Vendor Qualification Form
A vendor qualification form for events with standards to keep, like producer-only farmers markets, handmade-only fairs, food events, and large festivals. Eleven questions check how each vendor makes or sources what they sell, how long they’ve been vending, their seller’s permit, insurance, food safety certification, and references, before you accept anyone.
How to use a vendor qualification form to screen vendors fairly
A general application asks who a vendor is and what they sell. A vendor qualification form asks whether they meet the rules your event is built on: that they grow or make what they sell, carry insurance, hold the right permits, and have done this before. Screening on those points first keeps the hard conversations short and early.
Write your qualification criteria before you open the form
Start with a short list of must-haves and put it in the form description, word for word. For a producer-only market, that might be “every item is grown or made by the vendor.” For a large festival, it might be $1 million in general liability coverage and a current seller’s permit. Separate the hard requirements from the nice-to-haves, so a first-season vendor with great product isn’t turned away for lacking a long history. Then check that every requirement has a question behind it. If you require something the form never asks about, you’ll end up emailing every vendor to fill the gap.
Check permits and references yourself
A permit number on a form is a claim until you check it. Many states let you look up a seller’s permit or sales tax registration online, and county health departments can confirm food permits and certifications. Call or email the organizers each vendor lists and ask two quick questions: did they show up on time, and would you book them again? Keep a note of what you checked and when. For insurance, ask accepted vendors for a certificate of insurance before setup day, naming your event as additional insured if your venue requires it, and give them a firm deadline.
Hold every vendor to the same standard
Screening only feels fair when it is. Decide how you’ll treat each answer before the first form comes in: whether “I’ll get coverage before the event” is a yes with a deadline, and whether a vendor who resells a few items can join if they label them clearly. Apply those calls to longtime vendors and newcomers alike, including friends of the market. Keep a simple spreadsheet with each vendor, what they answered, what you verified, and your decision. When someone asks why they weren’t accepted, you can point to the written rule they didn’t meet.
Tell vendors what happens after they qualify
Qualifying is usually the first step, so say what comes next in the form description. Some organizers send qualified vendors a separate booth application or agreement with the fee, and others invite them straight to pick dates. Give a date when vendors will hear from you, then email every one of them yourself, including those who didn’t qualify, with a short reason. If a vendor falls short on something fixable, like insurance or a permit, tell them what would change your answer. Many will come back next season with their paperwork in order, and your vendor pool gets stronger each year.
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 qualification form different from a vendor application?
A vendor application asks about the booth, the products, and the fee. A vendor qualification form comes first and checks eligibility: how goods are made or sourced, experience, permits, insurance, and references. Many organizers screen with this form, then send qualified vendors a separate application or agreement. You can build and publish both with a free account.
Can I charge a fee to qualify?
You can. This template starts with no fee, but you can add a base fee and vendors pay it by card through Stripe when they submit. The money goes to your own Stripe account. We take no cut; Stripe’s processing fee applies. If you charge one, say in the form description whether it’s refundable for vendors who don’t qualify.
Can vendors upload their insurance certificate or permit?
File uploads aren’t available on published forms. Add a URL question that asks for a link to the document in Google Drive or Dropbox, or a short-text question for the policy number and insurer. Many organizers collect the certificate itself by email once a vendor is accepted.
How much insurance should I require from vendors?
Many events ask for general liability coverage of $1 million per occurrence, and some venues or cities require more, or require your event to be named as additional insured. Requirements vary by venue, city, and state, so check with your venue, your own insurer, and local rules before you set the number in your form.