Vendor load-in schedule.
A vendor load-in schedule gives each vendor a time window and a place to unload, so cars and carts don't jam the entrance. Group vendors into slots by zone or vehicle size, send each their slot ahead of time, and give everyone one info sheet covering parking, unloading, power and check-in.
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The time-slot template.
Copy this into a spreadsheet or your email. Group vendors by zone, by vehicle size or by how much setup they need, then give each group a window that ends before the doors open.
- [Start time] to [End time]: [Group 1, for example vendors with large vehicles or heavy setup]. Enter at [Gate or door].
- [Start time] to [End time]: [Group 2, for example vendors in Zone B]. Enter at [Gate or door].
- [Start time] to [End time]: [Group 3, for example food vendors needing power or inspection].
- [Start time] to [End time]: [Group 4, for example everyone with a table and a bag].
- [Time]: Vehicles out of the loading area and parked at [Parking location].
- [Time]: Booths set up and ready for a walk-through by [Name].
- [Time]: Doors open.
What the vendor loading form should say.
Send this with each vendor's slot. Fill in every line, because the unanswered ones turn into phone calls on the morning of the event.
- Your booth: [Booth number], [Location in the venue], [Size].
- Your load-in window: [Start time] to [End time]. If you can't make it, call [Phone number] before [Time].
- Parking: unload at [Location], then move your vehicle to [Parking location] by [Time]. [Parking cost or permit, if any.]
- Unloading: use [Entrance or route]. Carts and dollies [are / are not] available. Keep [path or fire lane] clear.
- Power: [Outlets are / are not provided]. Bring your own [extension cords, lights, battery packs]. Anything needing more than basic power must be approved by [Date].
- Tables, tents and chairs: [Provided / bring your own]. Tents must be weighted. [Any rules about weights.]
- Check-in: find [Name] at [Check-in location]. Have your [booth confirmation, ID, documents] ready.
- Questions on the day: call or text [Name] at [Phone number].
Make the schedule hold.
- Leave a gap between slots so one late group doesn't push the next one back.
- Put someone at the entrance who knows the schedule and can send early arrivals to wait.
- Ask vendors to unload first and park second. Vehicles left at booths are what block walkways.
- Send the schedule a few days ahead and again the evening before.
- Keep a printed copy of the vendor list and booth map at the check-in table.
Do the same at the end.
Load-out needs a schedule too. Ask vendors to stay until [End time], then let them break down in [order or zones], bringing vehicles in one group at a time once the aisles are clear. Remind them to take all trash and leave their space as they found it.
Keep the list and the messages in one place.
- Message every vendor at once with their load-in details, or one vendor with a question.
- Export your approved vendors as a spreadsheet or PDF to sort into slots and print for check-in.
- Assign vendors to booths on a map, so each slot matches a place.
Common questions.
How do I schedule vendor load-in?
Split vendors into groups by zone, vehicle size or setup time, give each group a window that ends before doors open, and send each vendor their slot and the unloading instructions ahead of time. Keep a buffer between groups.
How long should vendors have to load in?
Long enough for the biggest setup to finish before doors open, plus a buffer. Ask your most complex vendors how long they need, and plan around them. Food vendors and large displays usually need the earliest slots.
What goes on a vendor loading form?
The vendor's booth, load-in window, where to park and unload, what power and tables are provided, who to check in with, and a phone number for the day. Add any rules your venue sets for vehicles and tents.
What if vendors arrive outside their slot?
Decide ahead of time and write it on the sheet. A common approach is to let early arrivals wait in the parking area and let late ones in once the aisles are clear, so the schedule protects the vendors who followed it.
Keep reading.
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