Free Vendor Application Forms & Templates | Smartsheet (2023)

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

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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.”

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Food Vendor Application Template

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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.

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Arts and Craft Fair Vendor Application Form

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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.

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Returning Artisan Vendor Application Form

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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.

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Commercial Vendor Application Template

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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.

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Event Vendor Application Form

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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.

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Fashion Show Vendor Application Form

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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.

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Printable Vendor Application Form

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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.

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Sample Vendor Application Template

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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.

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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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What should be included in a vendor application? ›

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.

What is a vendor registration form? ›

A vendor registration form is used by event planners to collect the contact details of vendors, suppliers, and other service providers. This simple, basic vendor registration form helps your company register vendors for an event, festival, or conference.

What is a vendor request form? ›

The vendor request form is designed to allow business owners or their employees to request for vendors. With this form, requestors can collect relevant information about a new or existing vendor, vendor type, contact details, tax id, and so on.

What is a vendor information form? ›

The vendor information can be used by companies to gather relevant information about new and potential vendors. With this form, companies can collect vendors' contact details, type of service or products offered, preferred mode of payment, representative name, etc.

What are the 3 stages of vendor selection? ›

Steps in the vendor selection process
  • Analyze your business needs. When a company needs a vendor, it's important to decide the most important aspects to cover before hiring. ...
  • Make a list of candidates. ...
  • Meet potential vendors. ...
  • Review RFPs and clarify details. ...
  • Write a contract.
Jul 7, 2021

Does every vendor need a W9? ›

Do Businesses Need a W9 From All Vendors? Businesses should request a W9 from all vendors. Certain vendors will be exempt from backup withholding and still need to fill out Form W-9 to enter an exempt payee code and make certain certifications.

Why do vendors need a W9? ›

The purpose is to create a record of the business relationship. When you make reportable payments, you'll then have a correct taxpayer identification number. This makes backup withholding simple.

How do I fill out a vendor agreement? ›

Key Elements in Vendor Agreement
  1. Details of the business and vendor. The details of the business and vendor, like the names, address and office address must be in the vendor contract.
  2. Details of goods and services. ...
  3. Payment terms. ...
  4. Period of functionality. ...
  5. Confidentiality. ...
  6. Exclusivity. ...
  7. Intellectual Property. ...
  8. Indemnity.
Apr 30, 2021

What is a vendor document? ›

A Vendor document is processed when a new vendor (supplier) is needed for a procurement or payment transaction or if an update is needed to an existing vendor (supplier) record.

What is the purpose of a vendor form? ›

A vendor registration form is a document used to gather information from suppliers. Traditionally, vendors' information was collected and stored on paper, but today, procurement software makes this process a lot easier.

How do I become a vendor for the first time? ›

10 Tips to Know as a First Time Vendor
  1. Have a mock set up! ...
  2. Giveaways are the best way to attract guests! ...
  3. Aesthetic is everything! ...
  4. Be sure to create informative flyers, brochures, or catalog. ...
  5. Double your marketing stationery. ...
  6. Network with other vendors. ...
  7. Greet everyone with a happy smile! ...
  8. Make signs and description tags!
Aug 9, 2018

What are your top 3 qualifications for selecting a vendor? ›

Vendor Selection Criteria

Quality product or service, meeting any technical specifications. Value with reasonable cost and terms. Transportation costs.

What is the most important factor in vendor selection? ›

Price. Price is the leading factor to consider when choosing a supplier.

What are the 5 key criteria when selecting a supplier? ›

These include price, quality, service, delivery, reputation, etc. Some companies will use all of these criteria, while others may only focus on one or two.

How much does it cost to register a vendor number? ›

Registration US$140.00. A vendor number is a unique number assigned to a business that wishes to do business with the goverment, its departments, ministries, parastatals or government affiliated Non-Governmental Organisations (NGO's). It allows you to get paid after offering your goods or services.

