Where do I find the vendor application?
Start with the fair's official website or the fair office. Many fairs publish a vendor or concession page, and some work through a separate vendor coordinator. Contact them directly through the information on their official page. If you have not sold at a fair before, ask the coordinator whether they can describe a typical booth day, so that you know what to expect.
This site is independent, does not take applications and does not recommend any vendor or service. Confirm every requirement with the organizer.
Prepare a simple business plan even for a small booth, including your expected costs, the products you will bring, your staffing and what you will do if weather is poor. Planning protects your time and money.
What types of vendors are there?
Fairs often separate food concessions, commercial vendors, craft or artisan booths, nonprofit groups and informational exhibits, each with its own application or rules. Some fairs limit the number of booths in each category.
Read the category descriptions to choose the correct one, because the requirements and fees are linked to category. Do not guess about fees. The fair will state them.
Ask the fair about rules on selling certain items, such as products with age restrictions, items that require special licensing or items that compete with the fair's own contracts. Do not assume that what was allowed at another event is allowed here.
- Food and beverage concessions
- Commercial or retail booths
- Craft and artisan booths
- Nonprofit and informational exhibits
What do applications usually ask for?
Applications commonly ask for business or group name, contact information, a description of products or services, photographs of the booth and goods, and the size of space requested. Some ask for references or proof of past participation.
Provide accurate information and keep a copy. Be careful to submit through the fair's official channels and not to send sensitive financial details through unsecured or unofficial routes.
Think about accessibility. A clear aisle, a table at a comfortable height and signs that are easy to read help every visitor, including people with disabilities. The ADA website explains general principles.
What licenses, permits and insurance may be needed?
Requirements depend on the type of vendor and the state, county and local authorities. Food vendors commonly deal with health departments. Sales may involve tax registration. Some fairs ask for proof of liability insurance. Rules vary, so ask the fair and the relevant local agencies what applies to you.
Start early since permits can take time. A local small business development office or chamber of commerce can often explain the process in general terms.
Keep your booth tidy and safe, with cords secured, signs stable and sharp or hot items out of children's reach. A calm, well run booth earns repeat customers and a good record with the fair office.
- Local health department for food
- State and local tax registration
- Liability insurance if required
- Fire and safety inspections
How does the selection process work?
Some fairs accept vendors in the order of applications, some use a committee and some give preference to returning vendors or local businesses. The fair decides, and not every applicant is accepted.
Applying early usually helps, but a late application is better than none if the fair is still accepting them. Ask about the timeline for notices so you can plan.
What should I plan for before the fair?
Ask about booth setup times, power, water, waste disposal, vehicle access and rules about signs, music and products. Prepare inventory, staffing and a way to accept payment, and plan breaks for staff. Ask where staff can park and how supplies reach the booth during public hours.
Be ready for heat, weather and crowds. Review heat safety guidance from the CDC and follow the fair's safety instructions.
How do I protect myself and my customers?
Read the vendor contract carefully, including cancellation, refund and liability terms. Ask questions in writing and keep copies. Be wary of anyone who contacts you claiming to represent a fair and asks for payment through an unusual method. Verify using the fair's official contact details. Keep a written log of messages you send and receive so you have a record if a question about space or fees comes up.
Treat customers honestly, post prices clearly and follow product safety and food safety rules. Reputation at a small fair travels far.
Key takeaways
- Apply through the fair's official page or office and read category rules.
- Ask which licenses, permits and insurance apply to your type of vendor.
- Expect that selection, fees and deadlines are set by the organizer.
- Read contracts, keep copies and verify any payment request.
Sources and further reading
Last reviewed: November 12, 2026. Written by the County Fair & Rodeo Guide Editorial Team. See our editorial policy.