Craft fair organiser checklist

8–12 weeks before

• Confirm venue, event date and public opening hours
• Define vendor categories and eligibility
• Publish the vendor / stallholder application
• Set the application deadline and selection date
• Decide pitch sizes, fees and available utilities
• Plan how you will collect payments and confirmations

4–8 weeks before

• Review applications consistently
• Accept, decline or wait-list applicants
• Build the confirmed vendor master list
• Start the floor or stall allocation
• Collect missing insurance or permit information where your event requires it
• Request promotional images if vendors will be featured publicly

2–4 weeks before

• Finalise stall numbers
• Plan arrival waves or access times
• Confirm power and unusual setup requirements
• Issue the vendor welcome information
• Prepare the vendor directory, check-in sheet and organiser master list

The day before / morning of the event

• Mark stall locations
• Set up check-in
• Place event signs
• Confirm venue access and emergency routes
• Keep a printed master list available even if you also use a phone or tablet

During and after

• Record late arrivals, no-shows and operational issues
• Keep exits and public routes clear
• Do not allow early breakdown if it creates a public safety problem
• Afterwards, record useful notes before they are forgotten

MarketVendorPack provides operational planning templates, not legal advice or a substitute for event-specific insurance, licensing, safety or contractual requirements.