# The vendor event checklist.

Plan a vendor event backwards from the day: book the venue and permits months ahead, open vendor applications early, promote in the final weeks, and confirm logistics the week of. Use the timeline below and move the dates to fit your event.

_Updated 2026-10-10._

## Lock the basics.

- Pick a date and book the venue.
- Check permits and insurance with your city or county.
- Set a budget and your booth fees.
- Draw your booth layout.

## Recruit vendors.

- Open vendor applications and post a vendors wanted flyer.
- Review applications and approve your vendor mix.
- Collect booth fees, insurance certificates and signed agreements.

## Fill the room.

- Open ticketing or RSVPs if you track attendance.
- Share the vendor lineup and tag vendors so they share it too.
- Confirm rentals, signage, volunteers and parking.

## Confirm everything.

- Send vendors load-in times, booth numbers and parking.
- Print a vendor check-in sheet and the booth map.
- Test check-in on your phone.

## Close it out.

- Thank vendors and attendees, and share photos.
- Ask vendors how sales went.
- Announce your next date while people are still excited.

## Related

- [Automate the emails](https://bzar.app/features/email-automations)
- [Vendor check-in sheet](https://bzar.app/templates/vendor-check-in-sheet)