Events · free template

Vendor & Exhibitor Registration Form

Market, fair and expo booth registration with insurance and power needs.

A ready-to-use registration & events form for event organisers, venues and community teams: 14 questions, 3 pages, 4 conditional rules.

Questions: 14
Pages: 3
Layouts: classic · card
Conditional rules: 4
Typical time: 6 min

Preview it in the gallery

Searches this template answers

Also filed under

Registration & tickets

Live preview and test console

This is the real form. Answer it to test the 3 conditional rules — nothing is sent or stored.

Page 1 of 3 — About your stall

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 & Exhibitor Registration Form 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.

9 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.
Conditional logic hides 4 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.
Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

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 & Exhibitor Registration Form 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 — 4 conditional rules ship with it.

Features advanced show logic: if “Booth size” changes, the form dynamically exposes “Estimated total”. Otherwise that question never appears.
Features advanced show logic: if “Estimated total” is confirmed, the form dynamically exposes “Payment method”. Otherwise that question never appears.
Features conditional validation: if “Vendor type” is Food or beverage, “Food handler / hygiene certificate” becomes mandatory before the form can be sent.
Features advanced show logic: if “Do you need mains electricity?” is Yes, the form dynamically exposes “Equipment wattage”. Otherwise that question never appears.
All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Booth registration usually breaks down when the form treats every vendor the same, because a jewelry stall, a food truck and a nonprofit table all need different information and different fees. This form starts by asking what kind of vendor is applying and what booth size they need, since size is what actually drives the price. A calculated total updates as the booth type and size are chosen, and the payment step only appears once that total is confirmed, so nobody pays before they know the amount. Food and beverage vendors are routed into an extra step asking for a food handler or hygiene certificate upload, because most venues and local authorities require proof before a stall can serve anything to eat, and skipping that step is the single most common reason a booth gets pulled on event day. A simple yes/no question about needing mains electricity reveals a follow-up asking about equipment wattage only when power is actually required, which keeps the form short for vendors who don't need it while still giving the site team what they need to plan the power layout. The closing section covers public liability insurance, vehicle and setup details, and a signed agreement to the event's vendor terms.

What this form asks

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

Page 1 — About your stall

Business or stall namerequired
Email addressrequired
Phone number
Vendor typerequired
Describe what you'll be selling or showingrequired

Page 2 — Booth requirements

Booth sizerequired
Estimated total
Do you need mains electricity?required
Equipment wattage
Food handler / hygiene certificate

Page 3 — Insurance & payment

Do you carry public liability insurance?required
Insurance certificate
Payment methodrequired
Vendor terms agreementrequired

14 questions in total.

How the form changes as it's filled in

This template ships with 4 conditional rules, grouped into 4 behaviours driven by 4 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Booth size”

Reveals questions
If “Booth size” changes, the form reveals “Estimated total”.

Driven by “Estimated total”

Reveals questions
If “Estimated total” is confirmed, the form reveals “Payment method”.

Driven by “Vendor type”

Makes answers required
If “Vendor type” is Food or beverage, “Food handler / hygiene certificate” becomes required before the form can be submitted.

Driven by “Do you need mains electricity?”

Reveals questions
If “Do you need mains electricity?” is Yes, the form reveals “Equipment wattage”.

Set it up step by step

1
Set booth prices before you publish
Confirm the price for each booth size and vendor type up front so the calculated total is always accurate.
2
Block food vendors without a certificate
Don't confirm a food or beverage booth until the hygiene certificate upload has actually been reviewed, not just submitted.
3
Use the power question to plan the site map
Group vendors who need electricity together near your power drops before finalising the floor plan.
4
Chase insurance early
Follow up with anyone who selected 'need information about event cover' at least two weeks before the event.

Mistakes to avoid

Charging a flat fee regardless of booth size, which discourages larger vendors and undercharges for premium spots.
Letting food vendors register without a hygiene certificate, risking a shutdown on event day.
Not asking about power needs until setup morning, when it's too late to add capacity.

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 submissions by vendor type, confirm payment before locking in a booth, and email food vendors separately if their certificate upload is missing or expired.

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 & exhibitor registration form, 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

Can I use this for a single-day market instead of a multi-day expo?

Yes — just adjust the booth size options and drop the event dates down to one.

What happens if a food vendor doesn't upload a certificate?

Their registration stays pending; the required field prevents that page from being marked complete without an upload.

Do all vendors need public liability insurance?

Most venues require it, but this form lets vendors flag that they need information instead of blocking their whole application.

Can I collect a deposit instead of full payment?

Yes, add a deposit option to the payment dropdown and note the balance due date in the vendor terms.

Is the Vendor & Exhibitor Registration Form template free to use?

Yes. You can preview and test Vendor & Exhibitor Registration Form 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 & Exhibitor Registration Form template ask for?

It asks 14 questions across 3 pages, 9 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 & Exhibitor Registration Form 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?

4 conditional rules ship with the template: Features advanced show logic: if “Booth size” changes, the form dynamically exposes “Estimated total”. Otherwise that question never appears. Features advanced show logic: if “Estimated total” is confirmed, the form dynamically exposes “Payment method”. Otherwise that question never appears. Features conditional validation: if “Vendor type” is Food or beverage, “Food handler / hygiene certificate” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.

Where do responses to the Vendor & Exhibitor Registration Form 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 & Exhibitor Registration Form 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 & exhibitor registration form.

Related categories

All Registration & Events templates