Booth fee refunds and chargebacks.
Set your refund policy before vendors pay and put it in writing: when they get a full refund, a partial refund or none. A chargeback is a different thing. It happens when a vendor asks their card issuer to reverse the payment, and you answer through your payment processor with evidence, within a deadline.
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The choices in a booth fee refund policy.
There is no standard policy. These are the decisions you make, and a clear answer to each stops most arguments.
- Rejected applications: refund the booth fee in full. Decide separately whether an application fee is refundable, and say so.
- Vendor cancels early: a full or partial refund, or credit toward a future event.
- Vendor cancels close to the event: no refund is common, because you may not be able to refill the spot.
- You cancel the event: refund in full, or offer credit toward the rescheduled date.
- Weather: say whether the event runs in rain, and what happens to booth fees if you cancel for weather.
- No-shows: say that booth fees are forfeited, and whether a no-show affects future applications.
- A waitlist helps here: a refunded spot can go to the next vendor quickly.
Put it where vendors see it before paying.
Show the policy on the application and repeat it in the vendor agreement. Ask vendors to tick a box agreeing to it. If a dispute comes up, a policy the vendor accepted before paying is your best evidence. Our template gives you wording to adapt.
How a chargeback works.
A dispute, also called a chargeback, starts when a cardholder questions a payment with their card issuer. Stripe's documentation describes the process: the issuer opens a formal dispute with the card network, which reverses the payment right away, and your Stripe balance is debited for the payment plus a dispute fee.
You then have a limited window to respond, which Stripe says is usually 7 to 21 days depending on the card network, and missing it means you lose the dispute. You can accept it, or counter it with evidence. You get one chance to submit evidence, and the cardholder's bank decides the outcome. Stripe notes that the dispute fee is generally not returned.
Other processors work similarly but differ in the details, so check yours.
What to do if a vendor disputes a booth fee.
- Booth fees are paid by card through Stripe and paid out to you; if you reject a vendor, their booth fee is refunded.
- Read the reason the bank gave and contact the vendor. Stripe suggests this can reveal what the complaint is, and a vendor may withdraw a dispute if you resolve the problem.
- If the vendor was rejected or the event was cancelled and they are owed a refund, refund them directly rather than fighting the dispute.
- If the claim is wrong, gather evidence: the application, the policy they accepted, the booth confirmation, messages with the vendor, and proof they attended or the spot was held.
- Submit everything in one response before the deadline. Stripe says you cannot add files afterward.
- Keep a record of every communication with the vendor from the start.
Fewer disputes, fewer surprises.
Clear policy, plain language on the charge, a confirmation email when they pay, and prompt replies to vendor questions all reduce disputes. Treat early inquiries seriously. Stripe notes that responding at the inquiry stage can prevent a formal dispute.
This page is general information, not legal advice. Your agreements and your payment processor's terms decide your rights, so check both.
Common questions.
What should my vendor refund policy say?
Cover rejected applications, early and late cancellations, event cancellation, weather and no-shows, with dates for each. Put it on the application and in the vendor agreement.
Do I owe a refund if a vendor cancels?
That is up to your written policy. Many organizers refund early cancellations fully or partly and keep fees close to the event. State the dates clearly.
Do I owe vendors a refund if the market is cancelled for weather?
Decide and say so in advance. Common choices are a full refund or credit for the rescheduled date. If the event runs and a vendor stays home, your policy decides.
How do I handle a chargeback on a booth fee?
Respond in your payment processor's dashboard before the deadline, with your policy, the application and agreement, and messages. Or refund the vendor if they are owed it.
Can I keep a non-refundable application fee?
Many organizers do, if it is stated plainly before the vendor pays. Say what it covers, and whether it is kept when you reject the application.
How long do I have to respond to a dispute?
On Stripe, the window is usually 7 to 21 days depending on the card network. Check the due date in your dashboard as soon as a dispute arrives.
Keep reading.
Sources.
Facts on this page come from these sources, checked on 2026-10-10. Details change; tell us at hello@bzar.app if something here is out of date.
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