Free Vendor Agreement Template

A vendor contract template is a written agreement between an event organizer and a vendor who wants to sell goods or provide services at that event. It covers the practical details of showing up: where the vendor's booth or table will be, what fees are owed, and what hours the vendor operates. It also spells out what happens if either side cancels.

This vendor agreement works for almost any kind of gathering where outside sellers set up shop, including farmers markets, craft fairs, food festivals, and corporate events. The event organizer licenses a defined space to the vendor for the length of the event. This is usually a license, not a lease. The vendor gets temporary permission to use the space, and that permission ends when the event does, without creating any ongoing tenancy rights.

Some people search for this document as a vendor agreement template or a vendor agreement contract. Whatever it's called, its job is the same. It spells out who's responsible for what before the event starts, so a disagreement over fees, cancellation, or damaged goods doesn't turn into a bigger dispute.

You use a vendor agreement form any time you invite a seller or service provider to your event, whether it's a market, fair, festival, or corporate gathering. The Loio’s vendor agreement template ensures that all important details like fees, setup times, and space assignments are clearly defined and agreed upon in writing.

Event organizer (buyer): The individual or business holding the event and licensing space to vendors. The organizer sets the event details, collects fees, and is typically responsible for the venue and overall event insurance.

Vendor (seller): The individual or business selling goods or providing services at the event. The vendor pays the agreed fee, follows the space and conduct rules set out in the agreement, and is usually responsible for their own liability coverage.

Venue owner (conditional): If the event organizer doesn't own the location, the venue owner may be a separate party. They may need to approve the event and any vendor activity taking place on their property.

Indemnification: A commitment by one party to cover the other's losses if a third party brings a claim related to the agreement.

For example, if a customer is injured at a vendor's booth, the vendor's indemnification clause would typically require the vendor to cover the organizer's resulting legal costs.

Hold harmless: A clause closely related to indemnification, where one party agrees not to hold the other legally responsible for certain risks or losses connected to the event.

Force majeure: A clause covering events beyond either party's control, like severe weather or a government order, that may excuse a party from performing or justify canceling the event.

Liquor liability: A type of insurance coverage specific to serving or selling alcohol, which protects against claims arising from an intoxicated guest. Most general liability policies don't cover this.

Certificate of insurance: A document from an insurance company confirming that a policy is active and showing its coverage limits. Organizers commonly require vendors to submit one before the event.

MSA (master service agreement): A broader contract that sets recurring terms between an organizer and a vendor who works multiple events together. Each event then only needs a short order form instead of a full new contract.

The vendor services agreement template lets you create a valid contract for vendors to attend your event. Simply follow our user-friendly questionnaire to download and save a PDF copy of your contract.

Not in most states. A witness isn't a legal requirement for most vendor agreements, but having one can help if the agreement's validity is ever challenged.

There's no universal standard, so this needs to be spelled out in the agreement itself. A common approach is a sliding scale. Vendors get a full refund of their deposit if they cancel a set number of weeks out, and a partial or no refund closer to the event.

Yes. A vendor selling or serving alcohol needs its own state or local liquor permit in addition to the vendor agreement, since the agreement itself doesn't grant permission to sell alcohol. Many events also require proof of liquor liability insurance before an alcohol vendor can set up.

It depends on what the agreement says. If subcontracting is allowed, the agreement should still hold the original vendor responsible for the subcontractor's conduct and insurance.

A common example is a farmers market or craft fair agreement. The organizer licenses a booth space to a vendor for a flat fee and requires proof of insurance before the event.

Yes. There's no requirement that a lawyer draft a vendor agreement. It just needs the basic elements of a valid contract: an offer, an acceptance, and something of value exchanged between the parties.