A simple vendor agreement is created to ensure that new vendors are aware of the terms of doing business with your organization. The key points to be included in a vendor agreement include the date, time, and location where the product or services must be provided.

Overview: Vendor

A vendor is a party in the supply chain that makes goods and services available to companies or consumers. Most companies will do business with a wide variety of suppliers and vendors. The business partnership between the vendor and the business is more important than the service or product that is provided.

A vendor agreement is a contract created between the vendor and the business to document the following:

  • Details related to the service or product provided.
  • Payment process.
  • Other conditions and terms.

A vendor agreement grants legal protection to all parties involved. It also lessens the likelihood of a conflict or misunderstanding by clearly defining the rules, expectations, and regulations.

Vendor Agreement

It's vitally important to sign a vendor agreement with all vendors prior to doing business to ensure a positive and profitable interaction. Always create a vendor agreement when the following occurs:

  • You are hosting an event, and you authorize vendors to sell a product or service.
  • You are a vendor at an event, and you are selling a product or service.

The following are goals of an event planner:

The highlights of a Vendor Agreement include the following:

  • Establishing the logistical guidelines of the product.
  • Protecting the rights of the business to sell the vendor's product.
  • Identifying the obligations of all parties involved in the transaction.
  • Determining how misunderstandings or conflicts will be managed.
  • Setting a period of time in which the contract will be fulfilled and how payment will be made.
  • Creating built-in flexibility into the contract. For example, adding a few extra days for fulfillment and payment before escalating a situation.

Contracts provide businesses with a legal document stating the expectations of both parties and how negative situations will be resolved.

Vendor Agreement Content

The terms of agreement section of the vendor agreement identifies all of the key details relating to how the services and activities contributed by a vendor will be managed by a member of the client's team during an event. The following are some details that might be outlined in the agreement:

  • The amount of setup and breakdown time that the vendor will have during the event.
  • Specific items the vendor has been authorized to sell, agreed to by the client.
  • The size of the vending station, making sure to comply with local regulations and laws.
  • Whether vendors are only allowed to announce or discuss the availability of a client's product while situated at the specified vendor location/station.
  • How the employees of the vendor should keep a professional appearance during the event.
  • Approval and authorization of all music and announcements, especially those amplified, by the client.
  • The procedures to break down the vendor station and where to place garbage to ensure the occupied space is left in the same condition as it was received.
  • That the vendor will hold the client harmless for all damage or loss sustained during the event.

The scope of engagement section of the vendor agreement identifies all items or actions that the vendor will provide or fulfill. The scope of engagement section will do the following:

  • Specify the services or goods that will be provided.
  • Identify the payment terms.
  • Determine who the client will work with from the vendor's team to address accounts payable questions.
  • Determine the manner in which the client will be billed.
  • Include a statement by the vendor clearly confirming that the vendor has the knowledge, expertise, and experience to provide the goods or service.
  • Show that the vendor acknowledges to follow all legal requirements and laws of the state.
  • Include an indemnification clause.
  • Show that the vendor will purchase the necessary insurance and provide it to the client upon request.
  • Clearly state that the vendor is not an employee of the client and is not entitled to employment benefits.
  • Show that the vendor will be treated as an independent contractor.
  • Address the terms for terminating the vendor agreement.
  • Determine how attorney fees will be paid or reimbursed.

The vendor and client should sign and date the vendor agreement. The signatures may be electronically signed.

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