Craft Fair Vendor Application Form Template

A craft fair is juried on one question a general vendor form never asks: did the person selling it make it. This template puts that first, then collects the things that decide a pitch — product categories and price range for the mix, marquee, table and power needs for the layout, and a public liability insurance expiry date rather than another yes or no. No money changes hands on this form; applicants choose a pitch size and the organiser confirms places and fees afterwards.

Use this template

Last updated 21 August 2026

Fields in this template

Business or Maker Namerequired
Contact Namerequired
Email Addressrequired
Phone Numberrequired
Website or Online Shop
Social Media Handle
Who makes what you sell?required
I design and make everything myself · I design and make most of it, with some bought-in components · I make some items and buy in others to resell · Everything I sell is bought in for resale
What do you make, and how do you make it?required
Product Categoriesrequired
Jewellery · Ceramics and pottery · Textiles and fibre · Woodwork · Glass · Candles and soap · Art, prints and illustration · Paper and stationery · Leather · Home and interiors · Bath and beauty · Preserves, baking and confectionery · Children and baby · Vintage or upcycled · Other
If you selected Other, what is it?
Price Range — Lowest and Highest Priced Itemrequired
Where does the bulk of your range sit?
Entry level — impulse buys · Mid range · Premium — considered purchases · Spread evenly across all three
Link to Product Imagesrequired
Pitch Size Wantedrequired
Half table · Single table (about 6 ft) · Double table (about 12 ft) · 3m x 3m outdoor pitch — own marquee · 6m x 3m outdoor pitch — own marquee · Not sure — please advise
Do you bring your own marquee or gazebo?required
Yes — 3m x 3m · Yes — larger than 3m x 3m · No — I am applying for an indoor pitch · No — I need a covered pitch provided
Table and Chair Needsrequired
I bring my own table and chairs · I need a table provided · I need a table and chairs provided · No table — my display is freestanding
Do you need mains power?required
No · Yes — one socket, low draw such as lighting or a card reader · Yes — higher draw such as heating, a kettle or machinery
What will the power run, and roughly what does it draw?
Public Liability Insurancerequired
Yes — in force and valid on the fair date · Yes — but the policy expires before the fair date · Not yet — I will arrange cover if I am accepted · No, and I do not intend to arrange it
Public Liability Insurance Expiry Date
Trading Licence or Local Authority Registrationrequired
Not required for what I sell · Yes — I hold a current one · Applied for, waiting for a decision · Not sure — please advise
Previous Fairs and Markets You Have Traded At
Days or Sessions You Are Applying Forrequired
Friday · Saturday · Sunday · All days
Pitch Preferences or Access Needs
Anything Else the Organisers Should Know
Terms Acknowledgementrequired
I have read the trader terms, and I understand that sending this application does not reserve a pitch until the organisers confirm my place in writing.
Promotion Permission
The organisers may use my business name and product images to promote the fair

Who uses this template

Craft fair and artisan market organisersChristmas and seasonal market committeesVillage hall and community fair volunteersMakers markets and independent retail pop-upsArt fair and open studio coordinatorsSchool and PTA fundraising fair teamsTown centre and BID event managersChurch and charity bazaar organisers

About this template

A craft fair application is a jury form wearing a booking form's clothes. The organiser is not simply allocating space; they are choosing a line-up. Too many jewellers and the fair reads thin. All premium pricing and nobody buys. One reseller of imported goods among thirty makers and the makers notice, complain, and do not come back. So the questions that matter are the ones that let a panel judge the mix — what you make, whether you made it, what it costs, and what it looks like — and only then the ones that let a coordinator draw a floor plan.

That is why the handmade question here has four answers instead of two. "Do you make your own products, yes or no" collapses the interesting middle: the maker who throws their own pots but buys glazes, the illustrator who designs prints and has them produced, the seller who makes half the range and fills the table with bought-in stock. Publish your own rule in the trader terms, then let this field sort applicants against it. The same logic drives the insurance question. Most vendor forms ask whether you carry public liability cover and accept a yes. A yes given in February is worth nothing at a fair in November, which is why this template asks for the expiry date as well — the commonest reason an accepted stall is turned away on setup morning is a certificate that quietly ran out in between.

