Vendor Handbook
Everything you need to know to sell successfully with PopupMia.
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Getting Started as a Vendor
Welcome to PopupMia! Follow these steps to become a verified vendor and start booking booths.
- Create your profile – add business name, logo, description, and product categories.
- Upload required documents – Sales Tax ID, Certificate of Insurance (COI), and any permits (food handler, etc.).
- Get verified – we’ll review your credentials within 48 hours.
- Set up payment method – Square for fast payouts.
- Browse & apply – find events that fit your brand.
How Applications Work
Each event listing has an “Apply” button. The organizer sets booth fees, deadlines, and requirements.
Your saved documents and profile are auto‑attached. No repetitive forms.
Organizers usually reply within 3–5 business days. You’ll get email + dashboard notification.
Once accepted, you’ll receive a link to pay the booth fee securely. Your spot is confirmed after payment.
Common: category mismatch, missing documents, or event full. You can reapply next time.
Booth & Logistics
Each event may have different rules, but these are standard expectations:
- Setup time: Usually 1–2 hours before doors open. Tear-down within 1 hour after closing.
- What’s provided: Table and a 10'x10' space (unless noted). Electricity available only if specified.
- What to bring: Tablecloth, display racks, payment terminal (Square/Stripe), signage, extension cord (if power allowed).
- Load‑in / load‑out: Follow organizer’s map. No blocking fire exits or pedestrian flow.
- Trash & cleanup: You are responsible for leaving your area spotless. Fines apply for litter.
Payment & Fees
PopupMia charges a transparent service fee. Here’s the breakdown:
| Fee type | Amount | Who pays |
|---|---|---|
| Booth fee | Set by organizer ($50–$500+) | Vendor |
| Platform fee | 5% of booth fee (capped at $25) | Vendor |
| Payment processing | 2.9% + $0.30 (Square) | Vendor |
| Organizer subscription | Free for basic, Pro for $19/mo | Organizer |
Payouts to vendors for booth sales? No – you collect payments directly from customers at the event. PopupMia never touches your sales revenue.
Vendor Code of Conduct
By using PopupMia, you agree to:
- Provide accurate, truthful information about your products and business.
- Respect event start/end times. Early tear-down is prohibited unless approved.
- No sale of prohibited items (counterfeit goods, weapons, illegal substances, unlicensed alcohol).
- No harassment or discrimination against customers, staff, or other vendors.
- Comply with all NYC and state laws (permits, taxes, fire safety).
- Disclose if you are using third-party brand names (resale requires permission).
Insurance & Legal Checklist
Required for all vendors
- NY State Sales Tax Certificate of Authority
- General liability insurance (min $1M per occurrence) – name PopupMia and event organizer as additionally insured.
- Valid photo ID (for identity verification).
For food vendors (extra)
- Food Protection Course Certificate
- Mobile Food Vendor License (if using a cart/truck)
- Commissary agreement (for truck storage)
Marketing Tips for Vendors
Post your event attendance 1 week ahead. Use event hashtags and tag the organizer.
Clear, visible prices and a QR code to your Instagram/website increase engagement.
Collect emails with a giveaway. Send a follow-up offer to turn one-time buyers into repeat customers.
Accept cards and contactless (Apple Pay, Google Pay). Square or Stripe Terminal are popular.
Frequently Asked Questions
Need a printable version?
Download the Vendor Handbook PDF to keep on your phone or print for quick reference.
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