Free Templates for Event Vendors
Professional contracts, checklists, financial tools and more. Ready to customise for your business. All free to download in DOCX, XLSX and PDF formats.
Event Booking Contract Template
Professional contract template for event bookings. Covers payment terms, cancellation policy, liability, and event specifics. Suitable for weddings, corporate events, and private parties.
Terms & Conditions Template
Comprehensive T&Cs template covering service delivery, payment, intellectual property, data protection, and dispute resolution for UK event vendors.
Cancellation & Refund Policy Template
Clear cancellation and refund policy with tiered refund schedule based on notice period. Protects both vendor and client with fair terms.
GDPR Privacy Notice for Event Vendors
ICO-compliant privacy notice template tailored for UK event businesses. Covers data collection at events, marketing consent, photo/video permissions, and client data retention.
Subcontractor / Freelancer Agreement
Agreement template for hiring freelance staff or subcontractors for events. Covers scope of work, payment, insurance requirements, and confidentiality.
Photo & Video Consent Form
Photo and video consent form for client approvals. Covers image usage rights, social media posting, testimonial use, and privacy preferences for event attendees.
Venue Access Agreement Template
Venue access and setup permission agreement. Clarifies load-in times, parking, facility access, liability for damage, and emergency procedures with venue management.
Non-Disclosure Agreement (NDA) Template
Simple NDA template for confidential event details, client lists, menu planning, or sensitive business information shared with contractors and team members.
Event Waiver & Release Form
Liability waiver and release form for event attendees. Covers assumption of risk, injury liability, and photography consent. Provides basic legal protection.
Quote / Proposal Template
Clean, professional quote template with itemised pricing, VAT calculation, deposit breakdown, and your branding. Works for any event type.
Invoice Template
Professional invoice template with automatic calculations, VAT handling, payment terms, and bank details section. Tracks deposit paid and balance due.
Event Profit & Loss Calculator
Calculate your true profit per event. Tracks revenue, food/supply costs, staff costs, travel, and overhead to show actual margin per gig.
Mileage & Travel Log
HMRC-compliant mileage and travel expense log. Auto-calculates allowable deductions at current HMRC rates. Essential for self-assessment tax returns.
Annual Expense Tracker
Track all business expenses by category with monthly summaries. Pre-loaded with common event vendor expense categories. Simplifies self-assessment tax returns.
Pricing Calculator
Work out your per-head, package, and hourly rates. Factors in food costs, staff, travel, overheads, and desired margin to set profitable prices.
Cash Flow Forecast Template
12-month cash flow forecast to predict monthly income and expenses. Essential for planning, identifying cash gaps, and managing working capital for growing event businesses.
VAT Record & Return Template
Track all VATable transactions for quarterly VAT returns. Records inputs and outputs, calculates net VAT payable, and simplifies HMRC VAT Return submissions.
Deposit & Payment Tracker
Track client deposits, final payments, and payment status for all upcoming events. Shows which clients have paid, balance due, and payment reminders needed.
Pre-Event Setup Checklist
Comprehensive checklist for event day preparation. Covers vehicle loading, equipment checks, supplies, documentation, and client contact details.
Post-Event Packdown Checklist
Everything to check when packing down after an event. Equipment return, cleaning, waste disposal, client sign-off, and follow-up actions.
Vehicle Inspection Checklist
Weekly and pre-journey vehicle check template for vans, trailers, and converted vehicles. Covers tyres, lights, gas systems, and roadworthiness.
Wedding Day Timeline Template
Hour-by-hour wedding day timeline from setup to last orders. Coordinates with venue, planner, and other suppliers. Customisable for your service type.
Festival & Market Prep Checklist
Everything you need for multi-day festivals and markets. Covers pitch setup, stock quantities, power requirements, and wet weather contingency.
Winter & Outdoor Event Checklist
Cold weather and outdoor event essentials. Covers heating, lighting, wet weather gear, power backup, and safety considerations for outdoor setups.
