Field guide
Vendor rules that actually get read.
If your vendor rules are five pages and three of them are about indemnification, no vendor has read them. They've signed them. That's different. Here is how to write rules vendors actually use.
The three-page rule
Your vendor rulebook should be three pages. Page one is the agreement. Page two is the day-of expectations. Page three is the FAQ. Anything longer than three pages gets skimmed at best.
What goes on page one: the agreement
- Booth fee + payment terms (when due, refund policy)
- Insurance requirement (we require COI naming you as additional insured)
- Cancellation policy (no-show = forfeited fee, no-refund window)
- Categories you allow (food, drink, prepared, crafts, beauty, etc.)
- What you don't allow (multi-level marketing, political content, unpermitted food, resold mass-produced goods)
What goes on page two: the day-of expectations
- Setup window (e.g. arrival 7-8 AM, no entry after 8:15)
- Booth size + setup requirements (10x10 max, weighted canopy, etc.)
- Tear-down (don't break down before close, even if slow)
- Trash + recycling expectations
- Conduct standards (no yelling, no soliciting other vendors' customers)
- Who to text if something goes wrong (your cell, not "the office")
What goes on page three: the FAQ
Ten honest answers to the questions vendors actually ask. Examples from Sunny's Markets:
- "What if it rains?" — Market happens unless lightning. Bring rain gear.
- "Can I sell something not on my application?" — Ask first via text. Usually yes if it fits your category.
- "Can I bring a helper?" — Yes — introduce them at check-in.
- "Can I sample?" — Yes if food-safe, with permits attached.
- "How are booth assignments made?" — By category clustering and seniority. You can request but not demand.
The four rules that matter most
If you can only enforce four rules, these:
- No-shows forfeit the fee, no exceptions. Otherwise you'll be making exceptions every week.
- Insurance is required. Catch any vendor without it and they cannot set up. The one time you don't catch it is the one time something happens.
- Setup window is firm. Late arrivals throw off other vendors and look chaotic to customers.
- No selling anything not on the application. Otherwise you get a vendor who applied as a baker showing up with essential oils.
How to actually get vendors to read them
Three things in order:
- Make the rulebook a PDF + a web page. People share links faster than they share files.
- In your acceptance email, quote the three rules they most often forget. Don't make them open the PDF.
- At check-in on day one, walk new vendors through the four-rule summary in 60 seconds. Eye contact, smile, then go.