What Vendor Rules and Regulations Are
Vendor rules and regulations, sometimes called vendor guidelines or vendor policies, tell every vendor how your market runs: when to arrive, what they can sell, what they must bring and what happens if they don't follow the rules. They are what your staff point to at 6 a.m. when a van is parked in the fire lane.
| Document | What it does | When vendors see it |
|---|---|---|
| Vendor application | Collects who the vendor is, what they sell and what they need | Before you accept them |
| Vendor agreement | The contract: space, fees, refunds, insurance, liability | When they are accepted and pay |
| Vendor rules and regulations | Day-to-day operating rules the agreement requires vendors to follow | Before they apply, and again when they book |
| Load-in instructions | This event's arrival times, entrance and space number | About a week before the event |
Our vendor agreement template is the contract and refers to a rules document; this page is that rules document. The vendor application form template covers what to ask before you accept anyone.
What to Include
| Section | What it settles | Common detail |
|---|---|---|
| Setup and teardown | When vendors arrive, set up and leave | Arrival windows by row, vehicles out before opening, no early breakdown |
| Booth conduct | How vendors behave and run their space | Staffed at all times, stay inside the space, no selling in aisles, noise limits |
| Products | What may and may not be sold | Only approved products, handmade or producer-only rules, prohibited items list |
| Pricing and sales tax | Who handles tax and price display | Vendor holds a seller's permit and collects tax; prices clearly displayed |
| Permits and insurance | Which documents are required and when | Health permits for food, business license if required, liability insurance and a certificate |
| Tents and weights | How canopies are secured | Weights on every leg, no stakes on pavement, fire-rated canopy where required |
| Food safety | Rules for food and sampling | Health permit displayed, handwashing, temperature control, sampling rules |
| Electricity | Who supplies power and how it is used | Only paid power used, outdoor-rated cords, cords covered, generator rules |
| Cancellations and refunds | What happens if a vendor cancels or doesn't show | Refund schedule from the agreement, no-show policy |
| Weather | Rain, heat, wind and closures | Rain or shine, who decides to close, refunds or credits |
| Violations | How breaches are handled | Warning steps, immediate removal for safety breaches, no refund on removal |
Keep refund amounts and insurance limits in one place, the agreement, and have the rules point to it. Two documents that state different refund dates create an argument you will lose.
Products, Permits and Sales Tax
Write products rules for the market you want, then list the exceptions plainly. Most disputes are about whether something counts as handmade, local or resale.
- Vendors sell only the products and categories approved in their application; new products need approval first
- Define your terms: handmade, producer-only, local (for example, within a set number of miles) and resale
- List prohibited items, commonly counterfeit goods, weapons, recalled products, illegal goods and anything the site owner bans
- Say whether vendors may sell items the market's sponsors or food vendors have exclusive rights to, such as drinks
- Reserve the right to ask a vendor to remove a product from display
Insurance, Tents, Food Safety and Electricity
- Insurance: state whether liability insurance is required, the minimum amount, who must be named as additional insured and the deadline for the certificate; our vendor certificate of insurance guide explains what to ask for
- Tents: canopies weighted on every leg, commonly 25 to 40 pounds or more per leg, with no stakes on pavement or where utilities are buried
- Fire safety: fire-rated canopies, extinguishers for cooking vendors and clearance around heaters if your fire department requires them
- Food safety: health permit displayed, handwashing station where required, food held at safe temperatures, samples covered and served with utensils or toothpicks
- Electricity: only vendors who paid for power use it, outdoor-rated cords, no daisy-chained power strips, cords covered where they cross walkways
- Generators: allowed or not, quiet models only, placement and fuel storage as the fire department requires
Say who checks: for example, the market manager walks every row before opening to check weights, cords and extinguishers, and a vendor who fails the check doesn't open until it's fixed.
