Vendor load-in and setup.
Run load-in with a set window, a clear route from parking to booth, and a check-in point. Tell vendors the time, where to park and unload, what you provide (tables, power) and what they bring. Stagger arrivals if the space is tight, and walk the layout before doors open.
Updated
Set the load-in window.
Give vendors enough time to unload, move their vehicle and set up before the doors open, and a deadline after which latecomers wait or lose their spot. Longer, more elaborate booths and food vendors need more time than a simple table.
- State the window and the hard stop in writing, and repeat it in a reminder the day before.
- Stagger arrivals by zone or booth number if the loading area is small.
- If you can get the venue the night before, offer early setup to vendors with bigger builds.
- Say the rule for late arrivals: when you give the booth away and whether the fee is refunded.
Plan parking and the route.
- Tell vendors exactly where to enter, where to unload and where to park afterward.
- Mark the route with signs or volunteers, and keep it clear of other traffic.
- Ask vendors to move their vehicle once unloaded so the lane doesn't back up.
- Keep a spot near the entrance free for shoppers and for accessible parking.
Say what you provide and what vendors bring.
Be specific. Vendors need to know whether tables, chairs, tents, covers, weights and power are included, and whether the ground is level. If you don't provide something, say so in the application, not on the morning of the event.
- Tables and chairs: provided or bring your own, and what sizes.
- Tents: required, allowed or not allowed indoors, and how to weight them.
- Electricity: whether any is available, how much, and whether vendors bring their own cords.
- Booth boundaries and numbers, so each vendor knows exactly where to set up.
Check vendors in as they arrive.
- Send a load-in email a few days before with time, route, parking, booth number and a contact number.
- Staff a vendor check-in point near the entrance with the list and a map.
- Confirm each vendor, hand over any wristband or sign, and point them to their booth.
- Before doors open, walk the aisles for blocked exits, power cords and booths that spill into the aisle.
Send the details and keep the layout.
- Set up automatic emails to vendors before the event with load-in details.
- Lay out your venue and assign vendors to booths on a map.
- Message every vendor at once if the plan changes.
Common questions.
When should vendors load in for a one- or two-day market?
Open the window early enough for a careful setup before doors, with a hard stop before the first shoppers arrive. Stagger arrivals if your loading area is small.
How much setup time should I give vendors?
Give simple tables less time and tents, displays and food setups more. Ask vendors on the application how complicated their setup is.
Should I let vendors set up the day before the show?
If your venue allows it and you can keep the space secure, it helps vendors with large displays. Otherwise stick to a morning window.
Do I need to provide electricity for vendors?
No, but say clearly whether power is available. If it's limited, tell vendors to ask and charge extra for powered booths if you wish.
How do I run an organized load-in and load-out?
Use set windows, a marked route, a check-in point and a rule that vehicles move after unloading. Announce the load-out window too, so no one packs up early.
Keep reading.
Run your next event on bzar.
Free for organizers. Applications, booths, payments, tickets and check-in in one dashboard.