Free Vendor Application Forms and Templates

By Diana Ramos | August 12, 2020

We’ve compiled the most useful vendor application forms for various purposes, including templates for food vendors, arts and crafts vendors, commercial vendors, and more. 

Included on this page, you'll find many free templates, including a simple vendor application form template, an event vendor application form, and a sample vendor application template. There’s also an explanation of the importance of vendor application forms.

Simple Vendor Application Form Template

Simple Vendor Application Form Template

Use this simple vendor application form when approving and registering vendor applicants for an event, a conference, or a festival. Enter the vendor applicant’s tax ID, organization type (e.g., corporation, LLC, individual/sole proprietor, etc.), and contact and payment information. This easy-to-use, fully customizable template also includes a section exclusively for accounting purposes. In this section, you can specify the vendor’s status as a new or returning applicant, the type of vendor, and a unique number for tracking purposes. 

For tips and advice on working with vendors, see “The Definitive Guide to Managing Vendor Relationships.”

Download Simple Vendor Application Form Template

Word | Google Docs | PDF  | Smartsheet

Food Vendor Application Template 

Use this streamlined food vendor application template to standardize applications for trade shows, conferences, festivals, or other events. This customizable template includes sections for contact information and an overview for outlining general details of services/goods, application fees, food service permit, and more. There’s also room for food product information, including average price and number-of-servings details.

Download Food Vendor Application Template

Excel | PDF

Arts and Craft Fair Vendor Application Form

Arts and Crafts Fair Vendor Application Form Template

Designed specifically for arts and craft fair vendor applicants, this application form allows you to enter all pertinent details for those wishing to participate in your fair or festival. Arts and crafts vendor applicants can easily fill in name and contact details, select their product category (e.g., jewelry, clothing, patterns, toys, etc.), and add social media pages. Keep all applicant information in a single, uniform format, and use it to verify that you’re accepting top-notch vendors.  

Download Arts and Craft Fair Vendor Application Form 

Excel | Word | PDF | Google Docs | Smartsheet

Returning Artisan Vendor Application Form

Returning Artisan Vendor Application Form Template

Expedite the application process for returning artisan vendors with this application form. Returning vendors can use the form to reapply to sell their wares or services at your event. In addition to contact information, this form includes space for a tax or business license registration number and prior booth location, and it allows returning vendors to specify whether they want their prior spot or if they have a different booth-location preference. Easily gather vendor reapplication information with this returning artisan vendor application form and keep your event planning organized and up to date.  

Download Returning Artisan Vendor Application Form 

Word | Google Docs | PDF

Commercial Vendor Application Template

Commercial Vendor Application Template

Track individual vendor applications with this basic commercial vendor application template. Vendors can select whether they are a community organization, an artisan vendor, a retail vendor, or a food vendor, so you can easily identify their category. In addition to providing a business name and contact information, applicants can include payment information, as well as verify the provided information is accurate and that they will abide by event vendor rules. Regardless of your event type, this commercial vendor application template is perfect for accurately gathering key details. 

Download Commercial Vendor Application Template  

Word | Google Docs | PDF

Event Vendor Application Form

Event Vendor Application Form Template

This event-specific vendor application form comes prepopulated with easily alterable booth cost and setup details, fields for company and contact information, and descriptions of the items that vendor applicants propose to sell. With ready-made liability details — so that vendors are aware of their responsibilities when they apply — this efficient form is a great way for event coordinators to review application materials and register preferred vendors. 

Download Event Vendor Application Form

Word | Google Docs | PDF  | Smartsheet

Fashion Show Vendor Application Form

Fashion Show Vendor Application Form Template

Use this fashion show vendor application form to consider the best applicants for a fashion-centric event. As a fashion show host, it’s crucial to have accurate, up-to-date vendor-application material available, so that everything goes smoothly with the vendor selection process. This form includes room for vendor applicant contact information, product category (e.g., accessories, jewelry, embroidery, vintage, etc.), price ranges of the applicants’ products, and social media details.  

Download Fashion Show Vendor Application Form 

Excel | Word | PDF | Google Docs

Printable Vendor Application Form

Printable Vendor Application Form Template

Use this all-purpose printable vendor application form to collect event, conference, or festival vendor-application details and keep them filed and readily available. This form comes with space to note an applicant’s tax ID, organization type, company name, contact information, and payment details — all of which you can customize. Use the print-friendly, streamlined layout of this one-size-fits-all printable vendor application form to keep your vendor applicant details organized, current, and accurate.  

Download Printable Vendor Application Form 

Word | PDF | Google Docs

Sample Vendor Application Template

Sample Vendor Application Template

This sample vendor application template comes with pre-filled sample data, which applicants can replace with their unique details. Enter company contact info, federal tax ID number, company information (e.g., organization type, website, etc.), and whether applicants are applying as sales vendors, demonstrators, or information booth hosts. This template is fully customizable, so you can alter any details, including space/booth information and products/services offered.  

Download Sample Vendor Application Template 

Word | Google Sheets | PDF  | Smartsheet

What Is a Vendor Application Form?

Vendors complete a vendor application form when they apply to sell products or services at a conference, festival, or fair. The form includes vendor names, contact information, tax ID, booth preferences, payment information (if applicable), and details on their offerings. 

By gathering all vendor application information in a form, event organizers can review their offerings and select which vendors will participate in the event. 

Vendor application forms are critical to gathering accurate vendor information to enhance the offerings of your conference, festival, fair, or show. You need a comprehensive form that can capture details about their company, contact, payment, product or service offerings, and booth- or table-location preferences. In this way, all applicants’ information is centralized and standardized in a single format — so that you can choose the best vendors to attend and complement your event’s special offerings. 

Without a sufficient vendor application process, there’s a risk of missing important details that could result in low vendor and attendee turnout, as well as losses in potential sales and networking opportunities. Conference, festival, and fair coordinators need to ensure there is an easy, consistent way for vendors to apply for your event. Without an option to record and maintain accurate vendor application information, you might miss out on opportunities to establish or maintain long-lasting relationships with vendors you want to return to successive events. 

Once you accept a vendor application form, use one of these vendor registration forms to start the sign-up process for the event.

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