Who qualifies as a vendor? ›

A vendor is a person or business that purchases goods and services from distributors and resells these items to consumers or other businesses. The five types of vendors are manufacturers, wholesalers, retailers, service and maintenance providers and independent vendors and trade show representatives.

What is a vendor verification form? ›

Supplier verification, also known as vendor validation, is the process of confirming that a supplier your company wishes to contract with is both legitimate and reliable. If your business is subject to regulatory requirements or other standards, you must verify that your suppliers also abide by these rules.

How much taxes will I pay on a W9? ›

If your income from a W-9 arrangement is subject to backup withholding, the current flat rate set by the IRS is 28%. So, to calculate how much you can expect to be withheld, simply multiply your W-9 income by 0.28.

What happens if I don't fill out a W9? ›

Can I Refuse to Fill Out Form W-9? If you refuse in response to a legitimate request, your client will withhold taxes from your pay at a rate of 24%. 5 Businesses have a heavy obligation from the IRS to obtain a completed Form W-9 from anyone they pay $600 or more to during the year.

What happens if you don't have a W9 for a vendor? ›

If the independent contractor doesn't provide you with Form W-9 you must withhold tax from payments to that person. This is referred to backup withholding and should be withheld at the rate of 24% and then submitted to the IRS. Form 945 will also need to be filed to report the withheld tax.

Do you have to pay taxes on W9? ›

Yes, you will have to pay taxes if you fill out a W-9 form. However, the IRS and your employer usually won't withhold taxes from W-9 earnings. That means you'll need to plan ahead for your tax bill so you don't get surprised in April.

How much money requires a W9? ›

When Do I Need to Request a Form W-9? As a small business owner, it is important to collect a W-9 for any person or entity you pay more than $600 in a tax year. You will use the information provided to you on the W-9 to complete Form 1099-NEC, Nonemployee Compensation, or Form 1099-MISC, Miscellaneous Income.

Is a W9 the same as a 1099? ›

Key takeaway: W-9s and 1099s are tax forms that are required when you work with an independent contractor. Form W-9 is completed by the independent contractor and provides details on who they are. Form 1099 is completed by the employer and details the wages being paid to the contractor.

How do you write a simple agreement? ›

Ten Tips for Making Solid Business Agreements and Contracts
  1. Get it in writing. ...
  2. Keep it simple. ...
  3. Deal with the right person. ...
  4. Identify each party correctly. ...
  5. Spell out all of the details. ...
  6. Specify payment obligations. ...
  7. Agree on circumstances that terminate the contract. ...
  8. Agree on a way to resolve disputes.

What are the basic elements in vendor agreement? ›

The complete description of the goods or services bought from the vendor must be included in the agreement. These details include the quality of the goods and services, the number of goods to be delivered, the variants of goods – like colors, shapes, etc.

How do you draft a vendor contract? ›

How to Create a Vendor Agreement? (Steps)
  1. Scope of Goods and Services. A vendor agreement should have the detailed descriptions of the goods and services that are to be delivered to you. ...
  2. Terms of Payment. ...
  3. Duration and Termination of Contract. ...
  4. Terms of Delivery. ...
  5. Flexibility to Change. ...
  6. Confidentiality. ...
  7. Indemnity.

What are the 4 kinds of documents? ›

The four kinds of documentation are:
  • learning-oriented tutorials.
  • goal-oriented how-to guides.
  • understanding-oriented discussions.
  • information-oriented reference material.

What are the 7 source documents? ›

The most common documents are:
  • Checks.
  • Invoices.
  • Receipts.
  • Credit memos.
  • Employee time cards.
  • Deposit slips.
  • Purchase orders.
Dec 4, 2022

What are 3 source documents? ›

Some examples of source documents include:
  • Bank Statements.
  • Payroll Reports.
  • Invoices.
  • Leases & Contracts.
  • Check Registers.
  • Purchase Orders.
  • Deposit Slips – not included on a bank statement.
  • Check Copies – not included on a bank statement.
Jan 20, 2017

Which is one of must document for vendor registration? ›

1. Partnership deed/ Memorandum of Article and Association. 2. Auditor balance sheet of last 3 years.

What are the responsibilities of a vendor? ›

A vendor's role is to sell goods and services to individuals, business entities, and stores. It is their responsibility to maintain the supply flow of products, coordinate with business partners, and maintain positive relationships with customers to strengthen the client base.

