Events request template

Event vendor agreement signing request template

An event vendor agreement sets the terms between an event organiser and a vendor or stallholder, covering fees, space, hours and conditions.

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What is a event vendor agreement?

An event vendor agreement is the contract between an event organiser and a vendor, exhibitor or stallholder taking part in an event. It records the fee, the allocated space or stall, the operating hours, and the rules the vendor must follow, such as setup times, insurance and what they can sell.

This document matters because markets, festivals and trade shows often involve many vendors with different requirements and liabilities. A signed agreement makes it clear what each vendor has paid for and agreed to, and protects the organiser if a vendor breaches conditions, fails to show up, or causes damage on site.

When to use a event vendor agreement

Confirming stallholders for a market, fair or festival
Engaging food, drink or catering vendors for an event
Booking exhibitors or trade stands at a conference or expo
Setting terms for a one-off pop-up or activation

What to include in a event vendor agreement

Vendor and event details: the vendor, the event name, dates and location.
Space and fee: the allocated stall or area, the fee and payment terms.
Operating hours: setup, trading and pack-down times the vendor must keep.
Insurance and compliance: required cover, permits and food safety obligations.
Conduct and liability: rules of the site and responsibility for damage or loss.

Pros and cons of sending a event vendor agreement as a signing request

Pros

Each vendor signs their own private link, even when you have many stallholders
Status tracking shows at a glance which vendors have signed and which have not
Reminders chase outstanding vendors before the event without manual follow-up
Completion receipts give a dated record of every vendor's agreement

Cons and things to watch

Signing does not verify a vendor's permits or insurance certificates for you
Stall fees still need to be collected through your own payment method
Each vendor's terms may differ, so a single file may not suit all stalls
A signing tool does not replace advice on event liability or licensing

How to send a event vendor agreement with Cosign

Upload the vendor agreement to Cosign and preview it to confirm the fee, space and hours are correct.
Add the vendor representative as the signer with their name and email for a private link.
Set a 14-day expiry and add password protection if the agreement includes commercial details.
Send the request, track opens and signatures, and keep the receipt for your vendor records.

Event vendor agreement request details

Email subject

Event vendor agreement signing request

Default message

Please review and sign this event vendor agreement before the event.

Signer setup

Vendor representative

Suggested expiry

14 days

Button label

Sign vendor agreement

Best fit

Events teams

Event vendor agreement FAQs

Is an electronically signed vendor agreement legally valid in Australia?

Electronic signatures are generally recognised under Australian electronic transactions laws when parties consent and are reliably identified. A vendor agreement signed electronically is usually treated like a signed paper copy. This is general information, not legal advice.

Can I send the same vendor agreement to many stallholders privately?

Yes. Each vendor receives their own private link, and the documents are not published or indexed by search engines. Vendors cannot see each other's agreements.

Does Cosign collect stall or vendor fees?

No. Cosign manages signing and tracking only. You collect stall fees through your own invoicing or payment process and can reference them in the agreement.

How do I track which vendors have signed before the event?

Cosign shows the status of each request, including opens, previews and signatures, so you can see outstanding vendors and send reminders before expiry.

Can I confirm a vendor's insurance through Cosign?

Cosign records that the vendor signed the agreement, including any clause requiring insurance. It does not verify certificates, so you should check those separately.