Vendor Contract Form
A vendor contract form for the booth agreement your vendors read and accept. Ten questions record who’s booking, the booth and date, a separate “I agree” to your cancellation policy, insurance terms, and event rules, and a typed name and date, with the booth fee paid when they accept.
How to write a vendor contract form vendors actually read
Most vendor disputes start with a term nobody remembers agreeing to: the refund deadline, the rain policy, the hour load-in closes. A vendor contract form puts your terms in front of every vendor and records that each one accepted them before paying for a booth. This template splits the big terms into separate questions so none of them gets skimmed.
Decide which terms your vendor agreement needs
Most booth agreements cover the same ground. Start with the fee and what it includes: the space, tables, power, and parking. Then cancellation and refunds for both sides, and what happens if weather cancels or shortens the event. Add your insurance requirement and an indemnity clause, where the vendor takes responsibility for claims caused by their booth, products, or staff. Finish with event rules: setup and teardown windows, staffing the booth until close, what can’t be sold, and cleanup. Have a lawyer review your terms before you use them, since requirements and enforceability vary by state and venue.
Write every term in plain language
Vendors skim legal-sounding paragraphs, and a term they skimmed is a term they’ll dispute. Write each one the way you’d explain it at the info table: “Cancel by May 1 for a full refund. After May 1, no refunds.” Use real dates and dollar amounts in place of phrases like “a reasonable period.” Put the full terms in the form description, then give each “I agree” question a one-line summary in its help text. Be blunt about weather, and say whether a rain date carries a vendor’s booth fee over or ends the deal.
Collect acceptance one term at a time
Separate questions make vendors stop at each big term. This template asks for its own “I agree” on the cancellation policy, the insurance terms, and the event rules, then a typed full name and today’s date. The booth fee is collected on the same submit, so nobody pays for a booth without accepting your terms. Be clear about what this gives you: a typed name plus “I agree” is a simple record that the vendor accepted your terms. It isn’t a formal e-signature. If you need a formally signed contract, send it through a dedicated e-signature service instead.
Keep records you can find next season
The day a vendor disputes a refund, you’ll want the exact terms they accepted. Save a dated copy of your terms every time you change them, as a PDF or in a shared Google Drive folder, and note which version was live for each event. Your Stripe dashboard keeps each payment with its date and amount, which covers the money side. Email each vendor a confirmation with the terms attached so they have a copy too. When you update the form for next season, change the dates and fees in the terms first, then publish.
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 templatesIs a vendor contract form legally binding?
This form records that a vendor typed their name, chose “I agree” to each term, and submitted. That’s a simple acceptance record. It isn’t a formal e-signature, and whether any agreement holds up depends on its terms and your state’s law. Have a lawyer review your terms, and use a dedicated e-signature service if you need a formally signed contract.
Can vendors pay the booth fee when they accept?
Yes. Set a base fee, add a price to each booth option, and vendors see a live total and pay by card through Stripe when they submit. The money goes to your own Stripe account. We take no cut; Stripe’s processing fee applies. Refunds under your cancellation policy are issued from your Stripe dashboard.
Where do I put my full terms?
In the form description, where every vendor sees them before the first question, or in the help text of each “I agree” question. Many organizers keep the full wording in the description and a one-line summary in each question, and update both whenever dates or fees change.
Can vendors upload a signed PDF or an insurance certificate?
File uploads aren’t available on published forms. Add a URL question that asks for a Google Drive or Dropbox link, or a short-text question for the insurance policy number and carrier.