Hopkinton State Fair is seeking a detail-oriented Vendor Coordinator to support vendor layout and on-site operations before and during the annual fair. This hands-on role focuses on marking and gridding vendor locations, auditing space usage, and enforcing vendor rules to ensure an organized, safe, and professional event environment.

Position Overview

Hopkinton State Fair is seeking a highly organized, detail-driven Vendor Coordinator to support vendor operations before and during the annual Hopkinton State Fair. This person will help ensure vendor areas are properly marked and organized, vendors are placed accurately in assigned spaces, and all vendor rules, safety requirements, and operational policies are followed.

This role is a hands-on, high-responsibility operations position. The Vendor Coordinator must be comfortable working outdoors, walking the grounds extensively, enforcing rules professionally, and solving problems quickly during peak periods.

Key Responsibilities

Vendor Space Mapping, Marking & Setup

  • Assist with measuring, gridding, and marking vendor spaces across the fairgrounds.
  • Ensure vendor placement matches the official vendor map and assigned frontage/space dimensions.
  • Support vendor load-in operations including:
    • Directing vendors to correct locations
    • Managing traffic flow in vendor areas
    • Preventing vendors from setting up in unassigned spaces

Vendor Space Coordination & Compliance

  • Help ensure vendor setups align with contracted frontage and depth assignments.
  • Reinforce that vendors must remain within their paid space to maintain fair layout, safety access, and fairness for all participants.
  • Verify vendor placement matches the official site map and assigned dimensions.
  • Work collaboratively with vendors to resolve space questions or layout adjustments when needed.
  • Track and communicate:
    • Space discrepancies or setup adjustments
    • Requests for vendor moves or relocations
    • Situations requiring management review

Vendor Support & Communication

  • Provide customer-service-level support to vendors while maintaining authority.
  • Answer vendor questions regarding:
    • Setup logistics
    • Space assignments
    • Regulations and procedures
    • Emergency procedures / safety guidelines
  • Serve as a reliable point-of-contact between vendors and fair management.

Event-Day Operations Support

  • Assist with day-to-day vendor operations during the fair:
    • Quick troubleshooting and conflict resolution
    • Support inspections or safety requirements when needed
    • Help keep vendor areas orderly and compliant

Required Skills & Qualifications

  • High attention to detail and strong organizational skills.
  • Ability to measure and lay out spaces accurately.
  • Comfortable enforcing rules and having firm conversations respectfully.
  • Strong communication skills (calm, clear, professional).
  • Ability to work under pressure in busy environments.
  • Able to walk fairgrounds for long periods and work outdoors in varying weather conditions.
  • Reliable transportation and punctuality required.

Preferred Experience

  • Prior experience with fairs, festivals, events, vendor management, parking coordination, or operations.
  • Familiarity with reading layout maps or site plans.
  • Experience in conflict resolution or customer service.

Work Schedule Expectations

This position begins on a part-time basis in July, with increasing hours as the fair approaches. Full availability is required during vendor move-in week, throughout the fair, and during the week following the event as needed. Responsibilities include pre-fair layout planning, marking and gridding vendor spaces, and setup coordination. Candidates must be prepared for early mornings, long days, and consecutive workdays during peak periods.

How to Apply

Applicants must complete our online job application and be sure to include both a cover letter and resume.