Festival Vendor Registration Template
A registration form for festivals that run two or more days. Fourteen questions covering which days vendors work, tiered booth pricing, load-in windows, staff counts, power, and insurance, with fees paid by card at checkout.
How to write a festival vendor registration form for a multi-day event
A multi-day festival asks more of a vendor than a Saturday market does: more days, more staff, and a load-in that has to finish before the first gate opens. Your registration form is where you collect the numbers you’ll plan around. Get them on the form and you won’t be chasing vendors by email the week before the festival.
Price booths in tiers, and show the price on every option
Festival booths aren’t all worth the same. A corner spot near the main stage draws more traffic than a standard space at the edge of the grounds, and a food truck needs more room than a jewelry table. Set a base fee for the standard booth, then add an upcharge to each larger or better-placed tier so vendors see the total before they commit. Put paid extras like staff passes, parking, or tent rentals in their own checkbox question instead of folding them into the tiers.
Ask for days as checkboxes, not dates
At a three-day festival, some vendors want every day and some only want Saturday. A checkbox question with each day listed is faster to answer than a date picker, and easier to count when you’re laying out the grounds. If you charge by the day, give each day its own price and the vendor’s total adds up at checkout. Say plainly whether a one-day vendor keeps the same space or gives it up on the other days.
Turn load-in into windows vendors pick from
An open-ended “when will you arrive?” question gets you a different answer from every vendor and a line at the gate. Offer two or three fixed windows as a choice question, and steer food trucks and trailers to the earliest one. Pair it with a staff count so you know how many passes and wristbands to prepare and how much vendor parking to hold. Collecting these numbers at registration means your load-in plan is built on answers, not guesses.
Ask for insurance early, and say what counts
Many venues and cities require festival vendors to carry general liability insurance, and some want the festival or property owner named as additional insured. Check what your venue’s contract asks for and put those exact requirements in the question’s help text. If a vendor doesn’t have a certificate yet, let them register now and send it before load-in rather than lose the application. The insurance question asks for a link to the certificate, and you can tell vendors where to email it if they’d rather send a copy.
Create your vendor application in three steps
Customize your questions
Add, remove, or edit questions to fit your market or event. From business details and booth requirements to permits and product images.
Set up vendor payments
Charge for booth spaces. You can create different pricing options for booth sizes or add-ons like electricity, or keep applications completely free. Payments are securely processed and handled through Stripe.
Publish and start accepting vendors
Publish your form and share it on your website, social media, email, or anywhere you recruit vendors. Vendors can apply and pay from their phone, and you can track every submission from your dashboard.
About this template
If your market needs something more specific, there is probably a closer starting point.
Browse all templatesCan vendors pay a different amount for each day?
Yes. Give each option in the days question its own price, and the vendor’s total adds up the days they check. You can combine that with a flat booth fee or priced booth tiers.
Can I charge for staff passes and parking?
Yes. List them in the add-ons question with a price on each, and whatever a vendor checks is added at checkout. The form collects the order; handing out passes and parking permits is still up to you.
What if my festival runs more than three days?
Add a day to the days question or rename the options to match your schedule, like “Thursday preview night.” Then update the load-in windows so they line up with your first day.
Is it free, and who gets the booth fees?
The template and the form builder are free. Vendors pay by card through Stripe when they register, and the money goes to the Stripe account you connect. vendorapplication.com takes no cut; Stripe’s processing fee applies.