What are the elements of a vendor assessment? ›

Vendor performance evaluation requires three elements: a vendor roster based on value to your organization; a system to track performance against metrics and service level agreement; and the utilization of a strategic ranking system.

What should be included in a vendor scorecard? ›

Your scorecard should include criteria on how well the vendor met pre-established levels of service in areas like quality, delivery and support. Most vendor contracts should include expectations regarding service levels or, in some cases, a formal, documented service-level agreement (SLA).

What factors should be considered for selecting a vendor? ›

7 Things to Consider When Choosing A Vendor
  • Price.
  • Quality of Product or Service.
  • Check References.
  • Customer Service.
  • Ethics and Integrity of The Vendor.
  • Professional Employees.
  • Recommendations from Others.
  • Existing Relationships.
Aug 7, 2019

What are the 3 main requirements for a contract? ›

Elements of a Contract
  • Offer - One of the parties made a promise to do or refrain from doing some specified action in the future.
  • Consideration - Something of value was promised in exchange for the specified action or nonaction. ...
  • Acceptance - The offer was accepted unambiguously.

What are the 4 requirements of a simple contract? ›

The basic elements required for the agreement to be a legally enforceable contract are: mutual assent, expressed by a valid offer and acceptance; adequate consideration; capacity; and legality.

What are the 6 requirements for a contract? ›

6 Essential Elements of a Contract
  • Offer.
  • Acceptance.
  • Awareness.
  • Consideration.
  • Capacity.
  • Legality.

How do you evaluate a vendor in six easy steps? ›

How to Evaluate a Vendor in 6 Easy Steps
  1. Preliminary Review of All Vendor Proposals.
  2. Record Business Requirements and Vendor Requirements.
  3. Assign Importance Value for Each Requirement.
  4. Assign a Performance Value for Each Requirement.
  5. Calculate a Total Performance Score.
  6. Select a Winning Vendor.
Jun 3, 2019

When assessing a supplier What are top 3 areas you look for? ›

5 Key Criteria for Supplier Evaluation in the Construction Sector
  • Quality, Cost, and Delivery (QCD)
  • Long-Term Relationship.
  • Financial Stability.
  • Total Quality Performance and Philosophy.
  • Long-Term Relationship.
  • Conclusion.

How do I create a simple scorecard? ›

Building an effective scorecard
  1. Select the right KPIs. KPIs are exactly that – key – and not just simple measures. ...
  2. Select related KPIs. ...
  3. Define the 'right' number of KPIs. ...
  4. Remember the 'lagging and leading' blend. ...
  5. Review and refine. ...
  6. Automating the process. ...
  7. Organise a strategy workshop.
Jul 20, 2021

What is a scorecard template? ›

A balanced scorecard template allows leaders to pull all of this data together into a high-level management report that shows the overall state of health of a company and any initiatives in play that influence growth, internal business process development, customer sentiment, and financial success.

What are the four 4 strategic elements of a scorecard? ›

The four perspectives of a traditional balanced scorecard are Financial, Customer, Internal Process, and Learning and Growth.

What are the 3 main components of choosing a supplier? ›

When it comes to choosing suppliers, procurement departments rely on a number of qualitative, quantitative, subjective and objective criteria. Since 1991, Weber & Al. have identified three main criteria: price, delivery and quality.

What questions should you ask potential vendors? ›

10 Questions Every Entrepreneur Needs to Ask Suppliers
  • What are my payment terms and are they negotiable? ...
  • What will my total costs be? ...
  • Can you give me a liability insurance certificate? ...
  • Are you going to sell direct? ...
  • Can I have a guaranteed sell-through? ...
  • What happens if materials don't arrive?
Nov 27, 2012


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