Copy-Ready Vendor Rules and Regulations Template
[MARKET NAME] VENDOR RULES AND REGULATIONS [SEASON OR EVENT DATES] | Last updated: [DATE] These rules apply to every vendor at [MARKET NAME] and form part of the vendor agreement. By booking a space you agree to follow them. Questions: [MARKET MANAGER NAME], [EMAIL], [PHONE]. 1. SETUP AND TEARDOWN 1.1 Arrival: Vendors arrive during their assigned window, [TIME] to [TIME], through the vendor entrance at [LOCATION]. Arrivals after [TIME] may lose their space without refund. 1.2 Vehicles: Unload at your space, then move your vehicle to vendor parking at [LOCATION]. All vehicles must be out of the market area by [TIME]. 1.3 Ready time: Your space must be set up and staffed by [TIME], [MINUTES] minutes before opening. 1.4 Teardown: No packing up before close at [TIME], unless the market manager approves it for an emergency or unsafe weather. Vehicles may not re-enter the market area until the market manager says shoppers are clear. 1.5 Leave it clean: Remove all trash, packaging and display materials. Spaces must be clear by [TIME]. 2. YOUR SPACE AND CONDUCT 2.1 Your space is [SIZE, e.g. 10x10 ft]. Your canopy, tables, displays, weights and signs must stay inside it. Do not use the aisle. 2.2 Your space must be staffed during all market hours. 2.3 You may not sublet, share or swap your space without written approval. 2.4 No selling, flyering or calling to shoppers from the aisles. 2.5 Keep music and demonstrations to a volume that doesn't disturb neighbors. The market manager decides what is too loud. 2.6 Treat shoppers, staff, volunteers and other vendors with courtesy. Harassment, threats or abusive language are grounds for immediate removal. 2.7 Smoking and vaping only in [DESIGNATED AREA / NOT PERMITTED]. Pets only if [POLICY]. 2.8 The market may assign or move spaces for safety, layout or category balance. 3. PRODUCTS 3.1 Sell only the products approved in your application. Ask the market manager before adding new products. 3.2 [HANDMADE / PRODUCER-ONLY / LOCAL RULE, e.g. All products must be made, grown or substantially altered by the vendor. Resale is not permitted.] 3.3 Prohibited: [LIST, e.g. counterfeit or trademark-infringing goods, weapons, recalled products, live animals, alcohol without the required license, anything illegal to sell locally]. 3.4 The market may ask you to remove any item from display. 4. PRICES, PERMITS AND SALES TAX 4.1 Display prices clearly. 4.2 You are responsible for your own seller's permit or sales tax registration and for collecting and paying any sales tax due. [OPTIONAL: Display your seller's permit / provide its number on your application.] 4.3 You are responsible for any business, health, cottage food or other license your products require, and for displaying permits where required. 4.4 The market may ask to see any permit at any time and may close your space until it is provided. 5. INSURANCE 5.1 [Liability insurance is required / recommended.] Minimum coverage: [AMOUNT] per occurrence, naming [ORGANIZER] [and SITE OWNER] as additional insured. 5.2 Send your certificate of insurance by [DATE]. Vendors without a valid certificate may not set up. 6. TENTS AND WEIGHTS 6.1 Every canopy leg must be weighted with at least [WEIGHT, e.g. 40 lb] at all times from setup to teardown. Stakes are [NOT PERMITTED / PERMITTED ONLY IN GRASS AREAS]. 6.2 Canopies must be [FIRE-RATED / MEET FIRE DEPARTMENT REQUIREMENTS]. 6.3 The market manager will check weights before opening. Spaces without weights may not open. 7. FOOD AND SAMPLING 7.1 Food vendors must hold and display the health permit required by [HEALTH DEPARTMENT]. 7.2 Follow the health department's rules on handwashing, temperature control, food handling and sampling. 7.3 Cooking vendors must keep a [TYPE] fire extinguisher in their space and follow fire department rules for grills, fryers and fuel. 7.4 Dispose of grease and grey water only at [LOCATION]. Never in drains or on the ground. 8. ELECTRICITY AND GENERATORS 8.1 Only vendors who have paid for power may use it. Power is [AMPS] per space unless you ordered more. 8.2 Bring your own outdoor-rated, grounded extension cord of at least [LENGTH]. No daisy-chained power strips. 8.3 Cords crossing a walkway must be covered or taped down. 8.4 Generators are [NOT PERMITTED / PERMITTED ONLY IF QUIET-RATED, PLACED AT LOCATION, AND APPROVED IN ADVANCE]. 9. CANCELLATIONS, REFUNDS AND NO-SHOWS 9.1 Cancellations must be sent in writing to [EMAIL]. Refunds follow the schedule in your vendor agreement. 9.2 Vendors who don't attend without notice forfeit their fees and may not be accepted for future dates. 9.3 Fees are not refunded for removal under section 11. 10. WEATHER 10.1 The market runs rain or shine unless the market manager closes it for unsafe conditions. 10.2 Decisions to cancel or close are made by [NAME OR ROLE] and sent by [TEXT / EMAIL / SOCIAL] by [TIME]. 10.3 If the market is cancelled or closes early: [REFUND / CREDIT / NO REFUND, MATCHING THE AGREEMENT]. 10.4 In high wind, you may be asked to lower or remove your canopy. Follow staff instructions straight away. 11. VIOLATIONS 11.1 First breach: a verbal warning from the market manager. 11.2 Second breach: a written warning. 11.3 Further breaches: removal from the market and possible exclusion from future dates. 11.4 Immediate removal, without warning or refund, for: unsafe tents or electrics not corrected when asked, prohibited products, selling without a required permit, or abusive or threatening behavior. 11.5 The market manager's decision on the day is final. Appeals in writing to [EMAIL] within [NUMBER] days. I have read and agree to follow the [MARKET NAME] vendor rules and regulations. Business name: ____________________ Name: ____________________ Signature: ____________________ Date: ____________________
How to Enforce Vendor Rules
A rule that is only sometimes enforced is a rule vendors learn to ignore. Decide in advance how you will handle each kind of breach, and apply it the same way for a first-year vendor and a vendor who has been coming for ten years.
