How to track vendor applications
A step-by-step way to use the Vendor Tracking Table from the Fairday Kit, so you always know who applied, who is in, who has paid and who needs a nudge.
1. Copy the full table into a spreadsheet
In the kit, open the Vendor Tracking Table and use Copy. Paste it into cell A1 of a new Google Sheets or Excel file so every column comes across: Vendor Name, Contact Email, Category, Booth #, Status, Fee, Payment, Paid Date, Load-in Time, Insurance / Permit Received and Notes.
2. Replace the example rows
The table includes three example rows (Juniper Pottery, Hollow Oak Candles and Maple & Thread). Delete them, or overwrite them with your own vendors, before you start.
3. Add one vendor per row
Give each applicant their own row. Keeping one vendor per row makes sorting and filtering reliable.
4. Enter contact and category
Fill in the Contact Email and the Category (pottery, candles, textiles and so on) as applications arrive. Categories help you see when a type of booth is full.
5. Record the status
Set Status to one of Applied, Accepted, Waitlist or Declined. Use exactly those words so filters group correctly.
6. Assign booth numbers only when appropriate
Leave Booth # empty until a vendor is accepted and you have chosen a spot. Waitlisted and declined vendors do not need a booth number.
7. Update fee, payment and paid date
Enter the booth Fee, mark Payment as Unpaid or Paid, and add the Paid Date once money has arrived.
8. Track load-in, insurance and permits
Add each vendor's Load-in Time, and note in Insurance / Permit Received whether you have what your event requires. Use Notes for anything else, such as power needs or special requests.
9. Filter to follow up
Turn on your spreadsheet's filter. Show Status = Applied to find applications waiting on a decision, Payment = Unpaid to find reminders to send, or blank Insurance / Permit Received cells to find missing paperwork.
10. Use the kit's messages
When a status changes, send the matching message from the kit: Acceptance, Waitlist or Decline Email, then the Payment Reminder and Load-In emails as needed, and the Thank-You Email afterwards. Replace the [bracketed] parts first.
11. Make a fresh copy for each event
Keep a clean copy of the table as your master. For every new event, duplicate it, clear the vendor rows and start again, so past events stay as a record.
Note: local requirements for permits, insurance and sales tax vary. Check your own city, venue and event rules to see what vendors must provide.