Event vendor agreement template.
A vendor agreement sets out the booth, fees, cancellation rules, setup times, insurance, conduct and liability between you and each vendor. Use the clauses below as a starting point and adapt them to your event. This isn't legal advice; have a lawyer review your final agreement.
Updated
What to cover.
- Parties and event: your organization, the vendor's business, event name, dates and venue.
- Booth: the booth type or number assigned, and that you may move booths for safety or layout.
- Fees and payment: the booth fee, when it's due, and what happens if a payment fails.
- Cancellations and refunds: what each side gets back if the vendor or the organizer cancels.
- Setup and teardown: load-in and load-out times, and staying open for the full event.
- Products: only approved products may be sold; no prohibited items.
- Insurance and liability: the vendor carries their own insurance and is responsible for their booth, products and staff.
- Permits and taxes: the vendor holds the licenses and collects the sales tax their sales require.
- Weather and events beyond your control: what happens if the event is shortened or cancelled.
- Conduct: respectful behavior toward attendees, other vendors and staff, and your right to remove a vendor.
- Photos: consent to appear in event photos and marketing.
Have vendors sign it as they apply.
- Attach your agreement to the event, mark it as requiring a signature, and send it automatically on approval.
Common questions.
Do I need a vendor agreement for a small market?
Even a short one helps: it settles refunds, setup times and responsibility for damage before there's a dispute.
Keep reading.
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