# 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 2026-10-10._ ## 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. ## 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. ## Related - [Vendor rejection letter](https://bzar.app/templates/vendor-rejection-letter) - [Vendor load-in schedule](https://bzar.app/templates/vendor-load-in-schedule) - [Vendor rules and refund policy](https://bzar.app/templates/vendor-rules-and-refund-policy) - [Email automations](https://bzar.app/features/email-automations)