How to Collect and Review Craft Fair Vendor Applications with Big Nest

Craft fairs are popular fundraisers, especially at the high school level. When a school can make space available for a weekend event, vendors pay the parent-teacher group for booth space.

The key is having vendors complete an application so you can make sure they are a good fit. This guide shows you how to manage that process in Big Nest.

Overview

The vendor process is straightforward:

1. A vendor submits an application.
2. Your coordinator reviews the request.
3. Approval creates a Vendor Order for the approved items.
4. Big Nest emails the vendor a secure payment link.
5. The application moves to Paid when the Order is paid.

1. Create the Craft Fair Event

From the Big Nest Admin Dashboard:

1. In the Events section, choose Create a new Event.
2. Choose Craft Fair as the Event type.
3. Enter the Event webpage name and URL.
4. Save the Event.

Choosing Craft Fair creates the main Event webpage, the vendor webpage, and a Vendor Application Sale you will configure.

Open Event Details and set the Event’s start and end time. Confirm that Accept vendor applications is enabled.

2. Publish the Vendor Information Page

Use the main Event Webpage for attendee information such as the public schedule, attractions, and ticket details.

Use the separate Vendor Webpage for the information prospective vendors need before applying:

• Booth sizes and what each option includes
• Application and decision deadlines
• Cancellation or refund information
• Any requirements that apply to your school or event
• Contact information for questions

On the Vendor Webpage, the Apply button automatically appears when the application period opens and disappears when it closes.

Make sure the main Event Webpage gives potential vendors a clear path to the Vendor Webpage. Before applications open, add a vendor section with a button that points to the Vendor Webpage. An alert banner can help make the opportunity more visible. You can remove both after the application period closes.

3. Configure the Application Form

Open Vendor Applications, then choose Edit Application Form.

First, set the application name, coordinator email, opening date, and closing date. These dates control when vendors may submit applications. They do not change the Event date.

Next, write the confirmation message vendors will see after applying. Keep it specific:

Thank you for applying. Our vendor committee will review your application and contact you after April 15. Please do not send payment unless you receive an approval email.

Add Custom Questions

Use Custom questions for information your committee needs to make a decision. Big Nest supports short text, long text, and yes/no questions. Questions can be required and can include help text.

Useful examples include:

• Describe the products you plan to sell.
• Have you participated in this event before?
• Do you have any special setup requests?

The standard Contact Info step already collects the vendor’s name, email, and phone number. Company or organization is optional.

Add Sale Items

Create every priced choice as a Sale item. Give each item a clear name, price, description, and capacity when availability is limited.

For example:

• 10’ x 10’ booth: $90
• Double booth: $150
• Table: $15
• Electricity: $20

Capacity is the total number available. Big Nest tracks both items already sold and items reserved for approved vendors who have not paid yet.

Sale items let Big Nest show an estimated total, create the Vendor Order, and report vendor revenue.

4. Test the Vendor Experience

Open the public Vendor Webpage and complete a test application on both a phone and a computer.

The vendor moves through:

1. Contact information
2. Your Custom questions, when configured
3. Requested items and quantities
4. A review of the application and estimated total
5. Your confirmation message

Vendors do not need Big Nest accounts. They can review and correct their information before submitting.

Most importantly, submitting an application is not a purchase. The vendor is not charged, and your site does not create an Order at this stage. Both the vendor and coordinator receive an application summary by email.

5. Review and Approve Applications

When a vendor submits an application, the vendor receives a confirmation email and the coordinator receives a notification that an application is ready for review.

Open Vendor Applications in the admin area to review Submitted, Approved, Paid, and Denied applications.

If you Approve an application, Big Nest creates a Vendor Order and emails the vendor a secure payment link.

6. Track Payment and Finish the Order

An approved vendor can pay online through the secure link. The vendor sees only the items and quantities you approved and cannot change the Order.

When payment succeeds, Big Nest:

• Marks the Vendor Order paid
• Moves the application to Paid
• Emails the vendor a receipt

If a vendor mails a check, use Record payment on the approved application. Big Nest marks the Order paid and sends the same standard purchase receipt.

Use Complimentary when an approved vendor owes nothing. Big Nest completes the zero-balance Order and moves the application to Paid.

Use Vendor Orders when you need to download a receipt, refund an eligible online payment, or export paid applications. The Event Finances page keeps vendor revenue distinguishable from ticket revenue.

Once the event is over, keep the vendor results, communications, timeline, and notes with the Event. The next chair can start with the process your team already tested instead of rebuilding it from memory.