# Farmers-Market Marketplace Meeting Notes

Date: July 10, 2026
Time: 10:00 AM - 11:15 AM
Location: Community Food Hub, Conference Room B

## Attendees

- Maya Chen, Market Manager
- Luis Alvarez, Produce Vendor Representative
- Priya Shah, Prepared Foods Vendor Representative
- Jordan Miller, Marketplace Product Lead
- Elena Brooks, Operations Coordinator
- Marcus Reed, Payments and Compliance
- Hannah Osei, Customer Experience
- Tom Gallagher, Local Delivery Partner

## Agenda

1. Review goals for the online farmers-market marketplace
2. Confirm vendor onboarding requirements
3. Discuss ordering, pickup, and delivery workflow
4. Review payment timing and fees
5. Define launch scope and timeline
6. Assign next steps

## Notes

The team agreed that the marketplace should support weekly pre-orders from local customers while preserving the feel of the in-person market. Vendors want a simple listing process, clear order cutoffs, and predictable payout timing.

Initial launch will focus on produce, baked goods, dairy, eggs, preserves, flowers, and selected prepared foods. Hot food and made-to-order items will be excluded from the first release because of timing and handling complexity.

Customers will be able to place orders from Monday morning through Thursday at 8:00 PM for Saturday pickup. Delivery will be offered only within a five-mile radius during the pilot.

## Decisions

- The marketplace will launch as a pilot with 12 vendors.
- Weekly order cutoff will be Thursday at 8:00 PM.
- Pickup window will be Saturday from 9:00 AM to 1:00 PM at the main farmers-market booth.
- Delivery will be limited to the local five-mile service area for the first month.
- Vendors will receive order summaries every Friday morning.
- Customer payments will be collected online at checkout.
- Vendor payouts will be issued every Tuesday for the prior weekend’s sales.
- Marketplace fee will be 6% during the pilot period.
- Refund requests will be handled by market staff, with vendor consultation when product quality is disputed.

## Action Items

- Maya will confirm the final pilot vendor list by July 15.
- Jordan will prepare the first version of the vendor product upload form by July 17.
- Luis and Priya will collect sample product listings from vendors by July 20.
- Marcus will finalize payment processor setup and payout schedule by July 22.
- Elena will draft pickup station layout and volunteer staffing plan by July 24.
- Hannah will write customer-facing FAQ content covering ordering, pickup, delivery, refunds, and substitutions by July 24.
- Tom will provide delivery capacity estimates and route timing for the pilot area by July 25.
- Jordan will schedule vendor training sessions for the week of July 27.
- Maya will prepare the public launch announcement by July 31.

## Open Questions

- Should customers be allowed to modify orders after checkout before the cutoff?
- How should substitutions be handled when produce availability changes late in the week?
- Will vendors need printed packing slips, or will digital order views be sufficient?
- Should SNAP/EBT support be included in the pilot or planned for a later phase?

## Next Meeting

Date: July 24, 2026
Time: 10:00 AM
Location: Community Food Hub, Conference Room B