Event vendor and booth agreement (market, fair, festival) template
A vendor takes a stall at a market, fair or festival: stall fee, hours, rules, permits, insurance and cancellation. A sample contract you can read in full, edit in QuoteBill and sign online with a secure link.
Sample — review with a lawyer · Simple electronic signature with an audit trail
Who it is for
For the organiser of a market, fair or festival and a vendor who want the booth, stall fee, rules, permits, insurance and weather and cancellation terms agreed in writing.
Trading permits, food hygiene, tax registration and event licences differ by place and by what is sold; each side should check what applies and what it must hold before the event.
What it covers
14 clauses, in this order. Each one is in the sample text below, and you can edit, remove or add clauses before you send.
1. Purpose
What the agreement is for: the Organiser lets the Vendor take part in an event with a stall or booth, and both record what each side does.
2. Event and booth
Blanks for the event, venue and dates, public opening hours, the booth number and size, and what comes with it. The Vendor may use the booth during the event only, and it is not a lease of land or premises.
3. Set-up, trading and take-down
Blanks for set-up and clear-out times. The Vendor stays open for the public hours and does not leave early. Vehicles follow the stated routes. A vendor who does not arrive may lose the booth, and the fee stays payable unless it is re-let.
4. Stall fee and payment
The stall fee comes from the price schedule and covers the booth and what is listed. Extras such as power or tables are charged as it says. A blank states any share of the Vendor’s sales, and tax is added where the law requires it.
5. Goods and services
A blank lists the goods or services the Vendor offers. No counterfeit, unlawful or unsafe goods. The Vendor labels and prices as the law requires, handles complaints and lets no one else use the booth. A blank covers exclusivity.
6. Permits, licences and food safety
The Vendor holds the trading permits, registrations and food certificates the law requires, listed in a blank. The Organiser holds the event permit and passes on conditions for stalls. Food sellers follow hygiene and labelling rules.
7. Event rules and safety
The Vendor follows the event rules and safety instructions, keeps exits clear, secures tents and signs, uses flames, gas or generators only if approved and keeps equipment safe. The Organiser may close an unsafe booth.
8. Insurance
The Vendor holds public liability insurance as a blank states and shows proof before the event. It may insure its own goods. The Organiser holds the event insurance the law or venue requires and says what it covers.
9. Cancellation, weather and changes
Early cancellation by the Vendor returns the fee less a set share, later leaves it payable. If the Organiser cancels or moves the event, the fee is returned or carried over. A blank decides what happens in bad weather.
10. Sales, takings and risk
The Vendor keeps its sales, handles its own payments and is responsible for its stock, takings, taxes and customers’ claims. The Organiser answers for loss only if its fault caused it.
11. Promotion and photos
The Organiser may use the Vendor’s name, logo and stall photos to promote the event, and the Vendor may say it takes part. Each keeps its own names and images, and photos of people are used as the law requires.
12. Liability
Each side answers for harm it causes. The Vendor is liable for what its stall, goods and staff cause and, as far as the law allows, protects the Organiser from related claims. Other loss is capped at an amount you set.
13. Changes and notices
This contract, with its price schedule and any event rules, is the whole agreement. Changes need both sides’ agreement in writing or in electronic form, and notices go to the stated addresses.
14. Governing law and disputes
The law you name applies. The sides first try to settle a dispute in good faith, and otherwise the courts you name decide.
A price schedule (items, quantities and prices) is part of this contract. It starts empty, in your currency, and the clauses on fees and payment point to it.
The sample text
The whole sample, as QuoteBill starts it. Text in double square brackets, like [[10]], is a blank to fill in or check. A figure or time such as [[10]] that you leave as it is is used as shown when you send; a blank that needs your own words must be filled first. The clause text is written in English, Korean, Japanese and German; in other languages a contract starts in English for you to translate.
Read the sample text
Event Vendor and Booth Agreement
Parties: Organiser · Vendor
1. Purpose
This agreement sets out the terms on which the Organiser lets the Vendor take part in the event described below with a stall or booth, and what each side does.
2. Event and booth
Event: [[Name of the market, fair or festival]]
Venue and dates: [[Venue and dates of the event]]
Opening hours for the public: [[Opening hours]]
Booth or pitch: [[Booth number, size and position]]
Included with the booth: [[Table, chairs, tent, power, or none]]
The Vendor has the right to use this booth only during the event. This is not a lease of land or premises.
3. Set-up, trading and take-down
The Vendor may set up from [[Time]] and is ready to trade by [[Time]]. The Vendor stays open for the full public opening hours and does not pack up early unless the Organiser agrees or safety requires it. Vehicles enter and leave the site only at the times and by the routes that the Organiser states. The Vendor clears the booth and leaves it clean by [[Time]]. If the Vendor has not arrived by [[Time]] and has not told the Organiser, the Organiser may give the booth to someone else, and the fee stays payable unless the booth is let again.
4. Stall fee and payment
The Vendor pays the stall fee shown in the price schedule of this contract, on the payment terms stated in this contract. The fee covers the booth and what is listed as included; extras such as power, tables or extra space are charged as the price schedule says. The Organiser’s share of the Vendor’s sales: [[none / a stated percentage of sales, and how sales are reported]] Where the law requires tax on the fee, it is added.
