For Vendors
Vendor HandBook
Our markets have a distinct set of rules and regulations that assist with the management of the market and provide compliance with local and state agencies. A full and comprehensive list of rules and regulations can be found in the Vendor Handbook. Vendors are responsible for educating their staff on our market’s rules.
HFM vendors are expected to follow all the regulations in the handbook, including:
All traffic control designations are to be followed at all times. It is STRICTLY PROHIBITED for a vendor to move or go around a barricade or road block.
Vendors must unload their products and supplies at their stalls, park their vehicles, and then return to set up. Vendor booths must be broken down at the end of the day and ready to load out before vendors drive up their vehicles.
Vendors must only park in areas designated on the Vendor Parking maps for each market.
Vendors must contain their displays and boxes to the space provided and not extend into another vendors area or into customer traffic areas.
Vendors must wait for the market bell to begin to sell to customers at the beginning of the market and to break down their booth at the end of the market. Vendors that “sell out” must remain at the market with canopy erected, as well as, tables, chairs, displays until the market closes.
Waste water must be disposed of in an approved manner. Dumping waste water in storm drains is prohibited.
Vendors must sweep their spaces at the end of the day and must ensure that all litter, toothpicks, and product debris are removed. All vendors must haul out their trash at the end of the day for disposal at their own business locations.
Vendor Checklists
Follow the checklist specific to your vendor category to ensure you are prepared for the market season, following market requirements, and close out the year successfully! Not sure what your product category is? Reach out to support@hillsboromarkets.org.
Vendor Orientation
New vendors are required to attend the annual Vendor Orientation, while returning vendors are encouraged to attend as all vendors are required to know all new policies. The orientation is designed to connect vendors with HFM staff and board of directors, review the rules and regulations, provide educational materials regarding licensing and insurance, and prepare for the upcoming season. This year’s orientation will be held on April 10th, 2025 at 4pm in the Hillsboro Civic Center. Please reach out if you need to attend virtually to support@hillsboromarkets.org.
Market Operations
Vendor Weight & Fire Safety Checklist
All vendors must follow the checklist below to ensure their booth is set up safely.
Vendor Sampling Requirements
Vendors must follow the food safety practices provided in the document below when sampling food products to the public.
Vendor Forms
HFM Market Currency Program Vendor Agreement
Hillsboro Farmers’ Markets, Inc. (HFM) offers a market currency program designed to increase vendor sales by increasing community food access. Customers can purchase tokens at the HFM Information Booth or bring program coupons directly to vendors. Each program has a specific money source and regulations for use. All participating vendors are required to fully understand and participate in the market currency program.
Double Up Food Bucks Vendor Forms
Double Up Food Bucks is our SNAP Match program for customers accessing benefits from an Oregon Trail Card. Qualifying products include: any variety of fresh, dried, or frozen whole or cut fruits and vegetables without added sugars, fats, oils, or salt. Includes mushrooms, fresh herbs, nuts, dried beans, and edible plant starts/seeds.
Farmers Market Feedback Form
We love to hear from our vendors and make decisions based around vendor feedback. To best collect vendor (and customer!) feedback, we request that vendors complete a form and submit it to market staff. All forms will be provided to the market board at the next board meeting.
Product Challenge Form
Product Challenges are appropriate when a vendor has reason to believe that another vendor is misrepresenting his/her product. 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.
Permits and Licenses
Many products require licenses through various agencies. It is the vendors responsibility to understand what licenses apply to the products to be sold and obtain them before their first day at the market. A license list per product can be found in our Vendor Handbook.
Oregon’s Farm Direct Marketing Law
Oregon Department of Agriculture (ODA)
ODA Food Safety: (503) 986-4720
Home (Domestic) Kitchen Licensing (See OSU Home Baking Bill Guide: English, Spanish)
ODA Nursery and Christmas Tree Licensing: (503) 986-4636
ODA Weights and Measures: (503) 986-4767
Scale License
Washington County Health Department: (503) 846-8722
On-Call List
The On-Call list is designed for vendors not approved for any or all selected market dates due to space limitations or product saturation. Select the dates below that you want to be considered for the On-Call list (they do not need to match Manage My Market.) Vendors can expect to be contacted between Thursday and Saturday, depending on selected market. An email will be sent to the full On-Call list each week a space comes available. Vendors are only responsible for the dates listed on the On-Call list when a booth space is offered by HFM and accepted by vendor.
Insurance
All vendors are required to obtain a general liability insurance policy at the $1,000,000 level with Hillsboro Farmers’ Markets listed as an additional insured. Proof of insurance must be submitted to HFM before a vendor can attend the markets. Vendors can often bundle their general liability insurance with their current home, rental, or business insurance provider.
The Farmers Market Coalition recommends the following insurance options:
Market Currency
Our currency programs are designed to increase vendor sales by making multiple methods of payment accessible. Vendors are asked to familiarize themselves with each of the currency options.
Red Tokens (Credit/Debit) – Customers may purchase $5 red tokens with credit or debit cards at the market information booth. There is a fee per transaction to cover the cost of operating the program ($2 for transactions less than $100 and a 3% charge for transactions over $100). The red tokens are considered the same as cash and can be used for any purchases within the market. Change shall be given. Our new red tokens do not have expiration dates. Older red tokens with expiration dates will not be accepted.
Green Tokens (SNAP/EBT) – SNAP/EBT customers may purchase $1 green tokens with an Oregon Trail Card at the market information booth. Green tokens may only be used for most food items, including fruits, vegetables, breads, cereals, popcorn, meat, fish, poultry, dairy products, baked goods to be taken home, and seeds or plants intended for growing food. Green tokens may not be used 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, or flowers. No change can be given for green tokens. Green tokens ARE NOT to be given to customers as change or used by vendors receiving the tokens.
DUFB Coupons - HFM operates a SNAP match program that provides a dollar to dollar match for customers purchasing green tokens (up to $10). Customers receive $2 Double Up Food Buck Coupons for this match.
Black Tokens (Food Access) – HFM operates occasional food access programs with local partners. Black tokens will be treated the same as green tokens (see above).
Blue Tokens (Veteran’s Match) – HFM operates a match program for veterans. $1 blue tokens are provided to Veterans who show their Veterans ID card with a purchase of a $5 red token. The match is up to $10. Blue tokens may be used for any purchases within the market.
Purple Tokens (Event Tokens) - $1 Purple tokens are provided during special events and through our kid’s programs. Purple tokens may be used for any purchases within the market (except for alcohol). No change may be given.
WIC/SENIOR FDNP Vouchers – WIC/FDNP vouchers are provided directly to customers and given to farmers enrolled in the program. They are in $4 increments and no change can be given. To learn more about the program and to get enrolled, click here.
Gross Sales
Vendor gross sales reporting is mandatory and can be submitted via the form below, a form provided at each market day, or entering them into Manage My Market. All gross sales information is confidential (Market Manager only) and will only be used to guide decisions for the betterment of the market.
Plastic Bag Ordinance
Single Use Bag Law FAQ’s
Learn more about the House Bill 2509 passed in the 2019 Oregon legislative session.
House Bill 2509
Read the full House Bill that passed in the 2019 Oregon legislative session.