Event Day Emergency Kit Checklist
The 'oh shit' kit every vendor needs. First aid, spare parts, tools, cleaning supplies, and backup essentials. Never get caught out at an event again.
Corporate Event Checklist
Complete checklist for corporate events including conferences, team building, product launches, and award ceremonies. Covers AV setup, registration, catering coordination.
Summer & Outdoor Event Checklist
Summer and outdoor event essentials checklist. Covers sun protection, insect control, cooling systems, shade setup, and heat safety for outdoor vendor operations.
UK Food Hygiene Compliance Checklist
Complete food hygiene compliance checklist based on FSA requirements. Covers registration, HACCP, allergens, temperature control, cleaning, and staff training.
Allergen Matrix Template
14-allergen matrix template as required by UK food law (Natasha's Law). List your menu items against all allergens with clear visual indicators.
Temperature Log Sheet
Daily temperature recording log for fridges, freezers, hot holding, and cooking temperatures. Meets EHO inspection requirements.
Cleaning Schedule Template
Daily, weekly, and monthly cleaning schedule for mobile catering units, equipment, and food prep areas. Includes sign-off columns for EHO evidence.
Annual Compliance Calendar
12-month compliance calendar tracking all renewal dates — insurance, gas safety, PAT testing, food hygiene certificates, vehicle MOT, and more.
HACCP Plan Template
Hazard Analysis and Critical Control Points (HACCP) food safety plan template. Identifies risks in your catering operation and controls to ensure food safety.
Food Labelling & Information Template
Food product labelling and allergen information template complying with UK food labelling regulations. Tracks ingredients, allergens, origin, and shelf life.
Event Vendor Business Plan Template
Complete business plan template tailored for event vendors. Covers market analysis, services, pricing strategy, financial projections, and growth plan. Ideal for Start Up Loans applications.
Social Media Content Planner
12-month social media content planner with weekly post ideas, content pillars, seasonal themes, and hashtag suggestions for event vendors.
Customer Feedback Form
Post-event feedback form to send to clients. Covers service quality, food/entertainment rating, value for money, and testimonial permission. Builds your reviews.
Competitor Analysis Template
Competitive analysis worksheet to track competitor pricing, services, strengths, weaknesses, and market positioning. Helps identify your unique selling points.
Google Business Profile Checklist
Complete checklist for setting up and optimising your Google Business Profile. Improves local search visibility for event bookings and attracts more customers.
Staff Rota Template
Weekly and monthly staff rota planner for event teams. Track shifts, availability, events assigned, and hours worked. Auto-calculates total hours per person.
Staff Training & Certification Record
Track staff qualifications, training dates, and certification expiry. Covers food hygiene, first aid, manual handling, fire safety, and DBS checks.
Uniform & Appearance Policy
Staff uniform and appearance policy template setting professional standards for event appearances. Covers dress code, grooming, and branding consistency.
Event Risk Assessment Template
Comprehensive event risk assessment template identifying hazards, assessing risks, and implementing controls. Covers catering, setup, crowd management, and environmental risks.
Fire Risk Assessment Template
Fire risk assessment for event venues and catering operations. Identifies fire hazards, checks fire safety equipment, evacuation procedures, and emergency contacts.
Food Safety Risk Assessment
Food safety-specific risk assessment template. Evaluates contamination risks, temperature control, hygiene practices, and allergen handling in catering operations.
Crowd Management Plan Template
Crowd management and control plan for large events, festivals, and outdoor gatherings. Covers capacity, movement flows, exits, and incident response procedures.
Emergency Action Plan Template
Event emergency action plan documenting procedures for medical emergencies, security incidents, weather events, and utility failures. Includes contact lists and response steps.
Safety Briefing Sheet Template
Pre-event safety briefing document for staff and team members. Covers event-specific hazards, procedures, emergency contacts, and their responsibilities.
