You don't need expensive software or a large budget to start organizing vendor events. In fact, you can get started with just a few free tools.
To run a vendor market, you'll need four main things a vendor registration form, a way to collect payments, an event layout or booth map, and a way to communicate with vendors.
If you're organizing your first market, free tools like Google Forms, Canva, and Venmo might be enough.
However, if you're planning to organize multiple vendor markets or turn event organizing into a full-time business, investing in the right tools can save you hours of administrative work.
Here are four tools you'll need to run a vendor event, along with free and paid options.
1. Vendor Registration Forms
One of the first things you'll need is a way for vendors to register for your event.
A vendor registration form allows you to collect important information, such as business names, contact information, products or services being sold, and booth requirements.
If you're just getting started and working with a limited budget, Google Forms is a good option.
It's free, easy to set up, and allows you to collect vendor information in a Google Sheets spreadsheet. You can also customize questions depending on the type of event you're organizing.
However, Google Forms has limitations.
For example, you'll need to manually review applications, track vendor approvals, and organize information across spreadsheets. This might not be a problem when you're managing 10 vendors, but it can become time-consuming when you're managing 50 or more.
If you're organizing multiple events, you might want to consider vendor management software like Marketlly.
Marketlly allows you to create custom vendor applications, manage multiple markets, review applications, and keep vendor information organized in one dashboard.
You can also automate application follow-ups and status updates instead of handling everything manually.
2. Collect Payments From Vendors
The second tool you'll need is a way to collect vendor booth fees.
If you're organizing a small event, you can start by accepting payments through PayPal, Venmo, or Cash App.
These options are relatively easy to set up, and many vendors are already familiar with them. Just make sure you're using the appropriate business payment options and understand any applicable fees.
However, collecting payments separately from vendor applications creates additional administrative work.
For example, you'll need to figure out which vendors have paid, which payments belong to which applications, and who still owes money.
This becomes especially difficult when you're managing multiple events.
Marketlly uses Stripe to collect vendor payments, allowing organizers to manage applications and payments from the same dashboard.
You can collect payments during registration or after approving a vendor's application.
This is especially helpful for markets that review applications before accepting vendors. Instead of collecting money from every applicant and issuing refunds to vendors who aren't accepted, you can request payment after approval.
Marketlly also offers a free plan with a 3% transaction fee and a Growth plan for $30 per month with a 1% transaction fee.
3. Booth Mapping and Event Layout
Another important tool you'll need is a way to create your event layout.
A booth map helps you organize where vendors will be located, how booths are arranged, and where important areas of your event will be.
For smaller markets, Canva is a free option.
You can upload an image of your event location, add shapes to represent booths, and label each space with a vendor's name or booth number.
The downside is that you'll need to make changes manually.
For example, if a vendor cancels or you need to move several booths around, you'll have to edit your map and send the updated version to vendors.
If you're organizing larger or recurring markets, dedicated booth mapping software can make this process much easier.
Marketlly includes an interactive booth mapping tool that allows you to create booth layouts, assign vendors to spaces, and make changes as needed.
You can also publish your booth map and share it with vendors so they know exactly where they're supposed to set up.
This is particularly helpful for markets with dozens of vendors or events where booth assignments change frequently.
4. Email and Text Messaging
Finally, you'll need a way to communicate with vendors before, during, and after your event.
Communication is especially important when you're organizing outdoor markets, where weather conditions, setup instructions, and last-minute changes can affect everyone.
If you're using Google Forms, you can collect vendor email addresses and phone numbers, then contact vendors individually.
You can also create a WhatsApp group or use your regular email account to send updates.
These options work well when you're managing a small number of vendors.
However, when you're managing larger markets, sending individual messages can take up a significant amount of time.
Marketlly includes built-in SMS messaging, allowing you to contact vendors without having to manage separate contact lists.
For example, if rain is expected and you need to change the setup time, you can send vendors an update rather than contacting everyone individually.
You can also use automated workflows to handle application follow-ups and status updates.
Having your vendor information and communication tools in one place makes it easier to manage your events.
You Don't Need Expensive Event Management Software
If you're organizing your first vendor event, don't feel like you need to spend hundreds of dollars on software.
You can start with Google Forms for registration, PayPal or Venmo for payments, Canva for booth mapping, and email or WhatsApp for vendor communication.
These tools are enough to get your first event organized.
But as your market grows, managing applications, payments, booth assignments, and vendor communication across several different platforms can become a lot of work.
That's when using dedicated vendor market management software makes sense.
Marketlly brings vendor applications, payments, booth mapping, and vendor communication into one platform. You can manage multiple events, add team members, and automate repetitive administrative tasks.
Best of all, you can get started for free.