Costs and vendor fees
Part 2 of 7 of the free pop-up markets and makers sales guide from The Gallery on Montana. Typical San Antonio costs for a small pop-up market, what to charge vendors for a booth, how to set your fee floor and a simple refund policy to use.
Book a tour · 701 Montana St, San Antonio, TX 78203
Your costs are mostly the space, promotion and a few supplies. Your income is vendor fees, and sometimes a small ticket price for special events. Run the numbers before you announce anything, so the fee you publish covers the day even if a few booths stay empty.
Typical San Antonio ranges
| Item | Typical San Antonio range |
|---|---|
| Venue rental (by the hour) | Varies by space and day, check current rates |
| Booth fee, small makers market | $25 to $75 per booth |
| Booth fee, curated or holiday market | $75 to $150 per booth |
| Paid social ads for one market | $50 to $300 |
| Printed flyers and signage | $50 to $200 |
| Tables or tents for vendors without their own | $15 to $40 each per day |
| Coffee or food vendor | Usually free to you, or a small booth fee from them |
These are approximate 2026 ranges from typical local listings, not quotes. Prices move with the season, so check two or three sources before you budget.
Build a simple budget
List every cost in one sheet, even the small ones. Organizers usually forget the same things: tape, zip ties, a printer cartridge, a helper's lunch and the payment app fees on their own sales.
- Space: hourly rate times total hours, including setup and pack out.
- Promotion: ads, printing, a yard sign and street signs.
- Supplies: tape, markers, booth labels, trash bags, a cash box.
- People: a helper or two, even if you only cover lunch and gas.
- Buffer: add 10 percent for the things you forget.
How to set your booth fee
- Add up the venue, promotion and supplies.
- Divide by the number of booths you expect to sell at about 70 percent full.
- That number is your floor. Price above it.
Example: say your venue hours, promotion and supplies add up to $900 and you plan 12 booths. At 70 percent full, that is about 8 booths. $900 divided by 8 is $112.50, so a $75 fee would lose money and a $120 fee covers you even on a slow sign-up week. If that feels high for your vendors, cut costs or add booths before you lower the fee.
Tiered booth pricing
Not every booth is equal. A corner spot near the entrance sells more than one at the back. Many markets charge a little more for premium spots and less for a half booth that suits a small jewelry or print seller.
| Booth type | Typical approach |
|---|---|
| Standard 10 by 10 | Your base fee |
| Corner or entrance spot | Base fee plus $15 to $25 |
| Half booth or shared table | About 60 percent of base |
| Food truck or coffee | Flat fee or free if they draw a crowd |
Refunds and rain
Write a clear refund policy before you take any money. A common one is a full refund up to two weeks out, a credit toward a future market after that and no refund in the final 48 hours. Decide your rain policy at the same time: fees can be refunded, moved to a future date or kept, but vendors should know which before they pay.
Tip: Collect fees up front. Take booth fees when you accept a vendor, not on market day. Paid vendors show up, and unpaid ones are the first to cancel the night before.
Taxes and permits
In Texas, anyone selling taxable goods needs a sales and use tax permit from the Texas Comptroller. The permit is free, and most regular vendors already have one. The combined sales tax rate in San Antonio is typically 8.25 percent. Ask every vendor to confirm their own permit in the application, and ask food vendors to confirm their food permits too. You are the organizer, not their accountant, but checking protects your market.
Getting paid without headaches
- Use one payment link for all booth fees so the records sit in one place.
- Send a receipt that repeats the date, booth size and refund policy.
- Keep a simple sheet: vendor, category, fee, paid date, booth number.
- Expect card processing fees of roughly 3 percent and price them in.
Once fees are in and the budget holds, you can spend on promotion with confidence. Next: your eight week plan.
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