Sending vendor invitation emails can feel hard. You want to sound right – not too pushy but still clear about what you need. Many business owners struggle with this task each day. How do you ask someone to join your event or become your supplier without sounding too formal or too casual?
This guide offers 15 ready-to-use vendor invitation emails to help you connect with potential partners. Each sample shows you exactly what to say and how to say it. These emails will save you time and help you build better business relationships.
Vendor Invitation Email Samples
These email samples will help you reach out to vendors for various business needs and events. Feel free to adjust them to fit your specific situation.
1. Trade Show Vendor Invitation
Subject: Join Us as a Vendor at [Trade Show Name] – [Date]
Dear [Vendor Name],
We are hosting the annual [Trade Show Name] on [Date] at [Location]. Based on your company’s great products and solid reputation, we would love to have you join us as a vendor.
The show runs from [Start Time] to [End Time] and typically brings in over [Number] visitors from [Industry/Area]. Last year’s vendors reported an average of [Number] new client contacts and [Sales Figure] in on-site sales.
Booth spaces cost $[Amount] for a standard 10×10 space. We also offer premium locations for $[Amount]. All vendors receive:
- Table and two chairs
- Listing in our event program
- Promotion on our social media channels
- Access to vendor hospitality suite
Please let me know if you’re interested by [Response Date]. I’ve attached our vendor information packet with more details about the event.
Looking forward to your response,
[Your Name]
[Signature block: Full name, title, company name, phone number, email address, company website]
2. Craft Fair Vendor Application
Subject: Call for Artisans – [Craft Fair Name] Now Accepting Vendors
Hello [Vendor Name],
We are now accepting applications for the [Craft Fair Name] happening on [Date] at [Location]. Your beautiful handmade [Product Type] would be perfect for our event!
Our fair focuses on high-quality handmade items and draws about [Number] shoppers looking for unique gifts and home goods. Your work stands out because of its [Specific Quality], and our customers would love it.
Vendor spaces are $[Amount] for the full weekend event. We keep our vendor fees low so you can maximize your profits. Space is limited to [Number] vendors, so early application is recommended.
To apply, simply fill out the attached form and return it with three photos of your work and booth setup by [Deadline Date].
Thank you for making such lovely things,
[Your Name]
[Signature block: Name, event coordinator title, craft fair name, phone number, email address, social media handles]
3. Food Festival Vendor Invitation
Subject: Bring Your Tasty Creations to [Food Festival Name]
Dear [Vendor Name],
Your [Food Type] has built quite a following in our area! We’d love to have you join us as a food vendor at the upcoming [Food Festival Name] on [Date] at [Location].
Last year, over [Number] food lovers attended the festival, and we expect even more this year. The event runs from [Start Time] to [End Time] on both Saturday and Sunday.
Food vendor spots cost $[Amount] for both days and include:
- 10×10 tent space
- Access to water
- Electrical hookups (20 amp)
- Listing on our festival map and website
- Two vendor passes
Health permits are required, and we can help guide you through that process if needed. We ask that all vendors offer at least one $[Amount] “sample size” option so visitors can try many foods throughout the day.
Please reply by [Date] if you’re interested. Spots fill up fast!
Happy cooking,
[Your Name]
[Signature block: Name, festival coordinator, organization name, contact phone, email, festival website URL]
4. Wedding Vendor Invitation
Subject: Request to Join Our Vendor Team for [Couple’s Names] Wedding
Dear [Vendor Name],
I’m helping plan the wedding of [Couple’s Names], which will take place on [Date] at [Venue]. We’ve admired your work as a [Vendor Type], and we’d love to have you be part of this special day.
The wedding will have about [Number] guests and a [Theme/Style] theme with [Color Scheme] colors. The couple really likes your [Specific Product/Service] and feels your style matches exactly what they want for their wedding.
We’d need your services from [Start Time] until [End Time]. Our budget for [Service Type] is $[Amount].
Could you please send over a quote and let us know your availability for the date? We’d also love to know what packages you offer and any setup needs you might have.
The couple hopes to finalize all vendors by [Decision Date].
