Pickup Day Guide

Everything you need to know about collecting your fresh, local food

It's pickup day! Your fresh, local food has been harvested and packed just for you. This guide helps you know what to expect and makes pickup smooth and easy.

Before You Leave Home

What to Bring

Essential

  • Reusable bags or containers
    • Bring more than you think you'll need
    • Sturdy bags that won't tear
    • Cooler bag for temperature-sensitive items
  • Your order confirmation (optional but helpful)
    • Some markets check order numbers
    • Have it on your phone or printed

Helpful

  • Cooler with ice packs
    • For eggs, dairy, meat
    • If you have errands after pickup
    • Hot summer days
  • Cash or card (just in case)
    • For extra items if available
    • Donations or tips
  • Your phone
    • To contact market if lost
    • To check order details

Review Your Order Details

Before heading out, double-check:

  • Pickup location: Where exactly are you going?
  • Pickup time: What time window? (e.g., 9am-12pm)
  • What you ordered: Refresh your memory so you can verify
  • Parking information: Is there parking? Where?
Pro Tip: If this is your first pickup at this location, give yourself extra time. GPS doesn't always pinpoint farmers markets or community centers correctly.

Understanding Different Pickup Models

Not all markets operate the same way! Here are common pickup models. Your market will use one of these approaches:

Model 1: Central Pickup Location

How it works:

  • All orders delivered to one central location
  • Orders organized by customer name
  • Volunteers or market staff help
  • Find order with your name, verify it, take it home

Usually:

  • Community center, church, parking lot
  • Specific time window (e.g., 9am-12pm Saturday)
  • Most common model

Model 2: Grower-Attended Pickup

How it works:

  • Growers set up tables/booths with their products
  • You go to each grower you ordered from
  • Growers hand you your items
  • Opportunity to meet farmers and ask questions

Usually:

  • Farmers market style setup
  • More social and community-oriented
  • Takes a bit longer but more personal

Model 3: Home Delivery

How it works:

  • Orders delivered directly to your door
  • Left on porch or handed to you
  • Specific delivery window
  • No pickup location needed

Usually:

  • Small delivery fee
  • Need to be home or have safe drop-off spot
  • Most convenient option

Model 4: Farm Pickup

How it works:

  • Pick up directly from each farm you ordered from
  • Each grower sets their own pickup time
  • May need multiple stops
  • See the farm where your food was grown

Usually:

  • Rural or peri-urban markets
  • More flexible pickup times
  • Educational/farm visit component
Important: Make sure you know which model your market uses before your first pickup! Check your confirmation email or market website for specific instructions.

At Pickup: Step-by-Step

Arriving at the Pickup Location

  1. Park and find the pickup area
    • Look for signs or people with clipboards
    • Follow any posted directions
    • Don't block driveways or traffic
  2. Locate your order
    • Orders are usually organized alphabetically by last name
    • Look for your name on bags/boxes
    • May be organized by order number instead
  3. Check in (if required)
    • Some markets have a check-in table
    • Give your name or show order confirmation
    • They'll direct you to your order
  4. Verify your order
    • Quickly check that items match what you ordered
    • Look in bags/boxes to confirm contents
    • Count items if you ordered specific quantities
    • Check that nothing is obviously missing
  5. Address issues immediately
    • If something is missing or wrong, speak up NOW
    • Find the market coordinator or grower
    • Issues are easiest to fix on the spot
    • Don't wait until you get home
  6. Pack your bags and head out
    • Transfer items to your reusable bags
    • Put cold items in cooler if you brought one
    • Thank volunteers and growers!

Pickup Etiquette

âś“ Do

  • Arrive during the pickup window
  • Bring your own bags
  • Verify your order before leaving
  • Ask questions if confused
  • Thank volunteers and farmers
  • Be patient if it's crowded
  • Leave the area clean

âś— Don't

  • Take someone else's order
  • Arrive way before or after pickup time
  • Block traffic or parking
  • Let kids run around unsupervised
  • Complain loudly—address issues calmly
  • Leave trash or bags behind
  • Rush volunteers who are helping

What to Expect

Your First Pickup

Here's what typically happens at your first pickup:

  • It might feel a bit chaotic: Lots of people, bags everywhere, some confusion. That's normal!
  • Orders look different than you imagined: Your "bag of lettuce" might be bigger or smaller than expected. Quantities become clearer with experience.
  • You'll meet your community: Other customers, farmers, volunteers—it's social!
  • You might discover new products: Growers often bring extras to sell at pickup.
  • You'll learn the routine: By your second or third pickup, you'll have it down.

How Long Does It Take?

Time at pickup varies:

  • Central pickup, not crowded: 5-10 minutes
  • Central pickup, busy time: 15-20 minutes
  • Grower-attended pickup: 20-30 minutes (more social)
  • Home delivery: 0 minutes (it comes to you!)
  • Farm pickup: 10-15 minutes per farm
Timing Tip: If you want to avoid crowds, come early in the pickup window (but not before it starts) or towards the end. Middle of the window is usually busiest.

Handling Issues at Pickup

Most pickups go smoothly, but occasionally issues arise. Here's how to handle common problems:

Missing Item

Problem: You ordered tomatoes but they're not in your order.

Solution:

  1. Double-check all bags/boxes—maybe it's in a different bag
  2. Find the market coordinator or grower
  3. Show them your order confirmation
  4. They'll either find the item or process a refund immediately
  5. You may get credit for next order

Quality Concern

Problem: Produce looks wilted, bruised, or not fresh.

