Vendors
One row per person you book, with their company beside them. Role and Price have drop-downs, so one filter shows every florist.
- Company
- Name
- Role
- Location
- Phone
- Website
- Price
- Last event
- Notes
Free template · Excel and Google Sheets
Free event vendor list template
One sheet for every vendor, rep, rate and COI, so nobody has to search Gmail for the florist’s number again.
Free, no email needed. Also as a .csv of the Vendors tab.
Inside the file
Three tabs. The columns event teams actually use.
Built from how event agencies and production teams told us they track vendors, including the columns people add after their first big event.
COI tracker
One row per vendor per event. Rows turn orange when the policy ends before the event, and pink while a COI is missing or needs a fix.
- Vendor
- Event
- Event date
- Status
- Policy ends
- Covers the event?
- Additional insured
Events
Who’s booked for each event and what they quoted. Balance and the totals for quoted, paid and left to pay fill in for you.
- Event
- Date
- Vendor
- Role
- Quoted
- Paid
- Balance
Set it up
Four rules that keep a vendor list useful.
Keep the company in its own column
Reps change. With the company beside each person, a new rep is a new row under the same company and nothing gets lost.
Use the same role words
“AV”, “A/V” and “audio visual” become three lists. Select the role from the drop-down so filters keep working.
Track COIs per event
A certificate that covers May doesn’t cover your November gala. Log each event in the COI tracker, not once per vendor.
Write down the last event
It’s the column people need most: “who did we use for the Meridian gala?” Put who booked them in Notes.
When the sheet stops working
“Everyone just goes into their Gmail and searches.”
What event teams tell us
One sheet becomes seven.
A spreadsheet works for one planner. Once the team grows, there’s a copy per event, an old tab nobody trusts, and COIs sitting in someone’s inbox. Fora keeps the same list in one place your whole team can search.
Questions
Event vendor list questions
What should an event vendor list include?
At minimum: company, contact name, role, location, email, phone, website and price. For events, add when each vendor’s certificate of insurance ends and the last event you used them for. The template has all of these.
Is the template really free?
Yes. There is no email form and no sign-up. Use it, change it and share it with your team.
Does it work in Google Sheets?
Yes. Select Open in Google Sheets and Google asks to make you your own copy. The .xlsx file also opens in Excel and Apple Numbers.
How do I track vendor certificates of insurance in it?
Use the COI tracker tab: one row per vendor per event, with the date the policy ends. The row turns orange when the policy ends before the event, so a COI that covered your last event can’t slip through on the next one.
Can I move the list into Fora later?
Yes. Fora imports .xlsx and .csv files. Choose the file, match each column once, and every row becomes a vendor your whole team can search. The free plan holds up to 25 records with no credit card.
Outgrown the spreadsheet?
Bring the list into Fora, free.
Your vendors, venues, quotes and COIs in one shared system.
Continue with GoogleFree plan, no credit card