Venues, events and vendors
Vendor agreements: thirty vendors, three forms, one list.
Load-in is Thursday. Every vendor needs the facility agreement, the alcohol acknowledgment and an insurance certificate, and you do not know which of the thirty are short.
Where it goes wrong
Not a feature list. These are the three moments this exists for.
Thirty vendors and a spreadsheet
Chased by email, one at a time, by somebody who has better things to do in the week of an event.
The one who arrives having signed nothing
Turning them away at load-in costs you a stall; letting them in costs you the thing the document was for.
Volunteer and participant releases on the day
Fifty people at a folding table with a clipboard, in the rain, while the gate queue backs up behind them — and a box of damp paper afterwards that nobody will ever successfully search.
What happens instead
One link per vendor, all their documents behind it
They open it once and work through the set. You are not chasing three separate signatures from thirty separate people.
A list that shows who is short
Not who you emailed — who has actually finished. On Wednesday, while there is still time to do something about it.
A QR at the gate for the day-of crowd
Volunteers and participants sign on their own phones in the queue, which is faster than the clipboard and produces a record.
Two documents, in your account the moment you name your trade
Setup asks what you do. Answer "venues, events and vendors" and these are waiting as drafts, in your words, with the blanks marked and the points a lawyer settles flagged for one. Edit them, or paste what you already use.
Vendor Agreement
A starter, not legal advice: the wording is yours to change and your attorney's to check. A note left in the text holds the document at send until somebody has.
Facility Use Agreement
A starter, not legal advice: the wording is yours to change and your attorney's to check. A note left in the text holds the document at send until somebody has.
Documents this trade sends
Written from the document's side rather than the trade's, for when you know the form you are short of.
Policy acknowledgments
handbook acknowledgment · rules acknowledgment · code of conduct · policy sign-off
Facility use agreements
hall rental agreement · venue agreement · room hire form · field use agreement
Condition and damage acknowledgments
condition report · check-out form · walkaround · pre-existing damage form
Signing a PDF you already have
upload a PDF to sign · PDF signature fields · fillable PDF · sign an existing document
We do not hold certificates of insurance
A COI is a document from somebody else's insurer, with an expiry date and a renewal cycle, and tracking those properly is a product in itself. You can attach the acknowledgment that they have one; chasing the certificate is still yours. We would rather say that than half-build it.
Who this is for
If you are on this list, the words above are your words.
Wedding and event venues
Festivals and event promoters
Party and inflatable rental
Farmers markets and craft fairs
Food trucks and pop-up vendors
Photographers and videographers
Churches, nonprofits and volunteer events
Bowling, skating, laser tag and family entertainment
Questions
Can each vendor type get different documents?
Yes. A food vendor and a craft vendor need different sets, and the set is chosen from what you know about them rather than sent by hand.
What about a wedding, where it is one couple and six suppliers?
Same shape, smaller. The couple get the facility agreement; each supplier gets the vendor set.
Do participants need to sign before the day?
They do not have to. Signing at the gate on a QR is a record too, and the evidence says it was taken there.
Ready when the next guest is.
Free for the first 25 agreements a month. No card to start.