Monday Pre-Market Tasks
Day before market · Complete before end of business
Weather Watch: If conditions are questionable, coordinate with COO and make open/close decision by 3:00 PM Monday.
Morning
Vendor Attendance Confirmations
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- Send message to all vendors via preferred channel (text / email)
- Confirm booth attendance for Tuesday's market
- Note any cancellations and adjust layout plan accordingly
- Follow up with non-responders before end of day
Morning
Farm Team Produce Reminder
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- Send reminder to RestoreOKC Farm team
- Confirm all produce is ready and packaged for Tuesday
- Verify inventory quantities available for the market table
- Confirm any featured or special products for the week
By 3:00 PM
⚠️ Weather Decision Made with COO
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- Monitor forecast throughout the day
- If conditions are questionable, connect with COO to assess
- Make final open / close / delay decision by 3 PM
- Communicate decision to all vendors and stakeholders immediately
- If closing: post cancellation to Eastside Fresh social media channels
Preparation
Tuesday · 1:00 PM – 2:30 PM
1:00 PM
Arrive & Quick Site Assessment
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- Arrive at market grounds at RestoreOKC
- Walk the site quickly — confirm setup areas are clear and accessible
- Note anything that needs to be addressed before setup begins
1:15 PM
Install Market Signage
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- Pull all market signs from storage and load into vehicle
- Place main sign on NE 23rd Street in high-visibility location
- Place main sign on MLK Blvd in high-visibility location
- Install smaller directional signs throughout the neighborhood
- Confirm all signs are visible, secure, and pointing correctly
- Return to site when signage run is complete
2:00 PM
Verify SNAP & DUO Token Supply
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- Count available SNAP tokens
- Count available DUO (Double Up Oklahoma) tokens
- Ensure adequate supply for anticipated market volume
- Stage tokens at SNAP redemption table location
- Confirm TotilPay / EBT equipment is charged and ready
Site Setup
Tuesday · 2:30 PM – 3:45 PM
2:30 PM
Set Up SNAP Redemption Table
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- Place and arrange SNAP table in designated location
- Set up and power on Square POS system
- Configure TotilPay / EBT terminal and confirm connectivity
- Stock table with SNAP tokens and DUO tokens
- Set out signage, educational materials, or eligibility info
- Run a test transaction to confirm systems are working
2:50 PM
Set Up Farm Table & Tent with Farm Team
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- Coordinate with Farm team to erect and stake tent in designated area
- Help set up table and produce display alongside Farm team
- Set up and power on Square POS for farm sales
- Set up cash drawer with Farm team — confirm opening cash count is documented
- Test POS connectivity and cash drawer function
- Farm team will staff and run the table during market hours
3:15 PM
Greet & Direct Incoming Vendors
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- Be present at entrance to welcome arriving vendors
- Direct each vendor to their assigned booth location
- Answer any setup questions or concerns
- Help resolve any space conflicts or layout adjustments
3:45 PM
✅ All Vendors Set Up — Final Walk
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- Walk the entire market and confirm all vendors are in place
- Verify all tables, displays, and signage look presentable
- Confirm SNAP and Farm tables are fully operational
- Final check: all signs out, all systems on, all vendors ready
- Address any last-minute issues before market opens
4:00 PM
🎉 Market Opens
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- Officially open the Eastside Fresh Farmer's Market
- Be visible and available for customers and vendors
Market Hours
Tuesday · 4:00 PM – 7:00 PM
4–7 PM
Vendor Support & Floor Presence
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- Circulate through the market regularly during open hours
- Be available to answer vendor questions and resolve issues
- Assist with booth or equipment problems as they arise
- Monitor vendor spacing and ensure smooth customer flow
4–7 PM
SNAP / EBT Redemption Table
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- Staff or monitor SNAP table throughout market hours
- Process EBT transactions via TotilPay terminal
- Distribute SNAP tokens and DUO (Double Up Oklahoma) tokens
- Assist customers who need help with SNAP/EBT
- Track token transactions for end-of-market reporting
4–7 PM
Farm Table – Farm Team Staffed
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- Farm team is responsible for running the table during market hours
- Market manager available to support if issues arise
- Check in with Farm team periodically throughout the market
6:45 PM
15-Minute Warning to Vendors
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- Walk the market and let vendors know market closes at 7:00 PM
- Encourage vendors to begin wrapping up sales
Close & Teardown
Tuesday · 7:00 PM – End
7:00 PM
Market Closes – Begin Teardown
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- Officially close market to new customers
- Communicate close to all vendors and begin teardown
7:00 PM
Cash Countdown, Reporting & Safe
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- Count down Farm table cash drawer
- Record closing cash totals and reconcile against Square POS sales report
- Pull end-of-day reports from Square POS (farm table)
- Pull end-of-day reports from SNAP / EBT terminal
- Reconcile SNAP token intake vs. tokens distributed
- Complete all required market reporting forms
- Lock all cash in the RestoreOKC safe
7:15 PM
Sign Retrieval & Storage
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- Retrieve main sign from NE 23rd Street
- Retrieve main sign from MLK Blvd
- Collect all neighborhood directional signs
- Return all signs to RestoreOKC and place back in storage
7:30 PM
Farm Table & Tent Teardown
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- Pack up remaining farm product inventory
- Power down and store Farm table POS system
- Store cash drawer securely
- Strike tent and fold / store properly
- Return table, tent, and all equipment to storage
7:45 PM
SNAP Table Teardown
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- Power down SNAP POS and TotilPay / EBT terminal
- Secure and store remaining SNAP and DUO tokens
- Pack and return SNAP table and all materials to storage
End of Night
Final Site Cleanup & Departure
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- Walk entire market grounds — confirm all vendors have cleared out
- Pick up any remaining trash, debris, or materials on grounds
- Confirm grounds are returned to pre-market condition
- Confirm all cash is locked in the safe
- Confirm all equipment is stored and secure
- Lock up RestoreOKC and depart
Completion Log
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