Vendor Registration

Set up and manage the vendor application process, from initial registration through approval workflows and ongoing vendor relationship management.

Vendor Application Process

The vendor application process is the gateway to building your vendor community. A well-designed application process attracts quality vendors while filtering out those who may not be a good fit for your events.

Application

Vendor submits application with basic information

Review

Admin reviews application and documents

Decision

Application approved, rejected, or pending

Notification

Vendor receives decision via email

Onboarding

Approved vendors access vendor portal

Application Form Configuration

Personal Information

Essential contact and business details.

  • Full Name and Contact Person
  • Email Address (primary login)
  • Phone Number
  • Mailing Address

Business Information

Details about the vendor's business.

  • Business/Vendor Name
  • Business Type and Structure
  • Years in Business
  • Website and Social Media

Product/Service Details

What the vendor offers at events.

  • Product Categories
  • Product Descriptions
  • Pricing Information
  • Special Dietary/Allergen Info

Setting Up Application Forms

1

Access Vendor Settings

Navigate to Vendors > Settings > Application Form to configure the registration process and required fields.

2

Configure Required Fields

Select which information fields are required, optional, or hidden. Consider your specific event needs and local regulations.

3

Set Up Categories

Create vendor categories that match your events (Food, Crafts, Services, etc.) and set category-specific requirements.

4

Configure Auto-Responses

Set up automatic email confirmations and next-step instructions that are sent immediately after application submission.

Required Documentation

Proper documentation ensures legal compliance, quality control, and professional standards. Different vendor types and events may require different documents.

Document Type Vendor Categories Description Renewal Frequency
Business License All Vendors Valid business registration or license Annual
General Liability Insurance All Vendors Minimum $1M coverage recommended Annual
Food Handler's Permit Food Vendors Valid food safety certification 1-3 Years (varies by state)
Health Permit Food Vendors Current health department permit Annual or Biannual
Product Liability Insurance Product Vendors Coverage for product-related claims Annual
Professional License Service Providers Relevant professional certifications Varies by Profession

Document Management Best Practices

Upload Requirements

Technical specifications for documents.

  • Formats: PDF, JPG, PNG accepted
  • Size Limit: 10MB per file
  • Quality: Clear, readable text
  • Validity: Current, not expired

Security & Privacy

Protecting sensitive vendor information.

  • Encrypted file storage
  • Access limited to authorized staff
  • Automatic expiration tracking
  • GDPR/privacy compliance

Renewal Reminders

Automated expiration notifications.

  • 90-day advance warnings
  • 30-day final reminders
  • Post-expiration notifications
  • Event participation restrictions
Legal Compliance

Requirements vary significantly by location and event type. Consult with:

  • Local Health Departments for food vendor requirements
  • City/County Clerks for business license requirements
  • Insurance Professionals for appropriate coverage levels
  • Legal Counsel for complex compliance questions

Application Review Workflow

An efficient review process helps you evaluate applications consistently while providing timely feedback to prospective vendors.

Review Criteria

Application Completeness

Verify all required information is provided.

  • All required fields completed
  • Required documents uploaded
  • Contact information verified
  • Category selection appropriate

Quality Assessment

Evaluate vendor fit for your events.

  • Product quality and uniqueness
  • Professional presentation
  • Event experience and references
  • Alignment with event theme/values

Compliance Check

Ensure legal and policy compliance.

  • Valid business documentation
  • Insurance coverage verification
  • Health permits (if required)
  • Background check (if applicable)

Review Process Steps

1

Initial Screening

Review application for completeness and basic eligibility. Flag applications missing required information or documents.

2

Document Verification

Verify authenticity and validity of submitted documents. Check expiration dates and coverage limits for insurance.

3

Quality Assessment

Evaluate product photos, business history, and fit for your event community. Consider category balance and uniqueness.

4

Reference Check

Contact previous event organizers or verify business references when additional validation is needed.

5

Final Decision

Approve, reject, or request additional information. Document decision reasoning for future reference.

6

Vendor Notification

Send automated notification with decision and next steps. Provide constructive feedback when appropriate.

Review Timeline Best Practices
  • Set Expectations: Communicate review timeframes (typically 3-7 business days)
  • Batch Processing: Review applications in batches for consistency
  • Priority Handling: Fast-track returning vendors or urgent applications
  • Status Updates: Provide interim updates for lengthy review processes

Approval/Rejection Process

Clear, professional communication throughout the approval process builds positive relationships with vendors and maintains your event's reputation.

Decision Next Steps Vendor Access Follow-up Actions
Approved Welcome email with vendor portal access Full access to events and booking Profile setup guidance, event notifications
Approved with Conditions Conditional acceptance with requirements Limited access until conditions met Condition tracking, compliance follow-up
Pending - More Info Request for additional information/documents No access, application remains open Deadline for response, automated reminders
Rejected Rejection notice with brief explanation No access, application closed Feedback documentation, re-application policy
Waitlisted Placed on waiting list for future events Profile created, no immediate booking access Periodic updates, priority for cancellations

Approval Communication Templates

Approval Email

Welcome new vendors to your community.

  • Enthusiastic welcome message
  • Vendor portal login instructions
  • Next steps and important dates
  • Contact information for questions

Information Request

Professional requests for additional details.

  • Specific items needed
  • Clear deadline for submission
  • Contact person for questions
  • Consequence of non-response

Rejection Email

Respectful communication of unsuccessful applications.

  • Thank vendor for interest
  • Brief, professional reason
  • Re-application policy (if applicable)
  • Encouragement for future events

Common Rejection Reasons

  • Category Saturation: Too many similar vendors already approved
  • Incomplete Application: Missing required information or documents
  • Quality Standards: Products/services don't meet event standards
  • Policy Violations: Business practices conflict with event policies
  • Insurance Issues: Inadequate or expired insurance coverage
  • Location Restrictions: Business location outside acceptable range
Maintaining Positive Relations

Even rejected vendors can become future participants or referrals:

  • Provide constructive, specific feedback when possible
  • Explain criteria clearly in initial communications
  • Offer alternative opportunities (different events, waitlist)
  • Maintain professional, respectful tone in all communications
  • Consider seasonal or rotating vendor programs

Advanced Registration Features

Enhance your vendor registration process with advanced features that improve efficiency and vendor experience.

Automated Screening

Use rules to auto-approve or flag applications.

  • Auto-approve returning vendors in good standing
  • Flag applications missing key documents
  • Score applications based on criteria
  • Route applications to appropriate reviewers

Bulk Actions

Efficiently manage multiple applications.

  • Bulk approve multiple applications
  • Send group notifications
  • Export application data
  • Batch document verification

Registration Analytics

Track and improve your registration process.

  • Application completion rates
  • Average review time
  • Approval/rejection ratios
  • Category distribution