Solution:

  1. Point it out immediately at pickup
  2. Show the item to coordinator or grower
  3. Most will replace it on the spot or refund
  4. Don't take it home if you're not satisfied
  5. Growers want to know about quality issues

Wrong Item

Problem: You ordered red tomatoes but got cherry tomatoes.

Solution:

  1. Point it out at pickup
  2. This is usually a packing error
  3. They'll swap for correct item if available
  4. Or offer refund/credit
  5. Mistakes happen—be understanding

Can't Find Your Order

Problem: Your name isn't on any order.

Solution:

  1. Check under different name spellings
  2. Look for order number instead of name
  3. Show order confirmation to coordinator
  4. They'll locate it or figure out what happened
  5. Occasionally orders get set aside by mistake

Quantity Different Than Expected

Problem: Your "1 lb of tomatoes" looks like way more or less.

Solution:

  1. This is often perception—produce varies in size
  2. If genuinely wrong, point it out
  3. Grower may have given you a bit extra (common!)
  4. Or may need to adjust if shorted
  5. Ask questions so you understand quantities better for next time

Someone Took Your Order

Problem: Another customer accidentally took your order.

Solution:

  1. Tell coordinator immediately
  2. They'll track down the mixup
  3. May need to repack from extras
  4. Or arrange alternate pickup/delivery
  5. This is rare but happens occasionally
Key principle: Address issues at pickup, not later at home. Market coordinators and growers want to fix problems on the spot. Once you leave, it's much harder to resolve.

After Pickup: Getting Home

Keeping Things Fresh

  • Get home promptly
    • Don't leave food in a hot car
    • Especially eggs, dairy, meat
    • If you have errands, do them first or use a cooler
  • Refrigerate immediately
    • Most produce should be refrigerated
    • Exceptions: tomatoes, potatoes, onions, garlic, squash
    • When in doubt, refrigerate
  • Don't wash until ready to use
    • Excess moisture causes faster spoilage
    • Store greens in produce bags or containers
    • Wash right before eating/cooking

Storage Tips by Product Type

Leafy Greens

Refrigerate in produce bags, dry

Use within 3-5 days

Root Vegetables

Refrigerate in crisper drawer

Last 1-2 weeks

Tomatoes

Counter at room temperature

Use within 3-5 days

Herbs

Refrigerate in damp towel or glass of water

Use within 3-5 days

Berries

Refrigerate, don't wash until ready

Use within 2-3 days

Eggs

Refrigerate

Last 3-4 weeks

If You Can't Make Pickup

Life happens! Here's what to do if you can't make your scheduled pickup:

Before Pickup Day

If you know in advance you can't make it:

  1. Contact your market manager as soon as possible
    • Email or call—don't just not show up
    • The sooner you tell them, the better
  2. Ask about options:
    • Can someone else pick up for you? (Often allowed)
    • Can the order be held until later?
    • Is delivery possible for a fee?
    • What's the refund/credit policy?
  3. Provide alternate pickup person's name if someone else is getting it

During Pickup Window

If an emergency happens on pickup day:

  1. Call or text the market coordinator immediately
  2. Explain the situation
  3. Ask if late pickup is possible
  4. Or if someone can bring it to you
  5. Be understanding if options are limited—food was harvested specifically for you

If You Forget or Miss Pickup

If you completely forget or can't make it:

  • Contact market manager right away
  • Apologize—farmers worked hard on your order
  • Ask about policies:
    • Some markets hold orders 24 hours
    • Some donate unclaimed food
    • Some have no-refund policies for no-shows
  • Be more careful next time—set reminders!
Important: Repeated no-shows may result in your account being paused. Fresh food was harvested specifically for you, and no-shows hurt farmers and waste food. If you can't commit to regular pickup, consider ordering less often or only when you're certain you can make it.

Making Pickup a Great Experience

Meet Your Farmers

One of the joys of LocallyGrown is connecting with the people who grow your food:

  • Growers are often at pickup—say hello!
  • Ask questions: How to cook something, what's coming next season, their growing practices
  • Give feedback: Let them know what you loved
  • Be understanding: Farming is hard work with unpredictable challenges

Build Community

Pickup is a social time:

  • Chat with other customers about recipes and cooking tips
  • Share recommendations about products
  • Make friends with people who care about local food
  • Thank volunteers who make it all possible

Discover New Things

Many markets have extras available at pickup:

  • Products growers brought but weren't pre-ordered
  • Last-minute availability
  • Excess harvest
  • Often sold at discount or pay-what-you-can
Enjoy it! Yes, pickup is about getting food, but it's also about being part of a local food community. Take a few extra minutes to enjoy the experience and connect with others.

After Your First Pickup

Reflect on Your Experience

  • How did quantities compare to what you expected?
  • What did you love?
  • What will you order more/less of next time?
  • What questions do you still have?

Adjust for Next Time

Use what you learned to improve future orders:

  • Order more of what you loved
  • Try something new each week
  • Adjust quantities based on actual sizes
  • Plan meals around what's seasonal

Spread the Word

If you had a great experience:

  • Tell friends and family about the market
  • Share on social media
  • Leave reviews or testimonials
  • Support helps local farmers thrive

Need More Help?

Explore more resources for a great LocallyGrown experience:

How to Shop FAQs Contact Support