A successful event relies on securing great vendors. Getting these vendors to participate requires sending compelling emails that grab attention. Your invitation email could determine whether they say yes or no to your event.
Writing an effective vendor invitation email can make the difference between securing or losing a valuable participant. These proven templates will guide you through writing emails that get results across different situations and vendor types.
Vendor Invitation Email Samples
These 20 email templates will help you invite and secure vendors for your next event.
1. Food Festival Vendor Invitation
Subject: Join Us as a Featured Vendor at the Downtown Food Festival
Dear [Vendor Name],
Your amazing tacos have created quite a following in our community. We would love to have [Restaurant Name] as a featured vendor at the upcoming Downtown Food Festival on [Date].
This annual event brings together over 5,000 food enthusiasts and receives coverage from local media outlets like [Media Names]. Last year’s vendors reported average sales of $2,000+ per day. We provide each vendor with a 10×10 space, electricity, and promotional support across our social media channels.
The festival runs from 11 AM to 8 PM, with vendor setup starting at 8 AM. Vendor fees are $300 for the weekend, which includes both days of the festival.
Would you be interested in showcasing your food at this year’s event? We can hold a spot for you until [Date].
Looking forward to your response,
[Your Name]
Event Coordinator, Downtown Food Festival
2. Craft Fair Vendor Application
Subject: Seeking Unique Handmade Goods for Spring Craft Market
Hello [Vendor Name],
Your handcrafted jewelry caught my attention at last month’s pop-up market. The Spring Craft Market committee would be thrilled to have you join our carefully selected group of artisans on [Date].
Our indoor venue at [Location] offers a premium shopping experience, attracting sophisticated buyers specifically looking for high-quality handmade items. We limit jewelry vendors to ensure each participant has strong sales opportunities.
The market runs from 10 AM to 6 PM. Booth rental is $175, which includes an 8-foot table, two chairs, and listing in our event program. We heavily promote the event through targeted social media campaigns and local lifestyle magazines.
Please let me know if you’d like to participate. We have three jewelry spots remaining and are finalizing vendors this week.
Best regards,
[Your Name]
Vendor Coordinator, Spring Craft Market
3. Wedding Expo Invitation
Subject: Exclusive Invitation to Premier Wedding Expo [Year]
Dear [Company Name] Team,
Based on excellent reviews from local couples, we’re reaching out to invite you to exhibit at the [City] Premier Wedding Expo on [Date]. This established event connects top wedding vendors with engaged couples actively planning their special day.
Last year’s expo welcomed 300+ engaged couples with an average wedding budget of $30,000. Exhibitors receive a professional booth setup, inclusion in our digital wedding planning guide, and access to our qualified leads database.
Standard booth packages start at $450 and include signage, a draped table, and chairs. Premium locations with additional marketing benefits are also available.
Ready to reach more couples planning their dream weddings? Let’s discuss how we can make this expo work for your business.
Warm regards,
[Your Name]
Exhibitor Relations Manager
4. Farmers Market Season Invitation
Subject: [Year] Farmers Market Vendor Season Opening
Dear [Farmer/Producer Name],
The [Name] Farmers Market is preparing for another fantastic season, and your farm-fresh produce would make an excellent addition to our vendor lineup. Our market runs every Saturday from [Start Date] through [End Date].
We’ve built a loyal customer base who value high-quality, locally grown products. Our average weekly attendance exceeds 1,000 shoppers, and we’ve partnered with local chefs who regularly source ingredients from our vendors.
Seasonal vendor fees are $500, which breaks down to just $25 per market day. This includes your space, parking, and marketing support. We also offer flexible payment plans.
Would you like to join our vendor community? We can schedule a call to discuss the details.
Best wishes,
[Your Name]
Market Manager
5. Tech Conference Exhibitor Invitation
Subject: Showcase Your Innovation at TechConnect [Year]
Dear [Company Representative],
Your company’s achievements in [specific technology field] have gained notice. We believe your innovations would greatly interest the 2,000+ technology professionals attending TechConnect [Year] on [Date] at [Venue].