Thank you for your time,
[Your Name]
[Signature block: Wedding planner name, company name if applicable, phone number, email address]
5. Corporate Event Vendor Request
Subject: Vendor Opportunity – [Company Name] Annual Conference
Hello [Vendor Name],
[Company Name] is hosting our annual company conference on [Date] at [Location]. We need reliable vendors for various services, and your company was highly recommended for [Service Type].
The three-day event will host [Number] employees from our offices across the country. We require [Specific Details about what you need from them].
Our budget range is $[Amount Range], and we would need your team on-site from [Start Date/Time] through [End Date/Time].
All vendors receive:
- Company logo on event materials
- Meals during service hours
- Dedicated point of contact on our team
- Parking passes
If this sounds like something you’d be interested in, please send a proposal by [Response Deadline]. We’d be happy to schedule a call to discuss the details further.
Best regards,
[Your Name]
[Signature block: Full name, title, department, company name, business phone, email address, company website]
6. Farmers Market Vendor Application
Subject: Grow Your Business at [Farmers Market Name] – Vendor Spots Open
*Hello [Farmer/Producer Name],
Your [Products] have caught our attention, and we’d like to invite you to become a vendor at [Farmers Market Name]. Our market runs every [Day(s) of Week] from [Season Date Range] at [Location].
We focus on local products grown or made within [Number] miles of our community. Last season, we averaged [Number] shoppers per market day, with our busiest days seeing up to [Number] visitors.
Vendor fees are structured as follows:
- Daily rate: $[Amount] per market day
- Monthly rate: $[Amount] (saves $[Amount])
- Full season rate: $[Amount] (best value)
All vendors must grow or make their own products. We ask for a $[Amount] application fee and proof of any required licenses or certifications for your product type.
The application deadline is [Date]. I’ve attached our market rules and application form for your review.
We hope you’ll join our market family,
[Your Name]
[Signature block: Market manager name, farmers market organization, phone number, email address, website, social media handles]
7. Holiday Bazaar Vendor Invitation
Subject: Vendor Call for [Holiday Bazaar Name] – [Dates]
Dear [Vendor Name],
The holiday shopping season will soon be here! We’d like to invite you to showcase your [Products/Crafts] at the annual [Holiday Bazaar Name] happening [Dates] at [Location].
This beloved community event attracts [Number] shoppers looking for unique holiday gifts. Your [Products] would be a perfect fit for our shoppers who value [Quality/Handmade/Local] items.
Booth spaces are [Size] and cost $[Amount] for all [Number] days of the event. Setup is [Setup Date/Time], and the bazaar hours are [Hours] each day. We provide:
- One table and two chairs
- Wifi access
- Vendor name badge
- Listing in our printed program
- Basic electricity (upon request)
Last year, all vendor spots filled by [Month], so please respond by [Deadline] to secure your place. The application form is attached to this email.
Happy crafting,
[Your Name]
[Signature block: Event coordinator name, organization name, phone number, email address, website]
8. Music Festival Vendor Application
Subject: Become a Vendor at [Music Festival Name] – [Dates]
Hello [Vendor Name],
[Music Festival Name] is looking for food and merchandise vendors for our upcoming festival on [Dates] at [Location]. With [Number] music fans expected to attend, this is a great chance to boost your sales and brand visibility.
Your [Business Type] fits perfectly with our festival crowd, who tend to be [Age Range] and enjoy [Relevant Interests]. Last year, vendors reported sales of $[Amount Range] over the [Number]-day event.
Vendor options include:
- Food vendor booth (10×20): $[Amount]
- Merchandise vendor booth (10×10): $[Amount]
- Premium locations: Additional $[Amount]
All vendors must provide proof of insurance and any needed permits. Food vendors must meet health department requirements. Setup begins [Date/Time], and all vendors must remain open during festival hours from [Start Time] to [End Time] each day.
Applications are due by [Deadline]. Please complete the attached form and return it with your payment to secure your spot.
