Booth assignments shape how a craft fair feels: where shoppers walk, which vendors get noticed, and whether neighbors complement or compete with each other. A clear process also saves you from last-minute disputes. Here’s a practical way to do it.
1. Map your space first
Get a floor plan of the venue (or measure it yourself) and mark everything that can’t move: entrances, exits, fire lanes, restrooms, pillars and power outlets. Check the venue’s and local fire code requirements for aisle widths before you draw a single booth.
2. Decide booth sizes and prices
Pick a standard booth size (for example 10×10 ft) and a few variations, such as a double or corner booth.
Price premium spots — corners, booths near the entrance, booths with power — higher than standard ones.
Write down exactly what each booth includes: tables, chairs, electricity, Wi-Fi.
3. Collect applications with the details you need
Ask every vendor for their business name, contact information, what they sell, photos of their products, booth size wanted, and any needs such as electricity or a corner spot. Set an application deadline and stick to it.
4. Curate your vendor mix
Shoppers enjoy variety. Before accepting vendors, sort applications by category (jewelry, candles, pottery, food, art) and limit how many of any one category you accept so no single type dominates.
5. Assign booths with a few simple rules
Place vendors who need power at booths that have it.
Spread similar vendors apart so they aren’t side by side.
Put strong draws (food, popular returning vendors) toward the back so shoppers walk past other booths.
Give returning vendors the option to keep their spot if your policy allows it — and state that policy in writing.
6. Confirm, publish and plan load-in
Send each vendor their booth number, a map, load-in and load-out times, parking details and your rules. Publish a vendor map for shoppers, too. On event day, keep a printed copy of the map and a contact list at the check-in table.
Quick checklist
Floor plan with fixed obstacles and aisle widths
Booth sizes, prices and what’s included
Application form and deadline
Category limits for a balanced mix
Assignments, confirmations and a public map
Load-in schedule and day-of contact list
About Gathering Pilot: Gathering Pilot is event planning software in development for conventions, weddings and craft fairs — guest lists, ticketing and badges, vendor and booth management, schedules, budgets, seating, and mobile apps for organizers and attendees. Join the waitlist to hear when it’s ready.