What to do when a vendor cancels or doesn't show.
When a vendor cancels last minute or doesn't show, offer the booth to your waitlist or backup list, close up the layout so there's no gap, and follow the refund terms the vendor agreed to. To prevent repeats, publish a written cancellation policy, take a deposit or non-refundable fee, and send a confirmation message before the event.
Updated
Fill the booth or close the gap.
- Contact the next vendor on your waitlist or backup list, and tell them the booth and arrival time in one message.
- If nobody on the list can come, pick a vendor in the same category who is already attending and offer a better spot or a second booth, if they want one.
- If the booth stays empty, move neighbors or add décor so the aisle doesn't look broken. A planned gap looks better than an accidental one.
- Don't let hopeful vendors turn up unannounced and take the spot. Tell your list that a booth is only theirs once you've confirmed it in writing.
Decide what happens to the booth fee.
Whether a vendor gets money back should come from the policy and agreement they accepted before paying, not from a decision made in the heat of the moment. If you haven't written one, decide the rule now, apply it to everyone, and put it in writing for next time.
A common shape is a refund for early cancellations, a credit or partial refund as the date gets closer, and none for a no-show. Make exceptions on purpose, such as an emergency, and apply the same exceptions to every vendor.
Make no-shows less likely.
- Put the cancellation policy in the application and the agreement, so every vendor has seen it before they pay.
- Take a deposit or a fee that isn't refundable. A vendor with money in is more likely to show up.
- Send a short reminder with load-in details a few days before, and ask vendors to reply to confirm.
- Keep a waitlist warm. Tell waitlisted vendors where they stand so they stay interested.
- Keep a simple record of who cancelled late or missed an event, and use it when you review next season's applications.
Waitlist, reminders and no-show fees in one place.
This guide is general information, not legal or tax advice. Rules differ by city and venue, so confirm the details with the agency or a lawyer.
- Approve, reject or waitlist each application, so a backup list builds itself as vendors apply.
- Set up automatic emails to vendors before the event with load-in details and a confirmation reminder.
- Message a vendor one to one, or send an announcement to all of them.
- Charge vendors later for extras or no-show fees through the same card flow.
Common questions.
What do I do if a vendor cancels last minute?
Offer the booth to your waitlist or backup list, tell them the arrival time, and rearrange neighbors if nobody can take it. Then handle the fee according to the policy the vendor accepted.
Can I keep a vendor's booth fee if they cancel or don't show?
It depends on the policy and agreement the vendor accepted before paying, and on local rules. A clear written policy makes it much easier. If you're unsure, ask a lawyer.
How do I build a backup list of vendors for no-shows?
Waitlist good applicants instead of rejecting them when you're full, tell them they're on a backup list, and keep their contact details and product info handy.
Why do vendors cancel at the last minute?
Common reasons are weak sales at their last event, illness, weather, a clash with another event, or a booth fee that felt too risky. A clear policy, early reminders and honest turnout info all help.
How do I handle vendors who show up the night before hoping for a cancelled spot?
Tell everyone that spots are only assigned by you in writing, and give waitlisted vendors a clear way to ask for a spot. Turn away anyone who arrives without confirmation.
Keep reading.
Run your next event on bzar.
Free for organizers. Applications, booths, payments, tickets and check-in in one dashboard.