Event Day Preparation
Check-in procedures, QR codes, and everything you need for a smooth market day
The difference between a chaotic market day and a smooth, profitable one? Preparation.
Experienced vendors have a system. They know exactly what to bring, how to set up efficiently, and what to do when things go wrong. New vendors? They're scrambling, forgetting essentials, and losing sales in the process.
This guide gives you the checklist and procedures that pro vendors use to make every market day run like clockwork.
The 24-Hour Countdown
Day Before Market (Evening)
Product Prep:
- Harvest/bake/prepare products
- Price and label everything
- Pack products in transport containers
- Load heavy items into vehicle first
Booth Setup:
- Pack tent, tables, weights
- Organize display materials (tablecloths, risers, baskets)
- Charge phone, card reader, backup battery
- Print price signs if needed
Check VendorSpots:
- Confirm your spot assignment
- Note load-in time and location
- Save market organizer contact info
- Review any special instructions
Personal:
- Check weather forecast
- Pack appropriate clothing layers
- Prepare meals/snacks for the day
- Set multiple alarms (seriously, don't oversleep)
Market Day Morning
2 Hours Before Gates Open
Arrival:
- Arrive early (30-45 min before official load-in)
- Find your assigned spot
- Greet neighboring vendors
- Note bathroom and water locations
Setup Priority Order:
- Tent (if weather is questionable)
- Tables (get structure in place)
- Products (fill the tables)
- Signage (prices, business name)
- Finishing touches (styling, samples)
Pro Tip:
Always set up facing customers, not the table. You should be able to reach everything without turning your back to foot traffic.
Check-In Procedures
Digital Check-In (VendorSpots App)
- Open VendorSpots app
- Tap "Check In" button
- Scan market QR code (or enter code manually)
- Confirm your spot number
- Upload a quick photo of your booth (optional but recommended)
Why Check In Matters:
- Confirms you attended (for application history)
- Tracks your on-time record
- Helps organizers know who's present
- Some markets require it for payment
Physical Check-In (Traditional Markets)
- Visit market office/tent
- Sign attendance sheet
- Pay vendor fee if required
- Get any announcements or updates
Using Your Vendor QR Code
What It's For
Your unique vendor QR code lets customers:
- Save your contact info instantly
- Follow you on VendorSpots
- Get notified when you're at nearby markets
- Leave reviews (after the market)
How to Display It
Best Placement:
- Near checkout/payment area
- Eye-level, easy to reach
- Not hidden behind products
During the Event
First Hour (Opening Rush)
High-Energy Mode:
- Stand, don't sit
- Greet everyone who makes eye contact
- Offer samples proactively
- Keep products fully stocked (restock from under table)
Common Mistakes:
- ❌ Eating breakfast at your booth during peak traffic
- ❌ Chatting with other vendors while customers wait
- ❌ Checking your phone constantly
Mid-Market Lull
Stay Visible:
- Don't disappear to your car
- Tidy and restock
- Prep products for afternoon rush
- Engage with browsers
Okay to Do:
- ✅ Quick bathroom break
- ✅ Grab water/coffee
- ✅ Chat briefly with neighbors (while watching your booth)
Final Hour Push
Strategic Discounting:
- Consider "last hour" bundles
- Move perishables before closing
- Maintain energy (customers can tell when you're mentally checked out)
Handling Common Issues
Problem: Forgot Essential Item
Cash Box:
- Use smartphone for card payments only
- Borrow change from neighbor (pay back immediately)
Price Signs:
- Write on cardboard box or tape
- Use your phone notes app, show to customers
Tent Weights:
- Buy sandbags or water bottles from nearby store
- Never skip weights (insurance and safety issue)
Problem: Product Runs Out Early
What to Do:
- Update your booth display (don't leave empty gaps)
- Let waiting customers know you're out
- Offer to take their contact info for next market
- Suggest alternative products you still have
What NOT to Do:
- Don't close early (unprofessional)
- Don't blame market organizers or customers
- Don't bad-mouth other vendors selling similar items
Problem: Weather Turns Bad
Rain:
- Cover products immediately
- Plastic bins > cardboard boxes
- Have tent sides ready to deploy
- Plastic table covers for quick protection
Wind:
- Add more weights immediately
- Lower tent height if possible
- Secure signage and lightweight items
- Move products away from tent edges
Extreme Heat:
- Coolers with ice for perishables
- Umbrella or shade cloth
- Water for yourself (hydration matters)
- Consider early close if products are suffering
Essential Market Day Kit
Always Bring Box
Payment:
- Cash box with change ($100 in small bills)
- Card reader + backup battery
- Receipt book (paper backup)
Booth Supplies:
- Duct tape
- Scissors
- Marker/pen
- Bags (paper and plastic)
- Business cards
Emergency:
- First aid kit
- Sunscreen
- Pain reliever
- Snacks and water for yourself
Weather:
- Tent weights (minimum 40lb total)
- Rain cover or plastic sheeting
- Jacket (even if forecast is warm)
Building Your Market Day Routine
Week 1-4: Learning Phase
- Try different setups
- Note what works
- Track all sales and customer feedback
- Adjust each week
Month 2-3: Optimization
- Settle on your best layout
- Refine product mix
- Develop customer relationships
- Increase efficiency
Month 4+: Mastery
- Setup in under 30 minutes
- Know regular customers by name
- Consistent sales patterns
- Smooth, stress-free operations
Action Items
Before Your First Market:
- Complete full checklist of what to bring
- Do practice setup at home (time yourself)
- Download VendorSpots app and test check-in
- Print vendor QR code
After Each Market:
- Note sales and what sold best
- Update inventory
- Check next market on calendar
- Restock any used supplies
Monthly:
- Review and refine your setup routine
- Replace worn signage or materials
- Evaluate product mix
- Plan for next season
Final Thoughts
Your first few markets will feel chaotic. That's normal. But with each event, you'll get faster, smoother, and more confident.
The vendors who succeed aren't necessarily the ones with the best products - they're the ones who are prepared, professional, and reliable. Be that vendor.