Rock on,
[Your Name]
[Signature block: Vendor coordinator name, festival name, phone number, email address, festival website URL, social media handles]
9. Virtual Conference Exhibitor Invitation
Subject: Virtual Booth Opportunity at [Conference Name] Online Event
Dear [Vendor Name],
[Organization Name] is hosting [Conference Name], a virtual conference on [Dates]. Given your expertise in [Industry/Field], we would like to invite you to join as a virtual exhibitor.
Last year’s virtual event attracted [Number] professionals from [Industries/Fields]. This year, we expect [Number] attendees from across [Geographic Area].
As a virtual exhibitor, you’ll receive:
- Custom virtual booth with your branding
- Ability to upload videos, brochures, and product info
- Live chat feature to connect with attendees
- Access to leads from booth visitors
- Two exhibitor passes for your team
- Mention in our email newsletters to attendees
Virtual booth spaces cost $[Amount], which is [Percentage]% less than our in-person event rates. Setup support is provided by our tech team, so no special skills are needed.
To secure your virtual booth, please complete the registration at [Link] by [Deadline]. I’m happy to schedule a demo to show you how the virtual booth works.
Looking forward to your digital presence,
[Your Name]
[Signature block: Name, title, organization, phone number, email, conference website, social media handles]
10. School Fair Vendor Request
Subject: Vendor Invitation for [School Name] Annual Fair
Hello [Vendor Name],
[School Name] is hosting our annual school fair on [Date] from [Start Time] to [End Time]. Our students and families would love to have your [Business/Product] as part of our community celebration!
Each year, around [Number] people attend our fair. It’s a fun day with games, food, music, and shopping that raises funds for our [School Program/Need].
Vendor tables are available for $[Amount], and all vendors must donate one item (valued at $[Amount] or more) for our raffle. We provide:
- One 6-foot table
- Two chairs
- Listing in our fair program
- Shout-out on our school social media
The fair is held [Indoor/Outdoor] at [Location]. Setup begins at [Time] on the day of the event. All vendors must be family-friendly and suitable for children of all ages.
If you’d like to join us, please fill out the attached form by [Deadline]. We have limited space available, so early registration is recommended.
Thank you for supporting our school,
[Your Name]
[Signature block: PTA/Event committee member name, role, school name, phone number, email address]
11. Bridal Show Vendor Recruitment
Subject: Exhibit Your Services at [Bridal Show Name] – [Date]
Dear [Vendor Name],
[Bridal Show Name] is coming to [Venue] on [Date], and we’d love to have your [Business Type] featured at our event. Our show connects wedding vendors with engaged couples who are ready to plan their perfect day.
Last year, [Number] couples attended, with [Percentage]% booking at least one vendor from the show. Most couples at our show have weddings planned within the next [Timeframe] and have budgets of $[Amount Range].
Booth options:
- Standard (8×8): $[Amount]
- Double (8×16): $[Amount]
- Premium (near entrance): Additional $[Amount]
All exhibitors receive:
- Listing in our digital and printed show guide
- Access to the attendee email list
- Promotion on our social media channels
- Two staff passes with lunch included
- Free parking
Space is assigned on a first-come, first-served basis, so early registration is recommended. The registration deadline is [Date].
We look forward to helping you connect with new clients,
[Your Name]
[Signature block: Show manager name, company producing the bridal show, phone number, email address, show website URL]
12. Community Festival Vendor Opportunity
Subject: Sell Your [Products] at [Community Festival Name]
Hello [Vendor Name],
We’re reaching out because we love your [Products/Services] and think you’d be a perfect vendor for the upcoming [Community Festival Name] on [Date] at [Location].
This yearly festival brings together [Number] local residents for a day of fun, food, and shopping. The festival runs from [Start Time] to [End Time] and features live music, children’s activities, and a variety of local vendors.
Vendor spaces are $[Amount] for a 10×10 area. You’ll need to bring your own tent, table, and chairs. Electricity can be provided for an extra $[Amount] fee. Setup begins at [Time] on the morning of the festival.
All products sold must be family-friendly. Food vendors need to contact us about specific requirements and additional fees for health permits.
To reserve your spot, please complete the attached application and return it with your payment by [Deadline]. Spaces are limited to [Number] vendors total, so don’t wait too long!
