This section zooms in on the daily mechanics of handling money on market day. Here you’ll find best practices for collecting stall fees, managing tokens and other market currency, reimbursing vendors, and building market day procedures that keep your books clean and your vendor relationships strong.

  • Checkout this collection of spreadsheets and forms shared by Oregon markets of what they use to keep track of tokens, DUFB coupons, vendor reimbursements and fees.

  • Farmers Market Fund maintains a Market Manager Hub with record keeping tools, currency guides, FAQ sheets to share with vendors a volunteers, and much more!

  • In partnership with Farmers Market Fund, OFMA developed this free toolkit to support farmers markets navigating the accounting and recordkeeping demands of SNAP and Double Up Food Bucks. Resources include tracking templates, sample policies, a QuickStart Guide, and training videos covering market day money tracking, budgeting, and accounting basics.

  • Farmers Market Pros produces the essential listening Tent Talks podcast. Catch this episode where they run down the many ways to charge stall fees, how to do reimbursements to vendors for tokens, considerations on late fee penalties, and more!

Webinar Recordings

During this OFMA Peer Learning Circle, discussion was all about systems needed for token tracking and bookkeeping and vendor reimbursement. Market managers across the state shared the templates and tools that work for them.

We’d like to think every market is on a steady path toward stability, growth and financial sustainability. Sometimes, though, it’s time to admit something’s not working and consider drastic changes. This session will help you analyze whether specific challenges are typical growing pains or serious indicators of a market at risk. Determining the core reasons for a lack of farmers and vendors, faltering attendance or low customer traffic is the first step towards making good decisions about what to do next. Join OFMA and the Farmers Market Pros to review case studies, share experiences and questions and get struggling markets back on solid ground. Accompanying materials include a slide deck.

In this webinar, nonprofit accountant Ari Rosner provides guidance to farmers market staff, bookkeepers, and treasurers on managing market finances, especially food access programs like SNAP (Supplemental Nutrition Assistance Program) and DUFB (Double Up Food Bucks). You'll learn best practices for using accounting software to maintain accurate financial records, ensure compliance with program requirements, and build confidence in your processes. Accompanying materials include a slide deck.‍ ‍

Appropriate market fees provide the resources to create successful markets and also help farmers and vendors thrive. The lowest fee isn’t always the most beneficial to vendors. And fees that are too high may actually limit a market’s ability to grow and achieve financial sustainability. How do you determine that sweet spot? Join OFMA and the Farmers Market Pros to dig into establishing a budget that fits your market’s location, size and growth stage. Consider sources of funding for operations. Consider comparable occupancy fees and product differentiation to establish fees that work for various types of vendors, and enjoy a vibrant Q&A session with fellow market managers. Accompanying materials include the slide deck and an email template for announcing a fee increase.