Vendor load-in guide

Plan before you write to vendors

• Plan arrival windows: spread vendors across staggered load-in windows so the unloading area never backs up. Give larger setups or those needing more help an earlier window.
• Assign booths first: decide each vendor's booth number and size, then match it to a window, so every vendor knows exactly where to go.

Confirm the venue details

• Venue address and the exact check-in spot.
• Unloading routes: where vendors may drive, stop and unload, and how long they may stay.
• Parking: where vendors park once unloaded, and where helpers and customers park.
• Accessible access: step-free routes, accessible entrances and wide enough aisles between booths.
• Clear emergency routes: keep exits, aisles and fire access unblocked, and tell vendors not to place displays or vehicles in them.

Tell vendors what they need to know

• Event hours, including when vendors must be set up and when they may start packing down.
• Equipment provided, such as tables, chairs or power, and what each booth gets.
• What to bring: display fixtures, signage, payment tools and any required tent weights for outdoor booths.
• A day-of contact: a name and phone number that someone answers on the day.

Explain load-out and weather

• State when load-out may begin and how vehicles will be brought back in.
• When the event is outdoors or partly outdoors, explain your weather arrangements: what happens in wind, rain or heat, and how vendors will hear about changes.

Event-day checklist

• Send instructions in advance, and ask vendors to flag questions before the day.
• Brief your helpers or volunteers on the plan, routes and who to call.
• Mark each booth clearly with its number before vendors arrive.
• Check in vendors as they arrive and record any no-shows.

Sample arrival message

Adapt this and replace every [bracketed] part.

Subject: Load-in details for [Event Name], [Event Date]

Hi [Vendor Name],

We're looking forward to having you at [Event Name] on [Event Date]. Here is what you need for load-in.

Address: [Venue Address]
Your booth: [Booth Number], [Booth Size]
Load-in window: [Load-In Window]
Unloading and parking: [Unloading and Parking Instructions]
Event hours: [Event Hours]
Provided: [Equipment Provided]
Please bring: [What to Bring, including tent weights if outdoors]

Please keep aisles and exits clear. If you have any questions, reply to this message before the day.

On the day, contact [Contact Name] at [Contact Phone].

Thank you,
[Your Name]