Holiday Bazaar Application Template
A vendor application for school, church, and community holiday bazaars. Eight questions covering seasonal categories, table or booth choice, and a waitlist opt-in, with fees paid by card when vendors apply.
How to write a holiday bazaar vendor application that fills every table
Holiday bazaars run on a short calendar. Vendors book their November and December weekends early, and shoppers expect a room full of gift options, not six candle tables in a row. A good application gets commitments in early, gives you a balanced mix, and leaves you a backup list for the cancellations that always come.
Run early-bird pricing by editing the fee
An early-bird price gives vendors a reason to commit before their calendar fills with other shows. Publish the form at the lower price and put the early-bird deadline in the form description so vendors see it before they apply. When the date passes, open the form and raise the booth fee or the table and booth prices; edits save on their own, and the new price is live right away. The price won’t change on its own, so put the deadline on your own calendar.
Balance the room with seasonal categories
Shoppers come to a bazaar to finish a gift list, so variety sells more than depth. Asking for a category up front tells you whether you have ten candle makers and no one selling baked goods. Set a rough target for each category before applications open, and read the product descriptions before you confirm anyone in a category that’s already full. Rename the categories to match what your community actually makes.
Decide between tables and booths before you publish
School gyms and church halls often work best with rows of 6- or 8-foot tables, while a larger venue may fit 10x10 booths along the walls. Offer only the options your floor plan can hold, and set a price on each one so the fee matches the space. Say in the description whether you supply tables and chairs or vendors bring their own, since that’s usually the first question you’ll get. If booth spots run out before tables do, remove that option from the form.
Keep a waitlist you can actually use
Popular bazaars sell out, and a few vendors usually drop out in the final weeks. The last question asks each applicant whether they want to be on the waitlist if you’re full, so you know who to call when a table opens. Vendors pay when they apply, so decide ahead of time how you’ll handle fees for anyone you can’t place, and say so in the form description. Refunds go out from your own Stripe dashboard. Once you’re full, update the description so late applicants know they’re joining the waitlist.
Create your vendor application in three steps
Customize your questions
Add, remove, or edit questions to fit your market or event. From business details and booth requirements to permits and product images.
Set up vendor payments
Charge for booth spaces. You can create different pricing options for booth sizes or add-ons like electricity, or keep applications completely free. Payments are securely processed and handled through Stripe.
Publish and start accepting vendors
Publish your form and share it on your website, social media, email, or anywhere you recruit vendors. Vendors can apply and pay from their phone, and you can track every submission from your dashboard.
About this template
If your market needs something more specific, there is probably a closer starting point.
Browse all templatesDoes this work for a school or church bazaar?
Yes. It’s written for one-day bazaars run by PTAs, church committees, and community halls. Vendors pay by card through Stripe into your own connected account, and vendorapplication.com takes no cut, so the fee goes to your cause minus Stripe’s processing fee.
How do I offer an early-bird price?
Publish the form at your early-bird price and note the deadline in the form description. After the deadline, edit the booth fee or the table and booth prices. The change goes live as soon as it saves. Prices don’t switch automatically, so set yourself a reminder.
What happens when every table is taken?
You can leave the form open to build a backup list. The waitlist question tells you who wants a call if a spot opens. If you’d rather not charge waitlist applicants, remove the fee once you’re full and collect payment separately when you place someone.
Do vendors need to collect sales tax at a holiday bazaar?
Often, even at a one-day charity event, but the rules vary by state and sometimes by city. Check your state’s sales tax rules and tell vendors what’s expected in the form description. If your venue requires a seller’s permit, add a short-text question for the number.