Email templates for your event vendors.
A good email to a vendor says what happened, what the vendor needs to do next and by when, in a few short lines. Copy the templates below for acceptance, waitlist, rejection, payment reminders, load-in details, weather or cancellation notices, and a thank-you that invites vendors back. Replace anything in [square brackets].
Updated
Acceptance, waitlist and rejection.
ACCEPTANCE. Subject: You're in for [Event name] on [Event date]
Hi [Vendor first name], good news: [Business name] has been accepted to [Event name] on [Event date] at [Venue]. We loved [one specific thing about their products or photos].
To hold your spot, please [pay your booth fee / sign the vendor agreement / upload your documents] by [Deadline]. Your booth is [Booth type or number]. Load-in details will follow about [timing] before the event.
If anything about your plans has changed, reply to this email as soon as you can so we can offer your spot to someone else. Thanks, [Your name], [Event name]
WAITLIST. Subject: You're on the waitlist for [Event name]
Hi [Vendor first name], thank you for applying to [Event name]. We have more strong applications than spaces in [category], so we've placed [Business name] on our waitlist.
That is not a no. If a spot opens we will email you right away and you will have [time to respond] to confirm. We will also tell you by [Date] if we can't make room. Thanks for your patience, [Your name]
REJECTION (short version). Subject: Your application to [Event name]
Hi [Vendor first name], thank you for applying to [Event name]. We aren't able to offer [Business name] a booth this time. [One honest, kind reason, for example: we've filled the [category] spots.]
[If they paid: your booth fee will be refunded to your original payment method.] We would be glad to see an application for [Next event]. Thank you again, [Your name]
Payment reminder and late payment.
PAYMENT REMINDER. Subject: Booth fee due [Date] for [Event name]
Hi [Vendor first name], a friendly reminder that the booth fee for [Event name] is due on [Date]. You can pay here: [Payment link].
Once it's paid, your spot is confirmed. If you need to change your booth or have a question about the fee, reply and we'll sort it out. Thanks, [Your name]
LATE PAYMENT. Subject: Action needed: booth fee for [Event name]
Hi [Vendor first name], we haven't received the booth fee for [Event name], which was due on [Date]. To keep your spot, please pay by [Final deadline]: [Payment link].
If we don't hear from you by then, we will [release your booth to the waitlist / follow the late payment terms in your vendor agreement]. If something has gone wrong with your payment or your plans, tell us and we'll work with you. Thanks, [Your name]
Load-in details and weather notices.
LOAD-IN DETAILS. Subject: Load-in details for [Event name] on [Event date]
Hi [Vendor first name], here is everything for [Event name]. Your booth: [Booth number or location]. Your load-in window: [Start time] to [End time]. Please be set up by [Doors open time], and stay until [Event end time].
Parking and unloading: [Where to park and which entrance to use]. Power and tables: [What is and isn't provided]. Check in with [Name or desk] when you arrive. On the day, call or text [Phone number].
Please bring [Documents, for example your permit], your own [tent, weights, signage] and a way to take payments. Thanks, [Your name]
WEATHER OR CANCELLATION NOTICE. Subject: Update on [Event name] on [Event date]
Hi [Vendor first name], we're writing about [Event name] on [Event date]. [Because of the forecast / because of [reason]], we are [moving indoors to [Location] / moving the event to [New date] / cancelling the event / shortening the hours to [New hours]].
What this means for you: [Your booth and load-in time stay the same / your booth fee carries over to [New date] / your booth fee will be refunded by [Date]]. If the new plan doesn't work for you, reply by [Date] and we'll talk through your options.
We will post any further updates on [Instagram or website] by [Time]. Thank you for your understanding, [Your name]
Thank-you and rebook.
THANK-YOU AND REBOOK. Subject: Thank you from [Event name]
Hi [Vendor first name], thank you for being part of [Event name]. [One specific thing you noticed, for example: your display drew a crowd all afternoon.] We hope the day went well for [Business name].
We're planning [Next event] on [Date]. Applications open [Date], and returning vendors can apply first through [Link]. We would also love your feedback: [Link to a short survey, or: reply with one thing we should keep and one thing we should change].
If you took photos of your booth, please send them or tag [Instagram handle] so we can share them. Thanks again, [Your name]
Send these without retyping them.
- Set up automatic emails for when vendors apply, are approved or rejected, and before or after the event.
- Message one vendor or send an announcement to all of them from the same place.
- If you reject a vendor who has already paid, their booth fee is refunded.
Common questions.
How do I write an email to vendors?
Lead with the news, say exactly what the vendor needs to do and by when, and keep it to a few short paragraphs. One email should carry one request. Put the event name and date in the subject line so it is easy to find later.
What should a vendor acceptance email include?
The event name, date and venue, the booth they were given, what to do to confirm (pay, sign, upload documents) and the deadline for it. Also say when load-in details will follow so vendors know what to expect.
How do I follow up with a vendor who hasn't paid?
Send a friendly reminder before the due date, then a clear late notice with a final deadline and what happens next, such as the booth going to the waitlist. Keep the tone helpful, and point back to your vendor agreement.
How quickly should I tell vendors they were accepted?
As soon as you decide. Vendors plan inventory and travel around your answer, so a quick yes, no or waitlist is better than a perfect message. If you can't decide yet, tell applicants when they will hear from you.
Should I email vendors about weather before the event?
Yes. Tell vendors your weather plan in the load-in email, then send a short update as soon as you make a call. Say what changes for their booth and their fee, and where you will post further updates.
Keep reading.
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