Fete food vendors - do you charge per site or % of sales?

What to Charge Outside Fete Food Vendors: Insights from the Fundraising Whisperer Community

So, you’re planning a fete and wondering what to charge those outside food vendors? Our Fundraising Whisperer VIP community has shared their wisdom, and let me tell you—this is one area where experience really counts! If you want to maximise profits while keeping things smooth and stress-free, read on for some gold-plated advice.

Flat Fees vs. Percentage of Sales?

The overwhelming consensus? Go for a set stall fee. While charging a percentage of sales might seem like a great way to share in the profits, it often ends in frustration. Tracking sales, chasing up payments, and last-minute disputes? No thanks!

• “At our last fair, we had issues getting some of the outside stallholders to pay up with their percentage, so at the next fair, it will be a set fee and a donation for the raffle.”
• “We charged a % of sales for food trucks last year, but next time, we’ll set a fixed price of $200–$250.”
• “Never agree to % of sales. You’ll be chasing people at the gate for your money.”

A flat fee means no surprises and no chasing down vendors at pack-up time. The range seems to be around $150–$250 for food vendors, depending on demand, competition, and the size of your event.

Lock It In Early!

If there’s one thing you don’t want, it’s a vendor pulling out at the last minute. The best way to avoid this?

✔ Charge a fee upfront – ideally a month in advance. 

✔ Non-refundable deposit – ensures commitment and protects you if they pull out. 

✔ Set clear expectations – will they bring their own equipment, tables, or power supply?

• “We get payment a month in advance; otherwise, you risk them cancelling last minute, and you won’t have time to find a replacement.”
• “We required a non-refundable deposit after having a few food vendors withdraw at the last minute.”

Limited Spaces = Higher Profits

Food stalls can be one of your biggest money-makers, so don’t flood the event with outside vendors! Some organisers choose to keep it simple and run the food themselves—maximising profits and controlling quality.

• “We made a great profit by ditching all outside food and running our own ‘Eat Street’ market.”
• “We bulk bought all the containers, utensils, and meat. It was easy to organise, and volunteers only needed to help on the day.”
• “We limited food vendors so our BBQ (sausages, burgers, and chicken sticks) remained the main fundraiser.”

If you do allow food vendors, consider keeping it small and strategic—a couple of high-quality options for variety but nothing that will compete with your own food stalls.

Final Tips from the Pros:

✅ Charge a flat fee for food vendors—no chasing money! 

✅ Take full payment a month in advance to avoid last-minute dropouts. 

✅ Consider running your own food stalls for higher profits. 

✅ If allowing vendors, limit numbers so your BBQ or P&C food stall still thrives. 

✅ If you must charge a percentage, require a deposit and set clear terms.

Remember, food is one of your biggest earners—so whether you’re booking vendors or going all-in with your own setup, be smart, plan ahead, and make that money!