Incident Report Form
Comprehensive incident and accident report form for documenting workplace incidents, injuries, near-misses, and hazards discovered during events.
Manual Handling Risk Assessment
Manual handling risk assessment for catering and event operations. Evaluates lifting, carrying, and moving loads to prevent musculoskeletal injuries.
LPG & Gas Safety Checklist
LPG and gas safety checklist for mobile catering units and food vendors. Covers cylinder safety, hose inspections, leak testing, and safe operation procedures.
PAT Testing Log Sheet
Portable Appliance Testing (PAT) log to record testing dates, results, and next test due dates. Ensures electrical equipment safety compliance for event operations.
Photography Contract Template
Professional photography booking contract with session details, payment terms, copyright clauses, usage rights, and cancellation policies tailored for photographers.
Photography Quote & Proposal
Photography service quote template with package options, session details, travel costs, and retouching services. Clean layout for professional client presentation.
Photo Release & Usage Rights Form
Photo release form granting photographer rights to use images for portfolio, social media, marketing, and stock libraries. Clear terms and compensation details.
Photography Shot List Template
Detailed shot list and shot order template for photographers planning shot sequence at events. Helps ensure all requested images are captured and organized.
Second Shooter Agreement
Agreement template for hiring second shooter or backup photographer. Covers duties, payment, image rights, confidentiality, and equipment responsibilities.
Image Licensing Agreement
Image licensing template for photographers licensing images to publications, websites, stock agencies, or third parties. Includes usage scope and compensation terms.
Photography Invoice Template
Professional photography invoice with service descriptions, session details, package breakdown, and deposit tracking. Designed specifically for photographers.
Photography Brief & Questionnaire
Detailed photography brief form collecting client expectations, event details, style preferences, and special requirements to ensure you deliver the perfect images.
DJ Booking Contract Template
Professional DJ booking contract covering event details, music style, payment terms, technical requirements, and cancellation policies for DJs and entertainment providers.
DJ Technical Rider Template
DJ technical rider specifying equipment requirements, power specs, rigging needs, and venue technical setup requirements. Professional standard for demanding gigs.
DJ Quote & Booking Form
DJ service quote and booking form with event details, music package options, equipment add-ons, and pricing. Professional presentation for client inquiries.
DJ Event Prep & Setup Sheet
DJ event preparation checklist covering music prep, equipment checks, venue layout planning, and event-day timeline for seamless performance setup.
Musician / Band Booking Contract
Professional contract for booking live musicians, bands, or performing artists. Covers performance details, fees, technical requirements, and performance terms.
Entertainment Service Quote Template
General entertainment service quote template for various entertainment types — magicians, comedians, face painters, etc. Flexible for different performance services.
Music Request & Do Not Play List
Music request form and 'do not play' list for capturing client song requests, restricted songs, and musical preferences before the event.
Sound Limiter & Noise Control Checklist
Sound limiting and noise control checklist for venue and licensing compliance. Tracks limiter settings, noise level testing, and regulatory compliance for music events.
Wedding Vendor Coordination Tracker
Comprehensive wedding vendor coordination spreadsheet tracking all suppliers, timelines, contacts, requirements, and coordination notes for seamless wedding day management.
Wedding Tasting Menu Template
Wedding tasting menu and event for client taste testing. Documents menu items, options, dietary requirements, and client feedback during tasting sessions.
Wedding Menu Card Design Template
Elegant wedding menu card design template for on-table placement. Customisable layout for listing courses, dietary information, and wine pairings.
Wedding Information Vendor Pack
Comprehensive information pack for wedding day vendors — caterers, florists, photographers, DJs. Includes timeline, venue details, contacts, and coordination procedures.
Wedding Fair & Event Checklist
Wedding fair and event setup checklist for vendors exhibiting at wedding expos. Covers booth setup, materials, signage, and promotional activity planning.
