Your stall application is often a vendor’s first impression of your event. If it’s clear and easy to follow, it can attract the right applicants and save everyone a lot of time. But if it’s confusing or overwhelming? You risk incomplete applications, errors in details provided, endless follow-ups, or even losing great vendors before they start.

The trick is striking a balance between asking for enough information to make good decisions, but still keeping it quick and simple enough for vendors to fill out.

Here are some tips to help you get it right:

1. Too much? Too little? Find the sweet spot

Many organisers get stuck in one of two traps:

• Asking too much
  Long forms with unnecessary or repetitive questions overwhelm vendors. They rush through answers, skip sections, or sometimes abandon the form entirely.

• Asking too little
  Short forms might be quick, but they often mean extra emails, missing documents, or extra back-and-forth trying to get all the info you need.

A good application gathers what you actually need — and nothing more.

2. Start with the application essentials

Before building your application, ask yourself:

“What information do I really need to approve or decline this vendor?”

For most events, the essentials are:

• Stall / Booth or business name

• Contact information

• Stall category or product type

• A brief description of what they sell

• Images of their stall or products

• Any required compliance documents

If a question doesn’t help you make a decision or meet event requirements, it’s probably best left out.

3. Add nice-to-haves thoughtfully

Some questions are useful, but not every vendor needs to answer them. Too many “nice-to-haves” can make your form feel long and cluttered.

Common questions include:

• Power or space requirements

• Previous event experience

• Social media links

• Setup needs or special requests

If you include these, make it clear they’re optional — or only ask them when relevant.

Localstalls makes this easy by giving organisers a few powerful tools:

• Conditional questions – only appear if a vendor gives a specific answer in the form.

• Category-specific questions – only show up for certain stall or booth types.

• Extra-specific questions – linked to extras you set up. For example, if a vendor selects electricity, you can collect details about power requirements just for those who need it.

This ensures vendors only see questions that actually apply to them, keeping the form short, clear, and quick to complete.

4. Make it readable and easy to complete

It’s not just what you ask — it’s how you ask it.

• Use plain, simple language

• Break the form into clear sections

• Avoid long blocks of text

• Give short, friendly instructions when needed

Vendors will give better answers when the form feels approachable and human.

5. Set expectations from the start

A lot of unnecessary follow-ups come from uncertainty.

Make sure your application clearly communicates:

• Key dates and deadlines

• Pricing and what’s included

• Capacity limits or category caps

• When vendors will hear back

Being upfront keeps vendors informed and saves you time.

6. Save time for vendors (and yourself)

Vendors often apply to multiple events, and filling in the same information over and over is frustrating.

With localstalls, organisers can create customised stall applications while letting vendors pre-fill previously saved details, like business info, images, and documents. This makes applying faster and easier for vendors — and keeps applications clean and organised.

Quick checklist for a strong stall application

Before you hit “publish,” check that your form:

✔️ Only asks for information you actually need

✔️ Clearly separates essentials vs optional questions

✔️ Is easy to read and logically structured

✔️ Sets clear expectations and deadlines

✔️ Makes life as easy as possible for vendors

Remember - a good stall application doesn’t just collect information, it sets your event up for success from the very first click!