Pop-Up Vendor Application Template
A pop-up vendor application for pop-up markets, shop takeovers, and brand pop-ups in retail spaces, breweries, and cafes. Nine questions cover the brand, its Instagram or website, what it sells, its look, the display it brings, and the dates it can make, with the vendor fee paid by card when a brand applies.
How to write a pop-up vendor application and curate your lineup
A pop-up is small on purpose: a few racks and tables in a shop, brewery, or cafe for a day or a weekend, with shoppers who came because the lineup looked good online. Every brand you accept shapes that first impression, so your pop-up vendor application should show you each brand’s look, its footprint, and the dates it can commit to.
Curate by brand fit first
Pop-up shoppers expect a lineup that feels hand-picked, and one brand that doesn’t match can make the whole room feel random. That’s why the Instagram or website link is required and comes early in the form. Look through a brand’s feed before you read the rest of their answers: the photos, the price points, how they present their work. Decide your theme before applications open and describe it in the form description, like “small-batch home goods and slow fashion” or “gifts under $50 from local makers.” Clear direction brings better-matched applicants and makes your declines easier to explain.
Plan the floor around real footprints
Retail spaces, breweries, and cafes rarely have room for a row of 10x10 tents, so a pop-up floor plan comes down to inches. Measure the room, mark where the outlets are, and work out how many vendors fit once you leave a clear path for shoppers and the host’s own customers. The display question tells you who’s bringing a clothing rack, who needs a full table, and who needs power. Say in the description what each vendor gets, like “one 6-ft table or one rack,” so nobody arrives with a full shelving unit for a corner that fits a stool.
Let vendors bring their own audience
The strongest pop-up promotion usually comes from the vendors themselves. Each brand has followers who’ll show up to see them in person, so make posting part of the deal. Once you’ve picked your lineup, email each vendor yourself with a promo graphic, the event hashtag, the venue’s handle, and a date to post by. Ask them to tag the host and each other. Many organizers say in the form description that vendors are expected to share the event on Instagram at least twice. It sets expectations early, and the brands who apply knowing that are usually the ones who follow through.
Split costs fairly with the host venue
Before you set a vendor fee, agree with the host on who pays for what. Some venues offer the space free because a busy pop-up brings them customers; others charge a flat rental or ask for a share of sales. Add up the venue cost, any tables or racks you rent, signage, and promotion, then divide by the number of vendors you expect. That’s your floor. You can charge a flat fee, add a price to each date vendors pick, or both. Fees reach your own Stripe account when a vendor applies, so say up front how you refund brands you don’t accept.
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 templatesWhat should a pop-up vendor application ask?
Start with brand fit: a required Instagram or website link, what the brand sells and at what prices, and photos of their products and display. Then cover logistics: the display setup they’ll bring, whether they need power, and which dates they can make. This template covers all of that in nine questions.
Can I charge per date for a pop-up series?
Yes. Add a price to each date option on the dates question, with or without a base fee. Vendors see a live total as they check dates and pay by card through Stripe when they apply. The money goes to your own Stripe account; we take no cut, and Stripe’s processing fee applies.
How many vendors fit in a small pop-up space?
It depends on the room. Plan one vendor per table or rack, leave enough aisle for two shoppers to pass each other, and count outlets if vendors need power. Put the footprint each vendor gets in the form description, so brands know what fits before they apply.
Can vendors send photos with their application?
Yes, as a link. The form asks for a shared Google Drive or Dropbox folder, or an Instagram highlight, with photos of their products and a past display. Links keep the form quick to fill out on a phone and let you see a brand’s full setup.