Vendor List Template for Events
Whether you have 5 vendors or 50, a good vendor list stops the "wait, did they pay?" moments. Here are the columns to track, and how to keep the list up to date.
Column group 1
Who they are
Start with the basics so anyone on your team can reach a vendor without asking around.
- Business name
- Contact person
- Phone and email
- What they sell or provide (food, crafts, rentals, music)
Column group 2
Booth details
These are the details you'll need when you draw your site map and plan the day.
- Booth number or spot on the site map
- Booth size
- Needs power? Needs water?
- Tent, table, or chairs provided by you or them
Column group 3
Money and paperwork
This is where most events get messy. Track every payment and document, not just the vendor's name.
- Booth fee and whether it's paid
- Signed agreement received
- Proof of insurance received
- Food permit or health approval (food vendors)
Column group 4
Event day
Give each vendor a clear time and place so load-in runs smoothly.
- Load-in time and entrance
- Who on your team is their contact
- Notes (special requests, past issues)
Keep it working
How to use the list
One list, one owner. Pick one person to keep it up to date, and share it so everyone sees the same version. Update it the moment a vendor confirms, pays, or drops out.
- Keep one shared list, not copies in email
- Mark each vendor: invited, confirmed, paid, ready
- Send each vendor a reminder a week before
Tired of tracking vendors in a spreadsheet?
EventCenter keeps your vendors, tasks, and volunteers in one place your whole team can see, so nobody has to guess who paid or when they arrive. Built for nonprofits and community groups.
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