Farmers-Market Marketplace Meeting Notes
Date: July 10, 2026
Time: 10:00 AM - 11:15 AM
Location: City Market Office, Conference Room B

Attendees:
- Maya Patel, Market Manager
- Luis Romero, Vendor Coordinator
- Erin Cho, Product Lead
- Jamal Brooks, Operations
- Hannah Lee, Customer Support
- Priya Nair, Payments & Compliance
- Tom Gallagher, Farm Vendor Representative
- Rosa Martinez, Prepared Foods Vendor Representative

Agenda:
1. Review marketplace launch timeline
2. Confirm vendor onboarding requirements
3. Discuss order pickup and delivery flow
4. Review fees, payouts, and refund handling
5. Identify customer support needs
6. Confirm next steps before pilot launch

Discussion Notes:
- The marketplace pilot will focus on pre-orders for Saturday market pickup, with a limited number of vendors participating during the first four weeks.
- Vendors requested a simple weekly product upload process, especially for seasonal produce where availability changes quickly.
- Operations recommended using one central pickup tent during the pilot rather than vendor-by-vendor pickup to reduce customer confusion.
- Payments team confirmed that vendor payouts can be processed weekly, with marketplace fees deducted automatically.
- Customer Support raised the need for clear cutoff times, substitution rules, and refund messaging before customers place orders.
- Vendor representatives emphasized that inventory limits must be easy to update to avoid overselling high-demand items like berries, eggs, and baked goods.

Decisions:
- Pilot launch date is set for August 15, 2026.
- The pilot will include 12 vendors across produce, dairy, baked goods, flowers, and prepared foods.
- Customer ordering cutoff will be Thursday at 8:00 PM for Saturday pickup.
- Pickup will take place at a shared marketplace tent near the main entrance.
- Vendors will be paid every Tuesday for the previous Saturday’s completed orders.
- The marketplace fee will be 8% during the pilot period.
- Refunds for unavailable items will be issued automatically, while substitutions must be approved by the customer at checkout.

Action Items:
- Erin: Finalize pilot marketplace requirements and share with engineering by July 14.
- Luis: Confirm the first 12 participating vendors by July 17.
- Maya: Draft vendor onboarding checklist and product photo guidelines by July 18.
- Jamal: Create pickup tent staffing plan and signage layout by July 22.
- Priya: Validate payout schedule, refund workflow, and sales tax handling by July 24.
- Hannah: Prepare customer support scripts for substitutions, missed pickups, and refund questions by July 25.
- Tom and Rosa: Collect vendor feedback on product upload fields by July 21.
- Erin: Schedule pilot readiness review for July 29.