Vendor Bookings

Understand the vendor booking process from space selection to payment confirmation, and learn how to optimize the booking experience for your vendors.

Booking Process Overview

The booking process is designed to be intuitive for vendors while giving you complete control over space allocation and payment collection. Understanding each step helps you support vendors and troubleshoot issues.

1

Event Selection

Vendor chooses from available events and views event details

2

Space Selection

Browse available spaces with pricing and location information

3

Add-ons

Select optional services like electricity, tables, or promotion

4

Review & Submit

Review booking details, accept terms, and submit application

5

Payment

Complete payment processing and receive confirmation

What Vendors See During Booking

Event Information

Complete event details and logistics.

  • Event date, time, and duration
  • Venue location and directions
  • Setup and breakdown times
  • Expected attendance and demographics

Space Availability

Visual representation of available spaces.

  • Interactive venue map
  • Space sizes and dimensions
  • Pricing per space type
  • Proximity to amenities

Pricing Breakdown

Transparent cost calculation.

  • Base space rental fee
  • Add-on service costs
  • Platform fees and taxes
  • Total amount due

Space Selection

The space selection interface allows vendors to choose the best location for their business while giving you control over space allocation and pricing strategies.

Space Display Options

1

Visual Venue Map

Interactive map showing available spaces, dimensions, and proximity to key facilities like restrooms, parking, and main entrances.

2

List View with Filters

Tabular display allowing vendors to filter by size, price range, location preferences, and special features.

3

Category-Based Grouping

Spaces organized by vendor type or product category, ensuring complementary businesses are positioned strategically.

Space Information Display

A1

Premium Corner Space

10x10 ft • High traffic • Near main entrance • Power included

$150
B5

Standard Space

10x8 ft • Moderate traffic • Interior location • Power available (+$25)

$100
C2

Budget Space

8x8 ft • Lower traffic • Back area • No power included

$75

Space Pricing Strategies

Space Type Pricing Factor Typical Premium Best For
Corner Spaces High visibility, dual access 25-50% premium Established vendors, unique products
Entrance Adjacent First impression, high traffic 15-30% premium Food vendors, popular items
Main Aisle Central traffic flow 10-20% premium Variety of vendors
Interior Standard Base pricing tier Standard rate Most vendor types
Perimeter/Back Lower traffic, cost-conscious 15-25% discount Budget vendors, specialty items
Space Allocation Tips
  • Balance Categories: Distribute similar vendors throughout the venue for better customer flow
  • Strategic Placement: Position complementary businesses near each other
  • Traffic Flow: Use popular vendors to draw customers to quieter areas
  • Accessibility: Ensure ADA-compliant spaces are clearly marked and accessible

Add-on Selection

Add-ons provide additional revenue opportunities while offering vendors valuable services that enhance their event experience.

Utilities & Infrastructure

Essential services for vendor operations.

  • Electricity: Standard and high-power options
  • Water Access: For food vendors and demonstrations
  • Internet/WiFi: Dedicated connection for POS systems
  • Waste Removal: Additional disposal services

Equipment & Furniture

Rental items to complete vendor setup.

  • Tables: Various sizes and heights
  • Chairs: For vendors and customer seating
  • Tents/Canopies: Weather protection
  • Display Cases: Secure product showcase

Marketing & Promotion

Services to boost vendor visibility.

  • Social Media Feature: Highlighted posts
  • Program Listing: Enhanced directory placement
  • Banner Space: Additional signage opportunities
  • Email Newsletter: Vendor spotlight inclusion

Add-on Pricing and Availability

Add-on Service Price Availability Popular With
Standard Electricity (110V) $25 80% of spaces Food vendors, craft demonstrations
High-Power Electric (220V) $50 Limited spaces Food trucks, large equipment users
6ft Table Rental $15 Unlimited New vendors, minimal setup
10x10 Tent Rental $35 Weather-dependent Outdoor events, weather protection
Social Media Feature $20 5 per event New businesses, special promotions
Premium Directory Listing $30 10 per event Established vendors, brand building
Add-on Management

Important considerations for add-on services:

  • Capacity Limits: Set realistic limits based on venue infrastructure
  • Deadline Policies: Establish cutoff dates for add-on requests
  • Cancellation Terms: Define refund policies for cancelled add-ons
  • Setup Coordination: Ensure add-ons are delivered and configured properly

Booking Submission

The booking submission process collects all necessary information and ensures vendors understand their commitments before payment processing.

Required Information at Booking

Vendor Information

Contact and business verification.

  • Primary contact person and phone
  • Emergency contact information
  • Business license verification
  • Insurance certificate current status

Product Details

What the vendor will be selling.

  • Product categories and descriptions
  • Price ranges for customer guidance
  • Special dietary or allergen information
  • Any demonstrations or activities planned

Setup Requirements

Logistical needs and special requests.

  • Vehicle size and access needs
  • Setup time requirements
  • Special equipment or utilities needed
  • Accessibility accommodations

Booking Status Flow

Pending Application Submitted

Vendor has submitted booking request but payment is not yet processed. Admin review may be required for new vendors or special requests.

Confirmed Booking Approved

Space is reserved and booking is confirmed. Payment may be pending based on your payment terms (immediate vs. deadline-based).

Payment Complete

Full payment received and vendor is fully confirmed for the event. Setup instructions and final details can be sent.

Cancelled Booking Cancelled

Booking was cancelled by vendor or admin. Refund processing follows your established cancellation policy.

Terms and Conditions

Vendors must acknowledge and agree to your terms before completing their booking. Key areas to cover include:

  • Payment Terms: Due dates, accepted payment methods, late fees
  • Cancellation Policy: Deadlines, refund schedules, cancellation fees
  • Setup and Breakdown: Time limits, cleanup requirements, equipment removal
  • Conduct Standards: Professional behavior expectations, prohibited activities
  • Insurance Requirements: Coverage amounts, certificate submission deadlines
  • Weather Policies: Outdoor event contingencies, makeup date procedures
  • Compliance: Health permits, business licenses, local regulations
Terms and Conditions Best Practices
  • Clear Language: Use plain English, avoid legal jargon where possible
  • Reasonable Policies: Balance protection with vendor-friendly terms
  • Regular Updates: Review and update terms annually or after incidents
  • Legal Review: Have terms reviewed by legal counsel periodically
  • Accessibility: Ensure terms are easily accessible and downloadable

Common Booking Issues and Solutions

Understanding common booking problems helps you provide better support and improve the booking experience.

Space Availability Conflicts

Issue: Multiple vendors trying to book the same popular space.

Solution:

  • First-come, first-served policy with clear timestamps
  • Hold periods (15-30 minutes) for payment completion
  • Waitlist system for cancelled spaces
  • Alternative space suggestions with incentives

Payment Processing Problems

Issue: Credit card declines, incomplete payments, technical errors.

Solution:

  • Multiple payment method options (card, ACH, check)
  • Clear error messages with next steps
  • Manual payment processing capability
  • Payment plan options for large amounts

Documentation Issues

Issue: Missing or expired insurance, licenses, permits.

Solution:

  • Automated reminder system for document updates
  • Grace periods with conditional approval
  • Document verification checklist for vendors
  • Direct links to relevant licensing authorities

Last-Minute Changes

Issue: Vendors requesting space changes, add-ons, or cancellations close to event date.

Solution:

  • Clear deadlines for changes communicated upfront
  • Fee structure for last-minute modifications
  • Limited availability policies for peak times
  • Flexible options where operationally feasible