Switching Vending Machine Providers in DFW
Switching is straightforward once your current agreement allows it. The mechanics are the same as any new placement: we confirm your site is a fit — roughly 50 or more regular on-site users, reliable power and connectivity at the wall, and a willingness to sign a 3-year exclusive placement agreement with Flyby — then coordinate the exit from your current operator around your contract's own terms. Not every site qualifies, and not every existing contract can be exited on the timeline you want. Both things are worth knowing before you start.
This page covers how to read your current agreement, when to give notice, and how the removal and install are actually sequenced so the break room is not sitting empty for two weeks.
Contract exit timing: start 60–90 days before renewal
Most vending and micro market agreements are not month-to-month. They run a fixed term — often one to three years — and many include an auto-renewal (sometimes called an "evergreen") clause. That clause extends the agreement for another full term automatically unless you send written notice within a specific window before the renewal date. That window is often 60, 90, or even 120 days, and it is easy to miss because nothing prompts you to act until the deadline has already passed.
The safest approach is to pull your current agreement as soon as switching crosses your mind, find the term end date and the notice period, and calendar the deadline immediately. If you are already inside the notice window, send notice first and figure out the new operator second — a missed window can cost you another full year or more with an operator you are trying to leave.
If your agreement allows termination for cause — for example, a pattern of empty machines, expired product, or unresolved equipment problems — document the issues with dates. That documentation matters if you need to exit before the term ends.
What to check in your existing agreement
Before you sign anything new, read your current contract for these terms. They determine what you can and cannot do, and when.
- Term end date and whether the agreement auto-renews
- Notice period required to prevent renewal, and how notice must be delivered (mail, email, certified letter)
- Exclusivity scope — does it cover just vending, or all snack and beverage service on the property
- Who owns the equipment currently on site
- Commission or revenue-share terms owed to your building or company, if any
- Minimum purchase or service-fee clauses that could trigger a bill if usage drops before exit
- Removal and restoration obligations — who takes the equipment out and who patches the wall or floor
How the transition and removal get coordinated
Removing the old equipment is your current operator's responsibility, per the removal clause in your agreement. Flyby's role is to schedule around that date so the gap is as short as possible — ideally measured in hours, not weeks. That starts with a site walk, the same one we run for any new placement, to confirm the wall, outlet, and network connection are ready for the new unit before the old one is even scheduled to leave.
We validate power and connectivity ahead of install day so there is no surprise once the old machine is gone — nothing is worse than an empty corner because a circuit needed an electrician. Once that is confirmed, we lock an install date that lines up with, or immediately follows, the outgoing removal. The new Micromart unit goes in, gets powered on, and gets its first product load the same day. A follow-up restock happens within one to three days once we see early sales data from your specific site.
Your team's job during this window is mostly coordination: confirming access for both crews and letting us know the removal date as soon as your outgoing operator confirms it. We handle the rest.
What we need from you
- Your current agreement (PDF or scanned copy is fine) so we can help you read the termination and notice terms
- The term end date or renewal date, if you know it
- Rough on-site headcount and hours of access
- Photos or a quick description of the current placement wall, outlet, and network access
- A point of contact who can coordinate the removal date with the outgoing operator
A realistic timeline
| When | What happens |
|---|---|
| 90 days before renewal | Pull your current agreement and confirm the notice window and delivery method (certified mail, email, etc.). |
| 60–90 days before renewal | Send written notice of non-renewal if required. Start the Flyby site review in parallel — this does not commit you to anything. |
| 30–45 days before term end | Site walk with Flyby to confirm power, network, and placement. Sign the new placement agreement. |
| Around term end date | Coordinate removal of the old equipment and install of the new Micromart unit, scheduled back-to-back where possible. |
| Install day + 1–3 days | First restock and a check-in to confirm the product mix and payment setup are working as expected. |
Want the full cost picture first? See pricing, check whether your site qualifies, read how the whole process works, or review what qualifies a site in more detail.
Common questions
Can we switch vending providers before our contract ends?
Sometimes. Some agreements allow termination for cause — repeated service failures, expired product, or unresolved equipment issues — even mid-term. Most others require you to wait for the term end date or a defined notice window. Read the termination clause before assuming either way.
What is an evergreen or auto-renewal clause?
It is language that automatically extends your agreement for another term (often one year) unless you send written notice within a specific window, commonly 60 to 120 days before the renewal date. Missing that window can lock you in for another full term even if you intended to leave.
Who removes the old equipment?
That is normally the current operator's responsibility and obligation, spelled out in the removal or restoration clause of your agreement. Flyby coordinates timing with your team so the new unit is ready to go in close to the same window, but we do not remove another company's machines ourselves.
Will the break room be empty during the transition?
Not if it is planned. We sequence the site walk, install date, and first restock so there is little to no gap in coverage. In most cases the new Micromart unit is live within a day or two of the old equipment coming out.
Does every site qualify for a switch to Flyby?
No. We still evaluate switches against the same bar as any new placement: roughly 50 or more regular on-site users, reliable power and connectivity at the wall, and willingness to sign a 3-year exclusive placement agreement with Flyby. A site leaving one contract does not automatically qualify for another.
Have your current agreement in front of you and want a second opinion on the notice terms? Call (817) 213-6903.
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