If you’ve ever sat down after a market season and thought, “Why am I so tired?” — there are many reasons but the one aspect that is probably the least discussed is the following: The hidden labour behind bringing vendors into a market, it isn’t just “review application, send yes, done.” It’s a full behind‑the‑scenes job that keeps market managers tied to their desk. Most people don’t ever see the full extent of it… including organizers themselves.
Between reviewing applications, sending invoices, handling communication, checking licenses and insurance documents, answering repeat questions, updating maps, and promoting the event, organizers are putting in hours of invisible labour — and most of it goes uncounted. These are exactly the operational pain points many organizers struggle with as resources run tight and planning stays labour‑intensive.
So let’s talk about the real cost.
When you track the time honestly, it’s not unusual for an organizer to spend an hour or more per vendor on admin alone — especially if their tools are email, manual spreadsheets, and a very full brain. That hidden labour adds up fast, and the truth is: it’s eating into margins long before event day begins. This reflects the broader need in the market world for accessible, streamlined tools that reduce manual workload and tighten planning processes.
Start with clarity: track your time
A simple time‑tracking tool (even a timer app) can help you see exactly where your hours go.
Tracking creates two benefits:
• you spot bottlenecks instantly
• you can finally attach a dollar value to your labour, instead of guessing
Time tracking might sound daunting but there are lots of tools to help with that. Software like Clockify (my personal favourite) can record time and some of them even run in the background automatically tracking time spent on tasks. Many organizers are surprised by how much time they’re donating to their event without realizing it.
The tasks that add up aren’t always directly related to one vendor but general things like posting a vendor call on social media to attract vendors, setting up application forms, updating policies, responding to e-mails, writing newsletters, marketing ads etc. Divide this time by the number of vendors and multiply it by your (living!) wage to get the cost per vendor. It adds up quickly!
Then, reduce the load with templates + automation
A lot of tasks repeat across every market season. Templates make that repetition painless.
• Application responses
• Vendor instructions
• Pre‑event reminders
• Post‑event follow‑ups
• Social media captions
• Vendor selection criteria
With a template library, you’re not reinventing the wheel every time — a core principle of saving labour in manual industries like market management.
Let technology handle what doesn’t need your hands
You don’t need to automate everything — just the stuff that drains time without adding value.
Vendor acquisition:
My Market Scout gives organizers a space to connect with vendors who already have profiles, availability, and preferred regions listed. A market profile gets seen by many new and returning vendors and it answers a lot of questions, reducing the hours spent searching, filtering, and communicating manually.
Invoicing + records:
Use an ERP like MarketWurks or ManageMyMarket to send invoices, track payments, store documents, and keep applications organized in one place. This directly supports organizers who need more centralized tools and real-time vendor management options.
Email communication:
Unless you use the e-mail function in the ERPs listed above, use an e-mail service like Mailchimp. It lets you send instructions, reminders, and updates to selected vendor groups (form audience groups with the tag feature) at once — without typing the same message 35 times. This aligns well with the need for streamlined communication in the days leading up to events.
Social media:
Hootsuite and Canva help you design and schedule posts quickly. Create once, schedule everywhere, and let the tools handle the repetitive parts. It’s a simple, practical way to work around the “time constraints” organizers face when operating with small teams and limited resources.
AI:
AI isn’t here to replace the heart and hustle behind markets — but it can absolutely take some of the heavy admin off your plate. When your workload is already tight and your time is stretched thin, AI becomes one more tool to help cut down the hidden labour that eats your evenings. Use it to draft e-mails, policies, brainstorm social media content and checklists.
Where all of this leads: less labour, more breathing room
Markets thrive when organizers aren’t overwhelmed and burnt out.
Vendors thrive when information is clear and consistent.
Communities thrive when the “support local” movement meets real infrastructure behind the scenes.
By tracking your time, using templates, and embracing the kinds of tools built for this world, you’re not just making your workload lighter — you’re making your market stronger, more sustainable, and easier to run year after year.
If you’re curious how much time you’re actually spending per vendor… start the timer.
The results might surprise you.
