Vendor welcome pack: what to include

Put the key information first

Start with the event name, date, venue address, vendor access time, latest arrival, public opening time, closing time and pack-down rules. These are the details most likely to be checked on a phone while travelling to the venue.

Explain unloading clearly

State which entrance to use, whether vehicles can remain on site, any height or access restrictions, where to move vehicles after unloading and whether arrivals are staggered. If the instructions are complicated, a simple map from the venue is worth adding separately.

Include the allocation

Tell each vendor the stall or pitch reference they should look for. On larger events, a separate allocation list also helps volunteers and venue staff answer questions.

Give one event-day contact

Make it obvious who vendors should call if delayed or unable to attend. Avoid sending several numbers without explaining which is monitored on the day.

Keep rules concise

The welcome pack is for operational clarity, not a place to surprise vendors with new contractual terms. Important rules should already have been communicated during application and confirmation.

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