See you at the festival,
[Your Name]
[Signature block: Festival coordinator name, community organization, phone number, email address, website]
13. Pop-up Market Vendor Request
Subject: Join Our [Theme] Pop-up Market on [Date]
Dear [Vendor Name],
We’re hosting a [Theme] pop-up market on [Date] at [Location], and your [Products/Brand] would be a perfect fit! This single-day shopping event will feature [Number] carefully selected vendors who match our [Theme/Style] theme.
The market runs from [Start Time] to [End Time], with vendor setup starting at [Setup Time]. We expect around [Number] shoppers throughout the day, targeted to people who love [Related Interests].
Vendor spots are $[Amount] for a [Size] space. We keep our vendor count small to make sure each business gets plenty of customer attention. Your fee includes:
- Space rental
- Social media feature on our accounts
- Listing on our event map
- Free coffee and snacks in our vendor lounge
This pop-up is perfect for testing new products or connecting with a new customer base. Many of our past vendors have reported making [Sales Figure Range] during similar events.
Please let me know by [Response Date] if you’d like to participate. I can send over the vendor agreement right away.
Excited to work with you,
[Your Name]
[Signature block: Market organizer name, company name, phone number, email address, social media handles]
14. Charity Gala Vendor Partnership
Subject: Vendor Invitation for [Charity Name] Annual Gala
Dear [Vendor Name],
[Charity Name] would like to invite your business to be a vendor at our Annual Charity Gala on [Date] at [Venue]. This elegant evening raises funds for [Cause], and your [Products/Services] would add great value to our event.
The gala attracts [Number] guests, mainly [Description of Attendees]. These guests are community leaders and philanthropists with an interest in supporting both local causes and businesses.
We’re looking for vendors who can provide [Specific Services/Products Needed]. As a thank-you for your participation, we offer:
- Logo placement in our event program
- Mention during the evening announcements
- Two tickets to attend the gala ($[Value] value)
- Tax receipt for the charitable portion of your contribution
There is no fee to participate, but we ask vendors to donate [Percentage]% of their sales from the evening to our cause. Setup begins at [Time] on the day of the event.
If this aligns with your business goals, please respond by [Date] so we can discuss details. We’ve worked with many local businesses who found this to be a worthwhile marketing opportunity while supporting a good cause.
Thank you for considering this invitation,
[Your Name]
[Signature block: Event coordinator name, charity organization, phone number, email address, charity website URL]
15. Home and Garden Show Exhibitor Invitation
Subject: Showcase Your Business at [Home Show Name] – [Dates]
Hello [Vendor Name],
The [Home Show Name] is coming to [Venue] on [Dates], and we’re looking for quality home and garden businesses to exhibit. Your company’s focus on [Specific Products/Services] would be of great interest to our attendees.
This three-day show typically draws [Number] homeowners planning projects within the next 6 months. Last year’s exhibitors reported an average of [Number] qualified leads per day and [Sales Figure] in follow-up business.
Booth options include:
- Standard inline (10×10): $[Amount]
- Corner booth (10×10): $[Amount]
- Island space (20×20): $[Amount]
- Demo stage time: Additional $[Amount] per 30-minute slot
All exhibitors receive:
- Pipe and drape booth setup
- Company listing in show guide and website
- Four exhibitor badges
- Free parking pass
- Access to exhibitor lounge
Early bird pricing ends on [Date], so registering soon will save you $[Amount]. I’ve attached our exhibitor packet with full details, including move-in schedules and additional marketing opportunities.
Ready to reach thousands of potential customers?
[Your Name]
[Signature block: Show manager name, producing company, phone number, email address, show website URL]
Wrapping Up: Vendor Email Tips
Sending great vendor invitation emails starts with being clear about what you want. Always include key details like dates, costs, and what you’re offering. Make sure to tell vendors why they should join your event or become your supplier.
Keep your tone friendly but professional. Use simple words that get your point across. Always end with a clear next step so vendors know what to do if they’re interested. With these 15 email samples, you’ll be ready to connect with any vendor for your business needs.