Vendor Application Form for Farmers Markets and Fairs

A farmers market vendor application is a short online form where sellers tell you who they are, what they sell and how to reach them, sitting on a page that explains your market’s dates, stall fees and rules. Putting the form and the details together means vendors apply once, with the right information, and you review everything in one list. On Keepp you can build that page for a farmers market, craft fair or holiday market, close applications on your deadline without lifting a finger, and later turn the same page into a vendor list for shoppers.

What should a vendor application form ask?

Ask for what you need to choose vendors and plan the layout, and nothing more. Long forms put off the small growers and makers you most want. A good vendor application form covers:

Business name and the name of the person applying
What you sell, as a list to pick from, like produce, baked goods, meat and dairy, crafts, jewellery, prepared food
Email address, checked so you know it’s real
Phone number for market day
Social handles, so you can see their stall and products
A longer answer for “Tell us about your products and how you make them”
Which dates they want, as a multi select if your market runs on several weekends
Stall needs, like power or a corner spot

For a craft fair vendor application, add a question about price range and whether everything is handmade. For food vendors, ask what permits and insurance they hold, so you can follow up before you accept them.

Why market organisers lose time with email and paper applications

Most markets start with a PDF form and an email address. Then the applications arrive as photos of handwritten pages, half-filled Word documents and replies that skip the questions altogether. You chase missing phone numbers, copy everything into a spreadsheet and lose track of who applied for which date.

A form on your own page asks every vendor the same questions in the same order. Every application lands in one list, where you can tag them (“accepted”, “waitlist”, “needs insurance”) and add notes as you review. Vendors apply from their phone in a few minutes, and nobody has to print anything.

How to set up a vendor application page

Claim your page on Keepp, at an address like keepp.link/riverside-market.
Start from the Community & Nonprofit or Event Planner template, or describe your market to Keepp’s AI and it will build a first version.
Add the market details as cards: the dates, opening hours, stall sizes, fees and the rules vendors agree to.
Add a map of the site with directions, so vendors can plan load-in.
Add the vendor application form with the questions above.
Put a scrolling bar at the top that says “Applications close 1 March”.
Schedule the form to disappear on your deadline, so late applications stop without you watching the calendar.
Share the link in your newsletter, local Facebook groups and your market’s Instagram link in bio.

Taking stall fees online

If you collect stall fees up front, add the stall as a product with Stripe checkout. Vendors you’ve accepted can pay the fee from the same page, and the money goes straight to your own Stripe account. You can have separate products for a single date, a full season or a stall with power, each with its own price and description.

Turn the page into a vendor list for shoppers

Once applications close, the page has a second job. Add each accepted vendor as a card with their photo, a line about what they sell and a button to their shop or Instagram. Shoppers can see who’s coming before they visit, and vendors love sharing a page that features them. Cards can appear on the date you choose, so the vendor list goes live the moment you’re ready to announce it.

Over the season the same link keeps working, so it can sit in your market’s link in bio all year. If you’re new to the idea, here’s what a link in bio is.

Why run your vendor applications on Keepp

On Keepp the application form sits inside your whole market page, so vendors and shoppers find everything in one place:

Applications with real contact details. Vendors reply with an email address you can check before the application counts, so when you write back with a yes or a no, it reaches a real person.
Every application in one list, with tags and notes for reviewing, shortlisting and planning the layout.
A deadline that runs itself. The announcement bar counts people down and the form disappears on the date you set.
Cards for vendors, each with a photo, a description and its own button, so the vendor list looks like a market and reads well on a phone.
A map and your hours for vendors and shoppers.
Stall fees paid into your own Stripe account.
A link and QR code for every part of the page. Print a QR code on your posters that opens the application form directly, and track how many people scan it.
A live chat that answers “Is there power at the stalls?” or “Can I share a pitch?” from what’s on your page, with your team stepping in from Telegram when needed.
Your own domain if the market has one.
A short link and a QR code for flyers. Give the application form a custom short link like keepp.link/riversidemarket/apply for social posts and emails, and print a print-ready QR code on flyers and the market stall so vendors can apply from their phones.

Common questions

How do I make a vendor application form for a farmers market? Make a page with your market’s dates, fees and rules, add a form asking for business name, products, email, phone and social handles, and share its link.

What should a craft fair vendor application include? The maker’s name and business, what they sell, price range, whether it’s handmade, social handles and contact details.

How do I close applications on a deadline? On Keepp, schedule the form to disappear on your closing date and add a scrolling bar announcing the deadline.

Can vendors pay their stall fee online? Yes. Add the stall as a product with Stripe checkout and the money goes to your own Stripe account.

Can I show accepted vendors to shoppers? Yes. Add each vendor as a card with a photo, a short description and a link to their shop.

Build your market’s vendor application page. Start free at keepp.link.