Wedding Final Details & Confirmation
Final wedding confirmation document sent to clients detailing all confirmed details, final headcount, final payment amount, and last-minute instructions.
Wedding Enquiry & Lead Tracker
Wedding enquiry tracking spreadsheet to manage leads, follow-ups, quotations, and pipeline status for wedding season bookings.
Styled Shoot & Collaboration Agreement
Agreement template for collaborative styled shoots — photographers, florists, caterers, decor working together for portfolio building and content creation.
Street Food Startup Checklist
Comprehensive startup checklist for new street food vendors covering legal registration, licenses, insurance, equipment, and first event preparation.
Market Stall Application Template
Market stall application form and submission guide for applying to trade at regular markets, farmers markets, and community events.
Food Truck Specifications & Equipment List
Detailed specifications and equipment checklist for food trucks and mobile catering units. Documents vehicle layout, equipment, and operational capabilities.
Popup Event Proposal & Pitch Template
Professional popup event proposal and pitch template for approaching event organisers, venue owners, and festival managers with vendor services.
Market Trader Takings & Sales Log
Daily sales and takings log for market traders and street food vendors. Records hourly sales, products sold, and daily totals for cash management and accounting.
Street Trading Licence Checklist
Street trading licence and permit application checklist. Guides vendors through local council requirements, documentation needed, and approval process.
Festival Vendor Application Form
Festival vendor application template for submitting applications to music festivals, food festivals, and community events as a food or craft vendor.
Multi-Event Packing List
Comprehensive packing list for street food vendors and market traders managing multiple events per week. Organises equipment, stock, and supplies by event.
Florist Service Contract
Professional florist service contract covering arrangements, delivery, setup, costs, payment terms, and liability for floral installations at events.
Floral Proposal & Quote Template
Floral design proposal and quote template with arrangement options, specifications, pricing, and design mockup areas for client presentations.
Floral Consultation & Design Brief
Detailed floral consultation form capturing client preferences, colour schemes, flower choices, delivery requirements, and special instructions for arrangements.
Flower Conditioning & Care Checklist
Flower conditioning and care checklist for preparing, conditioning, and maintaining cut flowers before events. Includes water, food, and storage procedures.
Event Decor Setup & Installation Sheet
Event decoration setup and installation plan with layout diagrams, installation timeline, equipment needed, and team assignments for decoration deployment.
Seasonal Flower Availability Guide
Seasonal flower and foliage availability guide documenting which flowers are in-season throughout the year for weddings, events, and availability planning.
Enquiry Response Email Templates
Professional enquiry response email templates for initial client contact. Includes warm greeting, service overview, next steps, and contact information.
Booking Confirmation Email Template
Professional booking confirmation email confirming event details, deposit payment, payment schedule, and next steps for clients.
Payment Reminder Email Templates
Payment reminder email templates for deposit and final payment reminders. Professional tone for outstanding balance notifications.
Post-Event Thank You Email Template
Professional thank you email sent after event delivery. Expresses gratitude, requests feedback and reviews, offers future discounts.
Referral Request Email Template
Professional referral request email asking satisfied clients for recommendations and referrals to their network.
Venue Introduction Email Template
Professional introduction email for introducing yourself and services to venue managers and event coordinators for mutual referral partnerships.
Supplier Database & Contact Tracker
Comprehensive supplier contact and relationship database tracking suppliers, product types, pricing, contact details, payment terms, and performance ratings.
Stock Order Form Template
Stock and supply order form for ordering from suppliers. Tracks items, quantities, unit costs, total cost, and delivery details.
Supplier Comparison & Evaluation Template
Supplier evaluation and comparison spreadsheet for comparing pricing, quality, delivery, and service across multiple suppliers for procurement decisions.
Delivery Receipt & Inspection Log
Delivery receipt log for recording incoming stock deliveries, quantities received, condition checks, and sign-off. Tracks supplier delivery reliability.
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