I belong to many “market” groups on Facebook and I regularly see people who want to put on a market asking for advice from vendors (like myself) on how to organize and facilitate a great event. Vendors and makers are quick to offer advice on what they think is important. I have taken some of the information below from the groups I belong to.

Before vendors or crafters even consider signing up or applying for a market, I think it’s important for them to do their research on the person or company organizing the event. Unfortunately, some scammers will quite easily take the money for the table fees, and then run. Ensuring the legitimacy of the organizers and the event is the most important first step as a vendor. So the important takeaway for the organizer is to make sure they are putting their best self forward and to include their social media contacts, company affiliations, phone number, and email address.

Following is a list in no particular order of what is important to vendors (and shoppers) like myself and what is appreciated.

• Make sure the venue has ample lighting, parking, washrooms, and a kitchen/canteen.

• Decide on a date and time to hold the event. Secure the spot. Ensure a good relationship with the venue organizers as vendors and makers may call the venue to confirm the legitimacy of the market event. (I have found Saturdays work best and 10 am – 3 pm is a good time frame.) Determine the table fees based on your costs to hold the event.

• Determine if liability insurance is needed by each vendor or if it is covered by the venue.

• Decide if you want direct sellers (of commercial products), handmade only, or both.

• Ensure there is good reception or Wi-Fi available for vendors to be able to use their Square machines to facilitate easy sales transactions.

• Determine how many tables you can comfortably fit into the venue event. (30 different vendors is a great number to aim for).

• Clearly outline how much floor space each vendor has.

• If it’s an outdoor market or there are outdoor spots, let the vendor know if they have to supply their own canopy, tables, or chairs, and any other safety measures that are required (such as weights on the legs).

• Put out a request for vendors. Give at least three months’ notice for the event and to vet, curate and secure vendors.

• Ensure good email communication (and/or phone calls) and clear expectations of deadlines and updates from the organizers to the vendors.

• Clear expectations to the vendors or makers about keeping their display out until the market is over or what they are to do if they sell out of their product (e.g. Hand out business cards, tell the customers where they can get their product, etc.)

• The table fee refund policy should be clearly explained.

• Request table fees ahead of the sale (e-transfer or credit card is most convenient). Table fees collected day-of sale could mean vendors don’t feel a need to show up or go to a different market they feel will give them more traffic and exposure.

• Communicate with clear emails in a timely fashion with lots of notice (at least one month) indicating if the vendor has been accepted or not.

• A well-curated event will have only one well-known commercial direct sales vendor at each event (e.g. Pampered Chef, Tupperware, Norwex, Mary Kay).

• Vendor Spotlights on social media are a bonus. Have vendors send in their photos of their products and share them on social media.

• Professional-looking event notices that can be easily shared on social media and online/in-person (jpegs are better than pdfs for sharing online).

• Lots of advertising and promotion leading up to the event so the event has lots of customer traffic. Paid advertising in newspapers and on radio, as well as partnering with other local complementary organizations can help get the word out.

• Encourage (or direct) the vendors to also post the event on their social media and to tell their friends on Facebook or Instagram. They can help build up the hype.

• Combine the event with other events going on in the area so it attracts more foot traffic.

• Plenty of road signage days before and the day of event indicating the venue, visible coming from all directions.

• Allow for temporary unloading/loading close to the doors if available. Provide clear instructions and expectations of where the vendors should park to make room for easy access for the customers.

• Lots of free parking, close to the event.

• “No fee” or “Free entry” for shoppers to attend the event can be a draw but a crapshoot. If needed, presale tickets to the event should have an early-bird discount, while tickets purchased on the day of the event can be regular price.

• Low vendor table fees are a good idea if it’s the first event put on by the organizer.

• Volunteers to help unload and load back up is always appreciated.

• Allow at least one hour for setting up before the doors open to the public. (More time is also appreciated.)

• 6′ or 8′ banquet tables (clearly stated in the vendor application) with comfortable chairs (2 per vendor).

• Access to electricity if available (for an extra fee is okay).

• Clearly identified tables are assigned in a well-arranged fashion.

• Make sure there are not more than 2 or 3 vendors of the same item and ensure they are not set up near each other.

• Ensuring lots of room between tables so vendors don’t have to disturb each other when they have to get out to use the restroom or get a snack.

• Access to snacks and drinks. (Some events provide a free hot beverage, bottled water, snacks, or lunch for the vendors which is a nice touch!)

• Regular check-ins by the organizers to see if the vendors need anything and how things are going. Providing supervision of the table if the vendor needs a restroom or shopping break, etc.

• Music playing to attract customers and encourage them to stick around.

• Organizing a “Learn to Make…” where people can learn a new skill. Activities for children can keep people coming. I have seen Free Face Painting, Free Glitter Tattoos, Kids Coloring Draw for Giant Balloon Bunny and Easter Basket at Easter Time, Free Henna Tattoos (with a donation appreciated), Photos with Santa.

• Include a charity fundraiser table to emphasize community spirit. I have even seen pets up for adoption!

• If there are any door prizes, the item can be collected before the sale begins to make it convenient for the vendors.

• Provide an opportunity for the vendors or makers to provide feedback after the sale. Send them an email asking for information on what went well and what didn’t. Then build upon that for the next sale.

• As an organizer, you should keep a record of vendors or makers who were NOT contributing to your market or sale positively. For example, those who were NO SHOW and failed to communicate why they couldn’t attend. Another example is those who “pack up early”.

Leave your ideas in the comments below.

Angela G. Gentile