The fee question comes up on every craft fair form, so it is worth being direct. formformform has no payment field of any kind, and this template does not take a booth fee, a deposit or a jury fee. What it does is record which pitch size the applicant wants, so that when you offer them a place you already know what to invoice for. Money moves through whatever you use now — bank transfer, an invoice, a card link, cash on the day. Keeping the application and the payment separate is also better practice for a juried fair: you should not be holding a maker's money before you have decided whether to accept them.

14 form ideas you can build with this template

Christmas Craft Market Vendor Application

Select makers for a seasonal market where the price mix matters as much as the categories, with pitch and power needs collected for a two-day indoor layout.

Artisan Makers Market Application Form

Run a strictly handmade market where the four-way maker declaration is the acceptance gate and resellers are filtered before the panel meets.

Village Hall Craft Fair Stall Application

A volunteer-run fair with a fixed number of tables, where table provision and access needs decide the floor plan more than anything else.

Open Studios Exhibitor Application

Collect maker process descriptions and image links for a juried trail, with public liability status recorded for the venues on the route.

School Fundraising Fair Stallholder Form

Take stall applications from local makers and parents, with insurance status and licence questions kept plain for people who have never traded before.

Independent Retail Pop-Up Application

Select brands for a short-run pop-up shop, using price banding and product categories to build a coherent floor rather than a jumble.

Art Fair Stand Application Form

Gather medium, process and portfolio links from artists, with marquee and hanging needs asked separately from stand size.

Vintage and Upcycled Market Application

A fair where the reseller answers are the accepted ones, showing how the same declaration field works with the rule inverted.

Charity Bazaar Stallholder Application

Recruit stallholders for a fundraising bazaar, recording pitch size and power needs while the donation or fee arrangement is handled separately.

Town Centre Makers Fair Application

An outdoor fair on a surface that cannot be staked, where the marquee question and weights guidance in the terms do the real work.

Craft Collective Seasonal Rota Application

Take applications across several dates using the day checkboxes, so a collective can build a rota from one round of applications.

Wedding Fair Maker Stand Application

Select stationers, florists and favour makers for a wedding fair, using price banding to keep the stand mix accessible to the audience.

Museum or Gallery Shop Pop-Up Application

Invite makers to apply for a temporary retail space, where the process description and images matter more than the pitch logistics.

Farmers Market Craft Section Application

A craft aisle inside a produce market, run as a separate juried application from the food and farm stalls alongside it.

What's included

A four-way handmade declaration — made by me, mostly made by me, part-made part-resale, all resale — instead of a free-text description a jury has to interpret

Public liability insurance asked as a status plus an expiry date, so a policy that lapses before fair day is visible at application time

Marquee, table and power asked as three separate questions, because a maker with their own gazebo and a maker who needs your table are different layout problems

Product categories as a checkbox so organisers can cap how many stalls sell the same thing

Price range and where the bulk of the range sits, for balancing impulse buys against considered purchases

A product image link with instructions on sharing settings, plus a note on adding an editor Upload field if you would rather receive files

Pitch preferences and access needs collected in the same field but flagged as different obligations

No payment field anywhere — the form records the pitch chosen, the organiser handles the fee

Free with unlimited applications, so a fair with 200 applicants costs the same as one with 20

How to create a craft fair vendor application form

1
Click "Use this template" to load the craft fair vendor application into your free formformform account.
2
Write your trader terms first and link them from the opening paragraph — the handmade rule, the pitch sizes and their fees, the insurance minimum, the setup and pack-down times, and your cancellation policy.
3
Replace the pitch size options with the sizes you actually offer, and the day checkboxes with your real dates.
4
Edit the product categories to the ones you admit, and decide in advance how many stalls per category you will take.
5
Change the price range placeholder to your local currency.
6
Decide whether you check insurance certificates. If you do, add a field in the editor for the insurer and policy number and ask the makers you accept for it, rather than collecting it from every applicant; if you do not, delete the expiry date field too rather than collecting data you will not look at.
7
Add an Upload field in the editor if you would rather makers send product photographs directly than link to a gallery — uploads are limited to 2 MB per file, so ask for two or three images rather than a portfolio.
8
Add conditional logic in the editor if you want the power detail field to appear only after someone answers yes; the template ships flat because the generator cannot store branching.
9
Turn on end-to-end encryption before you publish if you would rather the insurance and contact details were not readable in your account — it is per form, opt-in, and it freezes once the first application arrives, so decide before you open applications.
10
Test the form by applying as a fictional maker, then check the response actually contains what a panel needs to make a decision.

