacks, sunscreen, layers, comfortable shoes

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FAQ: Farmers Market Vendor Supplies

What supplies do I need to sell at a farmers market?

Essential supplies include: a tent (10x10) with weights, tables with tablecloths, display containers and risers, price signs, cash box with change, card reader, bags for customers, coolers if selling perishables, and your business permits. Budget $500-1,200 for initial setup, then $20-50 per market for recurring supplies.

How much cash should I bring to a farmers market?

Bring $100-150 in change: $50 in ones, $40 in fives, $20 in tens, and $10 in quarters. This covers customers paying with $20s early in the day before you've accumulated smaller bills. Adjust based on your price points—if most items are $5-10, you need more small bills.

Do farmers market vendors need a license?

Most jurisdictions require a business license, and many require a seller's permit for collecting sales tax. The farmers market itself will require proof of licensing and usually liability insurance. Specific requirements vary by location—check with your local market manager and city/county business office.

What is the best tent for a farmers market?

A 10x10 foot pop-up canopy with sturdy frame construction handles weekly setup. Invest in quality—cheap tents fail quickly. Important features: easy one-person setup, replacement parts availability, straight legs (not angled), and included stakes. Budget $150-400. Always use weights (25+ lbs per leg) regardless of weather.

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Never Forget Anything Again

The key to stress-free market days is preparation. Use this checklist weekly until your routine is automatic.

For vendors who want to track customers, inventory, and sales without juggling spreadsheets and apps, SmartFarmPilot provides an all-in-one solution designed for farmers markets and direct sales. Track everything in one place and focus on what matters—connecting with customers and selling great products.

Your next step: Print this checklist and pack for your next market. Check off each item as you load. Adjust the list based on your specific products and markets until it perfectly fits your operation.

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Sources

• Bootstrap Farmer: How to Sell at a Farmers Market
• Pearl City Branding: Complete Farmers Market Booth Setup Guide
• Made Urban: Farmers Market Vendor Checklist
• FLIP: Farmers Market Vendor Checklist
• Inventora: Pop-up and Farmers Market Checklist