5. Goods and services
The Vendor sells or shows only [[Goods or services the Vendor offers]]. The Vendor does not sell counterfeit, unlawful, stolen or unsafe goods, labels and prices its goods as the law requires, and deals with customers’ complaints and returns as the law and its own terms require. The Vendor does not let anyone else use the booth or sell through it. Exclusive rights for particular products: [[none / the products, if any]]
6. Permits, licences and food safety
The Vendor holds, and shows on request, the trading permits, registrations, tax registration, food hygiene or safety certificates and other approvals that the law requires for what it sells: [[none required / list]]
The Organiser holds the permit that the law requires for the event itself and tells the Vendor of any condition attached to it that affects stalls, such as limits on food, alcohol, music or opening hours. A Vendor who sells food or drink follows the hygiene and labelling rules that apply.
7. Event rules and safety
The Vendor follows the event rules, [[the rules attached here / none]], and the instructions of the Organiser’s staff on safety. The Vendor keeps gangways and fire exits clear, stays within its allotted area, secures tents and signs against wind, uses open flames, gas or generators only if the Organiser has approved them, keeps noise reasonable and handles waste as the Organiser says. Electrical equipment is safe and meets the standards that the law requires. The Organiser may close a booth that breaks these rules or endangers people and, where the Vendor is at fault, need not refund the fee.
8. Insurance
The Vendor holds public liability insurance for its stall, goods and activities, as follows: [[Insurance cover required]] and shows proof before the event. The Vendor may insure its own goods and equipment against theft and damage. The Organiser holds the insurance for the event that the law or the venue requires and tells the Vendor on request what it covers.
9. Cancellation, weather and changes
If the Vendor cancels at least [[30]] days before the event, the Organiser returns the fee, less [[the booking fee / a stated share]]. If the Vendor cancels later or does not appear, the fee stays payable unless the booth is let again. If the Organiser cancels the event or moves it to another date, it returns the fee or, at the Vendor’s choice, carries it over to the new date. If bad weather or another cause beyond the Organiser’s control stops the event for part or all of the time: [[the fee is returned in proportion / the fee is carried over / no refund is made]] The Organiser may change the layout of the event if it tells the Vendor in good time and keeps a comparable booth.
10. Sales, takings and risk
The Vendor keeps its own sales, handles its own cash and card payments, and is responsible for its stock, equipment and takings, for the tax on its sales and for its customers’ claims. The Organiser is not responsible for loss or theft of the Vendor’s goods, equipment or takings unless the Organiser caused it by its fault. The Vendor reports its sales to the Organiser only where a share of sales is agreed.
11. Promotion and photos
The Organiser may use the Vendor’s name, logo and photos of the stall to promote the event. The Vendor may say that it takes part in the event, using the event’s name as the Organiser allows. Each side keeps the rights in its own names, logos and images, and photos that show identifiable people are used as the law requires.
12. Liability
Each party is liable for harm it causes, as the law provides. The Vendor is liable for injury or damage that its stall, goods, staff, equipment or activities cause to people or property and, to the extent the law allows, keeps the Organiser free from claims that arise from them. Except for intent, gross negligence, personal injury or where the law does not allow a limitation, each party’s liability for other loss is limited to [[Amount, e.g. the stall fee]].
13. Changes and notices
This contract, including its price schedule and any event rules attached to it, is the entire agreement on the booth. Changes are valid only if both parties agree to them in writing or in electronic form. Notices go to the addresses stated for the parties, or to another address a party has notified.
14. Governing law and disputes
This agreement is governed by the law stated under Governing law. The parties will first try to settle any dispute in good faith. Otherwise the courts stated under Jurisdiction decide, unless mandatory law provides otherwise.
Payment terms
The stall fee is payable [[in full on signing / as a deposit on signing and the balance before the event]], by bank transfer to the account stated on the invoice or in this contract. Other charges are due within [[14]] days of the invoice.
Governing law
[[Country or state whose law applies]]
Jurisdiction
[[Courts that decide disputes, e.g. the courts of your city]]
How to use it
Choose the template
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Start a draft
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Send it for signature
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Next steps
Your client opens the link on any device and needs no account. See what the signing looks like on the E-Contracts page, and read which kind of electronic signature is enough for which document.
Already signed? Make the invoice from the signed contract: the parties and the price lines carry over, in full or for a deposit. The guide on turning a quotation into an invoice shows how to review the new draft, its dates and the PDF.
What it is, and what it is not
QuoteBill creates a simple electronic signature with an audit trail. In the EU, the UK, the US and Korea a signature is not denied legal effect only because it is electronic, and in Japan most contracts need no particular form at all. What a simple electronic signature proves in a dispute depends on the evidence behind it, and some documents need another form.
It is not a qualified or advanced electronic signature, and QuoteBill does not verify who the signers are. It records the use of the link and access code you delivered, so anyone who has both can sign. The signature certificate lists every link issued and, for each action by the sender or a signer, its IP address and browser where they could be read.
Some documents need another form. Wills, many real-estate transfers, guarantees and some employment documents must, in some countries, be handwritten, notarised or signed with a qualified signature. The templates are samples, not legal advice: review them with a lawyer.
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