Events · free template

Vendor Booth Application

Apply for a vendor or exhibitor booth at a market, fair or trade show with product category, space needs and fees.

A ready-to-use registration & events form for event organisers, venues and community teams: 14 questions, 3 pages, 3 conditional rules.

Questions: 14
Pages: 3
Layouts: classic · card
Conditional rules: 3
Typical time: 5 min

Preview it in the gallery

Searches this template answers

Live preview and test console

This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.

Page 1 of 3 — Vendor details

Every question on this page is currently visible.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Vendor Booth Application is built for event organisers, venues and community teams who need to collect registrations, dietary needs and ticket choices in one pass.

Event organisers, venues and community teams working in registration & events.
Teams who need to collect registrations, dietary needs and ticket choices in one pass without writing code or paying for a custom build.
Anyone replacing headcounts that change hourly and no single attendee list with one structured record per enquiry.
Respondents are attendees, guests and speakers — the form asks them 14 questions across 3 screens.
Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of headcounts that change hourly and no single attendee list and turns each submission into a record your team can act on immediately.

5 questions are required, so submissions arrive complete instead of needing a follow-up email.
It collects a verified email address so replies and confirmations land.
It captures a phone number for urgent follow-up.
It accepts a document or photo upload as evidence.
It allows multiple selections without free text.
It captures a numeric value you can filter and sort on.
Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1Press “Use this template” — a fresh copy of Vendor Booth Application lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4Check the upload limits on the file question so respondents can attach what you actually need.
5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

Features conditional validation: if “What are you selling?” is Food or beverages, “Food handling permit or certificate” becomes mandatory before the form can be sent.
Features advanced show logic: if “Do you need electricity at your booth?” is Yes, the form dynamically exposes “What will you be plugging in?”. Otherwise that question never appears.
Features advanced show logic: if “Do you carry public liability insurance?” is No, the form dynamically exposes “Would you like information on event-day insurance?”. Otherwise that question never appears.
All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Running a market or trade show means choosing which vendors actually fit the event, and that decision needs more information than a name and a product list. This application asks what the vendor sells, which category it falls into, and whether that category is already oversubscribed at this event — knowledge only the organiser has, but the category field makes filtering fast. Booth size and power or water requirements are asked up front because they determine layout and site logistics long before an application is approved, not after. A photo or catalogue upload lets organisers see the actual products or stand setup rather than relying on a text description, which matters for curated markets that care about visual consistency. Insurance and food-handling questions appear only when relevant, since a jewellery vendor and a food vendor have completely different compliance needs. The form ends with a fee acknowledgement and a short agreement to the event's vendor terms, keeping payment collection separate so organisers can invoice approved vendors rather than taking money from applicants who might be declined.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Vendor details

Contact namerequired
Email addressrequired
Phone number
Business name
What are you selling?required
Photos of products or booth setup

Page 2 — Booth requirements

Booth size neededrequired
Do you need electricity at your booth?
What will you be plugging in?
Do you carry public liability insurance?
Would you like information on event-day insurance?
Food handling permit or certificate

Page 3 — Agreement

Number of previous events you've vended at
I agree to the vendor fee and event terms once approvedrequired

14 questions in total.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “What are you selling?”

Makes answers required
If “What are you selling?” is Food or beverages, “Food handling permit or certificate” becomes required before the form can be submitted.

Driven by “Do you need electricity at your booth?”

Reveals questions
If “Do you need electricity at your booth?” is Yes, the form reveals “What will you be plugging in?”.

Driven by “Do you carry public liability insurance?”

Reveals questions
If “Do you carry public liability insurance?” is No, the form reveals “Would you like information on event-day insurance?”.

Set it up step by step

1
Ask for photos before you approve
A visual sample of the vendor's actual booth or products tells you far more than a text description, especially for curated markets.
2
Gate compliance questions by category
Only food vendors need a handling certificate — the conditional logic keeps the form short for everyone else.
3
Confirm power needs before site planning
Electricity and water requirements affect the floor plan; collect them at application time, not on setup day.
4
Invoice after approval, not before
Keep the fee acknowledgement as agreement-only so you're never collecting payment from vendors you end up declining.

Mistakes to avoid

Approving vendors before checking whether their category is already full at the event.
Forgetting to ask about power or water needs until the site map is already finalised.
Not requiring a food handling certificate from food vendors before approval.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Review applications by category to keep the event balanced, then send approved vendors a booth assignment and invoice for the fee.

Works in both layouts

Browse classic templates Browse card templates

Forms that overlap this one

These pages cover the same subject ground as the vendor booth application, matched on the words people actually search for.

Privacy & compliance

This form takes money. Card details are handled by the payment provider and never stored in your response data — you keep the order details, not the card number.

Frequently asked questions

Is this the same as the Food Truck Event Booking Form?

No — that template is scoped specifically to food trucks and their power, water and parking needs at one-off events. This one covers general craft, retail and service vendors at markets and trade shows, with a food branch only when relevant.

Can I use this for a trade show with paid exhibitor tiers?

Yes, add a dropdown for sponsorship or booth tier alongside the size question if your show sells packages rather than flat booth fees.

How do I stop one product category from dominating the event?

Review the "what are you selling" answers as they come in and cap each category manually — most organisers close a category once it hits a set number of approved vendors.

Can vendors apply to speak at the event too?

That's a separate ask — use Speaker Proposal Form for anyone pitching a talk or demo slot rather than a booth.

Is the Vendor Booth Application template free to use?

Yes. You can preview and test Vendor Booth Application on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Vendor Booth Application template ask for?

It asks 14 questions across 3 pages, 5 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Vendor Booth Application form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this registration & events form work?

3 conditional rules ship with the template: Features conditional validation: if “What are you selling?” is Food or beverages, “Food handling permit or certificate” becomes mandatory before the form can be sent. Features advanced show logic: if “Do you need electricity at your booth?” is Yes, the form dynamically exposes “What will you be plugging in?”. Otherwise that question never appears. Features advanced show logic: if “Do you carry public liability insurance?” is No, the form dynamically exposes “Would you like information on event-day insurance?”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Vendor Booth Application form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Vendor Booth Application form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

More forms teams pair with the vendor booth application.

Related categories

All Registration & Events templates