Event and market terms, explained.
Plain definitions of the words organizers and vendors run into at markets, craft fairs and events: permits and licenses, insurance and certificates, booth fees and deposits, sales tax, and how events run on the day.
Updated
A.
Additional insuredA person or organization added to someone else's liability policy, usually by endorsement, so the policy can also protect them against claims arising from the insured's activities.Application feeA fee a vendor pays to submit an application, separate from the booth fee, often non-refundable and meant to cover review costs or screen out unserious applicants.
B.
Balance dueThe part of the total price still unpaid after the deposit, due by the date in the booking terms, often before the event.Booth feeThe price a vendor pays to take a booth, table or space at an event, usually charged per space and sometimes varying by size, location or category.Booth space size (10x10)The footprint a vendor gets at an event, most often a ten-foot by ten-foot square, which fits a standard pop-up canopy and one or two tables.
C.
Cancellation policyThe written rules for what happens to payments when a customer or a vendor cancels a booking, including deadlines, refunds and fees.Certificate of insurance (COI)A one-page document from an insurance company or agent that proves a policy exists, who it covers, what it covers, and the dates it is active.Commissary kitchenA licensed commercial kitchen where food vendors prep, store and clean up, often required by health departments for food trucks, carts and some temporary food booths.Corner boothA booth at the corner of two aisles, giving shoppers two open sides and more visibility, usually at a higher fee than an inline space.Cottage food lawA state law that lets people sell certain low-risk foods made in a home kitchen, such as baked goods and jams, without a commercial kitchen license.
D.
E.
F.
Farmers market vs craft fairA farmers market centers on food from local growers and producers, often weekly, while a craft fair centers on handmade goods, usually as a one-off or seasonal event.Fire marshal tent permitA permit or inspection from the local fire official for tents and canopies, usually checking size, flame-resistant fabric, exits, spacing and open flames.Flea marketA market where many sellers offer used, vintage, antique and new goods, typically in a large open or covered area, often at lower prices than retail.Form 1099-KAn IRS information form that payment processors and online marketplaces send to sellers and the IRS to report payments received for goods or services.
G.
H.
J.
Juried craft showA craft or art show where a panel reviews applicants' work, usually from photos, and accepts only those who meet quality and category standards.Jury feeA non-refundable fee a vendor pays to have their work reviewed by the jury of a juried show, charged whether or not they are accepted.
L.
M.
Makers marketA market focused on handmade, small-batch or locally made goods sold by the people who make them, rather than resold or mass-produced items.Minimum guarantee (food trucks)A private-event arrangement where the host guarantees a food truck a minimum sales amount, paying the difference if guests spend less.
N.
Night marketAn evening market with food, crafts and entertainment, often outdoors and lit with string lights, drawing a social crowd after work hours.No-show policyThe organizer's stated consequence when an accepted vendor does not show up and does not give notice, such as keeping the fee or barring future applications.Non-refundable depositA deposit that the vendor keeps if the customer cancels, because it pays for the date held and work already done.
P.
PayoutThe transfer of money you have earned on a platform to your bank account, after fees and any refunds are deducted, on a set schedule.Per-person pricingA pricing method where the total is set by multiplying a rate by the number of guests, common for catering, dessert tables and private events.Platform feeA fee a software platform charges for each sale or booking it handles, separate from the card processing fee, and paid by the seller, the buyer or split.Pop-up marketA short-lived market, often one day or a weekend, held in a borrowed space such as a brewery, park or storefront, with a small group of vendors.Processing feeThe fee a payment processor such as Stripe or Square takes from each card payment, typically a percentage plus a small fixed amount.Product liability insuranceCoverage for claims that something you made or sold injured someone or damaged property, such as a food allergy reaction or a candle that caused a fire.Promoter (event promoter in sales tax law)In some states' tax law, the person or business that organizes a show or market and may be responsible for registering vendors, collecting or verifying sales tax, or both.
Q.
R.
Rain dateA backup day announced in advance for an outdoor event to move to if weather makes the original date unsafe or unworkable.Resale certificateA form a registered seller gives a supplier to buy goods without paying sales tax, because the goods will be resold and tax collected from the final customer.RetainerAn upfront payment that secures a vendor's time or services, often non-refundable, and may be applied to the final bill or kept as a separate fee.
S.
Sales tax permitRegistration with a state tax agency that lets a business collect sales tax from customers and send it to the state.Special event permitPermission from a city, county or park authority to hold an event on public property, often with requirements for insurance, safety, noise, traffic and cleanup.
T.
TCS food (time/temperature control for safety)Food that supports fast bacterial growth if not kept hot or cold, such as meat, dairy, cooked rice and cut melon, so it needs temperature control to be safe.Temporary food permitA short-term permit from the local health department that lets a vendor sell prepared food at a specific event for a limited number of days.Temporary sales tax permitA short-term sales tax registration for a vendor who sells in a state only at a particular event or for a limited number of days.Temporary use permitA zoning approval that lets a property be used for something it is not normally zoned for, such as a market in a parking lot, for a limited time.Trunk showA private or invite-only sales event where a designer or brand shows a collection to customers, often at a shop, home or boutique, with orders taken on the spot.
V.
Vendor agreementThe signed contract between an organizer and a vendor that sets booth rules, fees, refunds, insurance, hours and what happens if either side cancels.Vendor applicationThe form a vendor submits to request a space at an event, covering what they sell, photos, permits and insurance, which the organizer then approves, rejects or waitlists.Vendor licenseA local or state license that allows a person or business to sell goods or services, with names like peddler, itinerant merchant or transient vendor depending on the place.Vendor mix (category caps)The balance of product types at an event, which organizers manage with category caps that limit how many vendors sell the same kind of thing.Vendor packetA document or email sent to accepted vendors with the details they need for the event: dates, load-in, parking, rules, power, contacts and what to bring.Vendor waitlistA ranked list of qualified applicants held in reserve to fill a booth if a vendor cancels, does not pay or a category opens up.
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