| Breach | Example | Typical response |
|---|---|---|
| Minor | Display creeping into the aisle, late setup, loud music | Verbal warning and fix on the spot; note it in the vendor list |
| Repeated | Same minor breach on a second market day | Written warning by email the same day |
| Serious | No weights after being asked, cords across a walkway, selling unapproved products | Space closed until fixed; removal if not fixed |
| Immediate removal | Prohibited or counterfeit goods, no required permit, threats or harassment | Removed without refund; decision recorded in writing |
- 1
Name Who Decides
Name the market manager on the day in the rules, and give them the authority to decide. Vendors argue less when they know who decides.
- 2
Check Before You Open
Walk every row before opening with a short checklist: weights, cords, aisles clear, permits displayed, extinguishers where required.
- 3
Write It Down
Log each warning in your vendor list with the date and what happened. Next season's acceptance decisions should rest on that record, not memory.
- 4
Talk, Then Act
Speak to the vendor privately, state the rule and what needs to change, and give a time to fix it. Don't argue in front of shoppers.
Getting Vendors to Read and Accept the Rules
- 1
Publish Before Applications Open
Link the rules from your call for vendors and your application, so vendors know them before they pay an application fee.
- 2
Get Acceptance at Booking
Ask vendors to accept the rules in the same step as booking or paying, and keep a record of who accepted and when.
- 3
Repeat the Key Rules Before the Event
Repeat the five rules that cause the most trouble on the day, usually arrival times, vehicles out, weights, staying in your space and no early teardown, in the load-in email.
- 4
Version the Rules
Put the date at the top and list what changed at the start of each season, so returning vendors don't miss a new rule.
The acceptance, load-in and weather emails in our vendor email templates already point to a rules document; link this one. For a layout that makes the rules easier to follow, such as a clear fire lane and a one-way load-in route, see our vendor market layout guide.
Adjusting the Rules for Your Market Type
| Market type | Rules to add or tighten |
|---|---|
| Farmers market | Producer-only and local definitions, farm inspections, cottage food rules, sampling, SNAP or market currency if you offer it |
| Craft fair | Handmade definition, jury approval of new products, no resale or imports, booth display standards |
| Flea market | Prohibited items list, secondhand dealer rules where they apply, daily versus reserved stall rules, vehicle rules |
| Holiday market | Cold-weather setup and heater rules, extended hours, decoration and lighting rules, multi-day security |
| Festival vendor area | Exclusive drink or food categories, generator rules, wristbands or vendor passes, restocking times |
For a single-date holiday market, our post on how to plan a holiday market covers the planning around these rules, and our pop up market guide covers short, one-off markets.
Vendor Rules Mistakes to Avoid
- Copying another market's rules without checking local permit, tax and fire requirements
- Putting refund amounts in both the rules and the agreement, and letting them drift apart
- Writing rules no one checks, such as tent weights, then enforcing them only after an accident
- Leaving out what happens on a breach, so every removal turns into a negotiation
- Publishing the rules only after vendors have paid
- Burying the five rules that matter on the day in a long document with no headings
