Define the event before applications open
Event foundation
- Confirm date, venue, public hours and vendor access times
- Define eligible products, categories and selection criteria
- Set booth or pitch sizes, fees and included equipment
- Identify the event-specific documents or evidence vendors must supply
- Choose application, decision and payment deadlines
- Document cancellation, weather and no-show procedures
Applicants make better decisions when the practical offer is clear. Publish the essential event details with the application rather than relying on follow-up messages to fill gaps.
Build an application that supports selection
Application information
- Business and primary contact details
- Product category and concise range description
- Recent product images, website or relevant portfolio link
- Booth footprint, display type and equipment
- Power, vehicle access and accessibility requirements
- Food or drink status where relevant
- Acknowledgement of the application rules
Ask only for information that helps assess fit or plan the event. Collect private operational notes separately from anything intended for a public vendor directory.
Review consistently and record decisions
- Check each submission against the published criteria
- Review category balance and avoid accidental duplication
- Record accepted, declined and wait-listed applicants
- Issue decisions on the date promised
- Give accepted vendors a clear action and deadline
- Keep wait-list details ready in case a space becomes available
Create the confirmed vendor master list
Once payment and acceptance are complete, create one authoritative list for operations. Confirm each public business name, event-day contact, category, booth number, arrival time, power need and organiser-only note. This list should be the source for every later document.
Allocate booths and arrival times
Layout and access
- Place vendors according to footprint, utilities and customer flow
- Keep required routes, exits and access areas clear
- Separate competing space needs rather than solving them on arrival
- Assign arrival waves where vehicle access is limited
- Check that booth numbers match every document and sign
Send one clear vendor welcome pack
Bring the important information together: date, venue, arrival entrance, unloading instructions, setup deadline, booth number, opening hours, pack-down rule, organiser contact and event-specific reminders. Vendors should not have to reconstruct the plan from several email threads.
Prepare event-day paperwork
- Vendor check-in sheet with booth and arrival details
- Booth or pitch allocation reference
- Arrival schedule for the access team
- Organizer master list with contacts, power and private notes
- Public vendor directory where needed
- Check-in, information and QR signs
- Opening, event-time and close-down checklist
Close the loop after the event
Record late arrivals, no-shows, layout problems, power issues and useful vendor feedback while the detail is fresh. Keep only the information you have a reason to retain and use the operational notes to improve the next event.
Generate the operational pack from one list
MarketVendorPack creates the welcome pack, directory, check-in, allocation, arrival schedule, master list, signs and checklist together. Preview free; unlock the clean PDF for £9.99 once.
Build MarketVendorPackThis checklist covers general event operations. Adapt it to the legal, licensing, insurance, food-safety, accessibility, fire-safety and venue requirements that apply to your event.