Copy-Paste Templates for Craft Show Vendors and Organizers

How to Use These Templates

These templates are starting points — not scripts. Read them, adjust the details to match your voice and situation, and send. The goal is to save you time on messages you'd write anyway. Every bracket [like this] is a placeholder to fill in.

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For Vendors

Template 1: Announcing Your Show Appearance (Email to Your List)

Subject: I'll be at [Show Name] on [Date]!

Hi [First Name or "friends"],

Quick note — I'll be at [Show Name] on [Date] at [Location]. Come say hi! I'll have [brief description of what you'll have: "new ceramics, bestsellers, and a few one-of-a-kind pieces"].

The show runs [hours]. I'll be in [booth location if you know it].

Hope to see you there! [Your Name]

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Template 2: Announcing Your Show Appearance (Social Media)

I'll be at [Show Name] this [day]! 🎉 Come find me at [Location] from [Time] to [Time]. I'll have [new products / bestsellers / etc.]. Tag a friend who'd love to come! [#ShowHashtag] [#YourCity]

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Template 3: Post-Show Thank You (Email to Your List)

Subject: Thank you from [Show Name]

Hi everyone,

What a show! Thank you so much if you stopped by my booth at [Show Name] — it means the world that you spend your time and money supporting my work.

If you picked something up, I'd love to hear how you're enjoying it. And if you didn't make it this time, here's where I'll be next: [next show or link to schedule].

With gratitude, [Your Name]

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Template 4: Follow-Up to a Shopper Who Expressed Interest (Email)

Subject: Great meeting you at [Show Name]

Hi [Name],

It was great chatting with you at [Show Name]! I wanted to follow up — [mention the specific item they were interested in, e.g., "the blue ceramic mug you were looking at"] is still available if you'd like it. Here's a link: [link].

No pressure at all — just wanted to make sure you had the option.

Thanks again for visiting! [Your Name]

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For Organizers

Template 5: Vendor Recruitment Email (Open Call)

Subject: Applications Open: [Show Name] — [Date]

Hi [Name],

We're thrilled to announce that vendor applications for [Show Name] are now open! This year's show will be held on [Date] at [Venue] in [City].

Show details:

• Date: [Date]
• Location: [Venue, City]
• Booth size: [10×10 / 6-foot table / etc.]
• Booth fee: [$XXX]
• Application deadline: [Date]

We're looking for [handmade goods / fine art / local food vendors / etc.]. Apply here: [Application Link]

Questions? Reply to this email or contact us at [Email].

We'd love to have you! [Organizer Name / Show Name]

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Template 6: Vendor Acceptance Email

Subject: You're in! [Show Name] Vendor Acceptance

Congratulations, [Name]!

We're excited to accept you as a vendor at [Show Name] on [Date].

Next steps:

1. Pay your booth fee by [Deadline]: [Payment Link]
2. Review the attached vendor packet for setup instructions, load-in times, and parking details.
3. Reply to this email to confirm your category: [Category]

We can't wait to see your work at the show. Thank you for applying! [Organizer Name]

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Template 7: Vendor Waitlist Email

Subject: [Show Name] — You're on the Waitlist

Hi [Name],

Thank you for applying to [Show Name]. We received more applications than we have space for this year, and while we loved your work, we weren't able to offer you a spot at this time.

You've been added to our waitlist. If a spot opens, we'll reach out right away. In the meantime, we'd love to stay connected — follow us at [Social Handle] for future show announcements.

Thank you for your patience and for the effort you put into your application. [Organizer Name]

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Template 8: Sponsor Outreach Email

Subject: Partnership Opportunity: [Show Name] — [Date]

Hi [Sponsor Contact Name],

My name is [Your Name], and I organize [Show Name], a [description, e.g., "juried craft fair"] held annually in [City]. This year's event takes place on [Date] and we expect [attendance estimate] attendees.

I'm reaching out to explore a sponsorship partnership. Our audience is [brief audience description: "primarily women ages 25–55 who value locally made goods and support small businesses"].

Sponsorship opportunities include:

• Event signage and banner placement
• Booth space or product sampling
• Logo placement in all marketing materials
• Social media mentions to our [X] followers

I'd love to share our full sponsorship prospectus. Would you be open to a brief call next week?

Thank you for your consideration. [Your Name, Title, Show Name, Contact Info]

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A Final Note

Customize every message. The best templates disappear — readers should feel like you wrote it specifically for them. A little personalization goes a long way.