Vendor management · cluster
Vendor Fees and Payment Collection
Vendor fees fund a huge chunk of most events — but only if you actually collect them. The difference between an event that nets $40k and one that nets $25k is usually outstanding vendor invoices.
Pick a pricing model
- Flat rate per booth — simplest, fairest, easiest to explain. Use this for first-year events.
- Tiered by category — food vendors pay more (they sell more), nonprofits pay less or nothing.
- Tiered by booth location — corners and entrance booths cost more.
- Percentage of sales — only works if you have a closed POS system. Avoid for outdoor events.
When to charge
- On approval, not on application — never collect money you might have to refund.
- Net-7 from approval email. Auto-revoke the slot if unpaid by day 8.
- Take card, not check. Checks delay you 5\u201310 days and 8% bounce.
Chasing outstanding fees
- Day +3: friendly automated reminder.
- Day +7: personal email from the event director.
- Day +10: revoke approval, release the booth to your waitlist.
- Never let a vendor check in unpaid 'just this once.' It poisons next year.
Stop running vendors out of a spreadsheet
HoldThat EventOS handles applications, approvals, fees and attachments in one place.