Organizer guide
How to fill vendor tables at a card show
Empty tables cost you money twice: the table fee you didn't collect and the attendees who see a thin room. Shows that sell out usually do the same few things: make booking take one minute, show the map early, keep unpaid tables from sitting on hold, and bring last show's vendors back first.
1. Make booking take one minute
- Let vendors pick a table on the map and pay in the same step (open booking). Every extra message ("DM me for a table", "send $80 to my Venmo") loses vendors.
- Show the table price on the map before they click, with two or three booth types instead of one price.
- Allow several tables in one checkout for vendors who want a double.
2. Share the floor map, not just a flyer
- Vendors book faster when they can see where they'd be. Post the floor map link itself in Facebook groups, Discord servers and Instagram stories.
- Sell before you announce: a presale link lets your regulars book while the show is still a draft.
- Put the show (or the floor map) on your own website with an embed, and share one link that lists all your upcoming shows.
- Feature the show at the top of the VendorDex events list, and VendorDex emails vendors in the area when you publish.
3. Don't let unpaid tables sit
- Give approved vendors a payment deadline (24 hours works) with reminders before it ends.
- Release the table automatically when the deadline passes, and let a released vendor rebook if a table is still open.
- Keep a waitlist once you're full; when a table opens, the next vendor can grab it.
4. Bring vendors back
- For weekly or monthly shows, copy the floor map to the next date and keep regulars at the same table.
- Sell a multi-show pass (for example 4 weeks) so a vendor books once.
- Message last show's vendors first when the next one opens, and give them a discount code.
- Send check-in time, load-in and Wi-Fi details before the show; vendors who had a smooth setup come back.
5. Price it right
Tables that are priced well above other shows in your area sell slowly. On VendorDex the typical table is $80, with most between $50 and $100; see the vendor table prices guide for how shows set theirs.
Common questions
How far ahead should I open vendor booking?
As soon as the date, venue and floor map are set. Give your returning vendors a few days first with a presale link, then announce publicly.
Why aren't my vendor tables selling?
Usually booking takes too many steps (DMs and payment apps), vendors can't see the floor map, the price is above nearby shows, or unpaid holds are blocking tables. Open booking on a shareable map fixes most of it.
Should I take deposits or full payment?
Full payment at booking is simplest and cuts no-shows. If you approve vendors first, set a short payment deadline so tables don't sit on hold.
Does VendorDex help fill tables?
Yes. Vendors book and pay on the floor map, VendorDex emails vendors near the show when it's published, and shows can be featured at the top of the events list. Setup help is free.
Run your next card show on VendorDex
Floor maps, vendor booking, booth payments and tickets. Free for organizers.
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Last updated 2026-11-11.