Vendor Information Form
A vendor information form collects each vendor’s official details in one place, once they’re accepted or at the start of a new season. Ten questions cover the legal business name and DBA, contacts, mailing address, business type, permit and insurance numbers, and an event-day emergency contact, with no fee attached.
How to use a vendor information form to keep vendor records current
Every market runs on a pile of small facts: who to call, which permit number goes on the health department sheet, whose insurance ends in June. When those facts live in old emails and sticky notes, you find the gap on market day. One form, sent at the right moment, puts them all in the same shape.
Send it after acceptance, then once a season
The best time to ask for official details is right after you accept a vendor. They’re excited, they’re paying attention, and you haven’t built a schedule around them yet. For a recurring market, send the link to every vendor again a few weeks before opening day, even the ones who’ve been with you for years. Phone numbers change, businesses form LLCs, and policies renew with new numbers. Set a clear deadline in the form description and tell vendors the details will be used for your records and your city or venue paperwork.
Ask for what you’ll actually use
A records form earns its keep when every question maps to a real task. The legal name and business type go on permit applications and any agreement you keep. The DBA goes on signs and your vendor list. Permit and insurance numbers answer the questions your city, county, or venue asks you. The emergency contact is for the rare bad day. If you can’t name the moment you’d look up an answer, delete the question. Vendors fill out shorter forms faster and more carefully, and you’ll have less to keep safe.
Keep sensitive numbers out of a plain form
Some details don’t belong on a general-purpose web form. Leave out bank account and routing numbers, Social Security numbers, full federal tax IDs, and dates of birth. If you truly need a vendor’s tax ID, for example to issue a year-end tax form, collect it through a channel built for it, like a W-9 handled directly by you or your bookkeeper. The same goes for payment details. Card payments run through Stripe when you charge a fee, and you never see the card number. Check with an accountant about what your market is required to keep.
Keep one record per vendor
Decide where the master record lives, like one spreadsheet with a row per vendor, and add each vendor’s details to it as they come in. Use the email address as the key, because business names get spelled three different ways. Add columns you’ll need later, such as the date the details were last confirmed and when insurance expires. Before each market, sort by that date and follow up by email with anyone whose details are more than a year old. A record that’s checked on a schedule stays useful, and one that’s only filled in once goes stale by midseason.
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 templatesWhat should a vendor information form include?
The details you’d need to reach a vendor, file paperwork for your market, and handle an emergency: legal business name and DBA, a main contact, email and phone, mailing address, business type, what they sell, their sales tax or seller’s permit number, insurance details, and an emergency contact. Delete or add questions to match what your city and venue ask of you.
Should I ask vendors for their tax ID or bank details?
Keep those off this form. Bank details, Social Security numbers, and full tax IDs need more care than a general web form gives them. If you need a tax ID for year-end reporting, collect a W-9 directly. Rules vary, so check with an accountant about what your market has to keep.
Can I collect a season fee on the same form?
Yes. Add a base fee, or put prices on the options of a dropdown, multiple choice, or checkbox question. Vendors see the total and pay by card through Stripe when they submit, and the money goes to your own connected Stripe account. We take no cut; Stripe’s processing fee applies.
Does it cost anything to use this template?
No. Browsing templates needs no account, and building and publishing a form needs a free one. There are no paid plans and no platform fee. Once it’s published, you get a hosted link that works on phones, and you can share it by email, text, or anywhere else your vendors will see it.