Vendor Profile Form
A vendor profile form gathers what you need to promote each vendor yourself: a short bio, products and prices, social links, photos, and permission to feature them. Nine questions give you everything for social posts, your printed program or map handout, and the vendor list on your own website.
How to use a vendor profile form to promote your vendors before the event
Shoppers decide to come to a market because of who’ll be there. A few weeks of posts about the baker, the potter, and the farm with the heirloom tomatoes does more for turnout than any flyer. The hard part is getting good material from forty busy vendors, and that’s what this form is for.
Plan the promotion, then write the questions
Start with where each answer will end up. The display name and category go in your program or map handout. The bio and photos become social posts and the vendor list on your own site. The seasonal note gives you a reason to post about a vendor twice. Once you know the uses, set the deadline early enough to act on them, usually three to four weeks before the event. That leaves time to write captions, lay out the program, and send it to the printer without chasing vendors the week of.
Write bio prompts that get usable answers
Ask for “a short bio” with no guidance and you’ll get one line or a full page. Give a length, two or three sentences, and say what to cover: who they are, what they make, and one detail that makes it theirs. An example in the form description helps more than any instruction, like “Third-generation beekeepers from the valley, selling raw honey and beeswax candles from our own hives.” Say whether you’ll write in first or third person, and that you may edit for length. Consistent bios make the whole program read better.
Ask for photos you can actually post
Tell vendors what works: natural light, the product filling the frame, a plain background, and no heavy filters or text on top. Ask for at least one vertical shot for Stories and one horizontal shot for your website. For logos, a PNG with a transparent background is easiest to place in a program. A shared Google Drive or Dropbox folder keeps files at full size, which matters for print. Ask vendors to set the folder to “anyone with the link can view,” then save the files you’ll use to your own folder.
Respect the feature permission
Some vendors love the tag, some would rather stay off your feed, and a few keep their personal accounts private. The permission question settles it before you post. Keep the answer next to each vendor in your planning spreadsheet and check it before anything goes live. Spread features across the weeks before the event, and post the full vendor list a few days out. Tag the right account, credit the vendor’s own photos, and send each vendor the link to their post so they can share it with their own followers.
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 templatesHow is a vendor profile form different from a vendor application?
An application helps you decide who gets a booth. A vendor profile form comes after that decision and collects what you need to promote each accepted vendor: a bio, products and prices, links, photos, and permission to feature them. Many organizers send it along with their acceptance email.
How do vendors send their photos and logo?
They share a link to a Google Drive or Dropbox folder in their answer. Ask them to set the folder so anyone with the link can view, and save the images you plan to use to your own drive. Files stay at full size that way, which matters for anything you print.
Can I edit the bios vendors send in?
Most organizers trim bios for length and tidy up spelling so the program reads evenly. Say so in the form description. If you change the meaning or the facts, email the vendor your version first so their story stays their own.
Does the vendor profile form cost anything?
No. It’s free, with no paid plans and no platform fee. You need a free account to build and publish the form. Publishing gives you a hosted link that works on phones, so vendors can fill it out between customers.