Craft Fair Application Form Template Builder

Answer four quick questions about your event and get a stallholder application form written around it: the right questions for your venue, your food stalls, and your power supply, with the data protection wording already done. Print it, or copy the questions straight into a Google Form. Free, and no email needed.

Let's write your stallholder application form.

Where does your event happen?

This decides the gazebo, vehicle, and generator questions on your form.

A stallholder looking for fairs to apply to, rather than running one? Your free Event Passport keeps your documents ready to share with any organiser, and our guide to what a good event looks like from the outside shows what an application form tells you about the event behind it.

What a stallholder application form should include

Whether you call it an application form, a booking form, or a stallholder registration form, a good one asks for:

  • •Name, and business or stall name.
  • •Email address and phone number.
  • •What they sell, in their own words, with photos of the stall and products.
  • •The pitch they need, and whether they bring their own gazebo and table.
  • •A public liability insurance declaration, with your required cover level stated on the form.
  • •For food stalls: food business registration, food hygiene rating, allergen handling, and a gas safety certificate if they cook with LPG.
  • •For mains power: what they plug in, and PAT test records.
  • •An optional, purpose-stated access requirements question.
  • •A two-line privacy note, a stated deletion date, and a separate unticked marketing consent box.

Questions this builder will never add, and why

Generic form builders let you ask anything. This one will not, because data protection law’s one big idea for form design is to collect only what you need. There is no way to make this builder ask for:

  • •Date of birth. You need to know they are an adult trader, not their birthday.
  • •Home address. An email address does the job at application stage; collect invoicing details from accepted stallholders only.
  • •Copies of passports or photo ID. No craft fair needs these.
  • •Bank or card details. Payment is a step for accepted applicants, not a question on the form.
  • •National Insurance numbers, and any blanket health questions.

The full reasoning, including what you owe applicants once you hold their details, is in our guide to what to ask stallholders when they apply.

Craft fair application forms, answered

What should a craft fair application form ask?

Who the stallholder is, what they sell in their own words, photos of their stall, what pitch they need, and a public liability insurance declaration with your required cover level stated up front. Food stalls, outdoor pitches, and mains power each add their own questions, which is exactly what this builder works out from your four answers. The reasoning behind every question is in our guide to what to ask stallholders when they apply.

Is a booking form the same as an application form?

Yes. Stallholder application form, stall booking form, stallholder registration form, and craft fair booking form are different names for the same document: the form a stallholder fills in to ask for a pitch at your event. Whatever you call yours, the questions it should ask are the same, and this builder writes them for you.

Can I ask stallholders for their insurance certificate?

Yes. Your event, your terms: you can require a public liability certificate as a condition of a pitch, and most organisers ask for cover of £5 million. Data protection law governs how you look after what you collect, not whether you may ask for what you need. The common minimums and what the certificate actually covers are in our public liability insurance guide.

Do I need consent to keep applications on file?

No. The application itself is your lawful basis: the stallholder sent it to you and asked you to consider it. What you do need is a short privacy note on the form, a stated deletion date you keep to, and a separate unticked box for anyone happy to hear about future events. Every form this builder generates ships with all three already written.

Can I paste the questions into Google Forms?

Yes. The "Copy questions as text" button gives you the whole form as clean plain text, one question per line, ready to paste into a Google Form, an email, or a document. The privacy note, retention line, and marketing consent box come with it, so the legal wording survives the move.

Is the builder really free?

Yes. Answer the four questions, remove anything that does not apply, and print the form, copy it as text, or save it as a PDF. No email address is needed; leaving one is optional and gets you a link that rebuilds this exact form whenever you run your next event.

I am a stallholder looking for fairs to apply to. Is this for me?

This builder is for organisers writing the form. If you are on the other side of it, two things help: a free Event Passport keeps your insurance and certificates in one place, ready to share with any organiser in one link, and our guide to what a good event looks like from the outside shows what a well-run application process tells you about an event before you pay a pitch fee.

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