Best practices for your craft fair vendor application form

Publish your handmade rule before you open applications. Makers will accept a strict rule and resent a vague one applied unevenly, and the four-way declaration only works if applicants know which answers you accept.

Ask for the insurance expiry date, not just whether cover exists. A policy valid on the day someone applies is not evidence of a policy valid on the day of the fair.

Cap categories rather than accepting on a first-come basis. A fair with eleven candle stalls has already failed for the candle makers, whatever the total application count looks like.

Say what a pitch costs in the trader terms, in the same place you say what size it is. Applicants who find out the fee after acceptance withdraw, and a withdrawal three weeks out is an empty pitch.

Treat pitch preferences and access needs as different obligations even though they share a field. A corner pitch is a nice-to-have; level access and help unloading are not.

Ask for a link to images rather than attachments if your panel reviews on a phone, and check the link opens before you reject anyone for thin evidence.

Reply to unsuccessful applicants too, and reply early enough that they can apply elsewhere. Craft fair circuits are small and organisers who go silent get talked about.

Collect only the compliance evidence you will actually check, and collect it at the point you check it. That is why this form asks for insurance status and an expiry date and stops there

a policy number you never verify is a data protection liability with no upside, and it is a one-field addition for the makers you accept.

Confirm acceptances in writing with the pitch size, the fee, the setup window and the day, then treat that message as the booking

this form is the application, not the contract.

Re-open the same form for next year rather than building a new one, and add a question about whether they traded with you before so returning makers are easy to spot.

Frequently asked questions

Can this form take the booth or pitch fee?

No. formformform has no payment field — the only payment processing in the product is subscription billing for your own account, and nothing a respondent fills in can charge them. What this form does is record which pitch size the applicant wants, so that when you offer a place you already know what to invoice. Take the fee through whatever you use now: an invoice, a bank transfer, a card payment link in your acceptance email, or cash on setup day. For a juried fair that separation is a feature — you should not be holding a maker's money before you have decided whether to accept them.

How is this different from the general Event Vendor Registration Form?

The general form is built for markets, fairs and festivals of any kind, so it asks about vendor category, booth size, permits and insurance in a way that suits a food trader and a craft seller equally. This template is built around jurying: it asks who makes the goods across four answers, what the price range is, and for a link to product images, because those three things are what a craft fair panel actually decides on. It also drops the health permit question entirely and asks for an insurance expiry date rather than a yes or no. If you run a mixed market with food and crafts side by side, use the general form; if you are selecting makers, use this one.

Can makers upload photographs of their work?

Not as the template ships, because the template generator cannot create upload fields — but formformform does support them. Clone the template, add an Upload field in the editor, and makers can attach images directly at up to 2 MB per file, encrypted along with everything else if the form has encryption switched on. The template asks for a link by default because most makers already have a shop or an Instagram grid, and a link costs a panel one click.

Why ask for an insurance expiry date instead of just yes or no?

Because a yes has a shelf life. Applications for a November fair often arrive in June, and a policy that was in force in June may not be in force in November. Asking for the date lets you sort applicants by whose cover expires before the event and chase only those people, instead of re-asking everyone or discovering the problem at the gate.

Do I need a separate form for food stalls at my craft fair?

Yes, if they are selling food to eat on site. Prepared food brings a different set of checks — food hygiene rating, allergen handling, gas safety, water and waste — that have no place on a form aimed at makers. Use the food vendor application form for those traders and this one for everybody else. Sealed preserves, baking and confectionery sold to take away sit in between; decide which side you want them on and say so in your terms.

Can I make the application appear differently for indoor and outdoor pitches?

Not as it ships. The generator writes every field flat, so nothing here arrives with conditional logic even though the editor supports it. Clone the template and add the branching yourself — showing the marquee question only for outdoor pitch sizes takes a couple of minutes in the editor.

Is an application through this form a confirmed booking?

No, and the acknowledgement checkbox says so in the applicant's own words. Sending the form puts a maker in front of the panel. The booking is the message you send back confirming the pitch, the day, the size and the fee. Keeping that boundary explicit is what stops a maker turning up on setup morning with a table and no space.

How many applications can I collect?

As many as you get. formformform does not price by response, so a fair that attracts three hundred applications costs the same as one that attracts thirty. Responses stay in your account for you to export, and you can turn on optional end-to-end encryption per form if you would rather the contact and insurance details were not readable at rest — decide that before you publish, because encryption freezes once the first response arrives.