Our conference attracts decision-makers from major tech companies, startups, and venture capital firms. Previous exhibitors have generated valuable leads, with 80% reporting new business partnerships within six months of the event.
Premium exhibition packages start at $1,500, including a furnished booth, speaking opportunity, company profile in the conference app, and full access passes for your team members.
Should you want to demonstrate your solutions to this targeted audience, please reply by [Date] to secure your space.
Best regards,
[Your Name]
Exhibition Director, TechConnect
6. Holiday Shopping Fair Invitation
Subject: Be Part of [City]’s Biggest Holiday Shopping Event
Dear [Business Owner],
Your store’s unique gift items would fit perfectly at the [City] Holiday Shopping Fair. This three-day event from [Dates] gives local businesses a chance to reach holiday shoppers looking for special gifts.
Last year’s fair brought in 8,000+ shoppers with an average per-person spending of $200. We’re expecting higher numbers this year thanks to our new venue and expanded marketing campaign.
Vendor spaces cost $400 for all three days. Each space includes display tables, chairs, WiFi, and security. We also feature vendors on our social media channels leading up to the event.
Space is filling quickly. Would you like to reserve your spot at this year’s fair?
Cheers,
[Your Name]
Event Manager
7. Health and Wellness Expo Invitation
Subject: Join Us at [City]’s Premier Wellness Event
Dear [Business Owner],
Your reputation for quality health products makes you an ideal vendor for the upcoming Health and Wellness Expo on [Date]. This event connects health-conscious consumers with trusted wellness brands.
The expo draws 3,000+ attendees specifically seeking natural health products and services. Vendors receive a professional booth setup, demonstration time slot, and inclusion in our wellness directory distributed to all attendees.
Participation fee is $600, covering both expo days. Early bird rate of $500 available until [Date]. Each vendor also receives marketing materials and social media promotion.
Ready to connect with your target audience? Let me know if you’d like to secure your space.
Regards,
[Your Name]
Vendor Relations
8. Children’s Festival Vendor Call
Subject: Vendor Opportunity at [City] Children’s Festival
Dear [Vendor Name],
Your family-friendly business would make a perfect addition to our annual Children’s Festival happening [Date] at [Location]. We’re seeking vendors offering quality products, activities, or services for children aged 2-12.
This beloved community event typically welcomes 4,000+ parents and children. Our marketing partnership with local schools and family organizations ensures strong attendance.
Vendor spaces are $250 for the full day. Package includes 10×10 tent, table, chairs, and listing in our festival guide. We prioritize vendors offering interactive experiences or demonstrations.
Want to join our festival family? Reply by [Date] to reserve your spot.
Best wishes,
[Your Name]
Festival Coordinator
9. Pet Expo Exhibitor Invitation
Subject: Showcase Your Pet Products at [City] Pet Expo
Dear [Company Name],
Your pet products would be a great fit for the [City] Pet Expo happening [Date]. This two-day event brings together pet owners looking for quality products and services for their furry friends.
Our previous expo attracted 5,000+ pet owners, with vendors reporting average sales of $1,800 per day. We provide extensive marketing support, including features in local pet-focused publications.
Booth fees start at $350, including tables, chairs, and electricity. Premium locations near the main stage are also available. Each vendor receives promotional posts on our social channels.
Interested in reaching thousands of pet lovers? Let’s discuss your participation options.
Warm regards,
[Your Name]
Exhibitor Coordinator
10. Garden Show Vendor Application
Subject: Seeking Plant Vendors for Spring Garden Show
Dear [Nursery Owner],
Your exceptional plant selection would enhance our upcoming Spring Garden Show on [Date]. This annual event brings together gardening enthusiasts looking for unique plants and supplies.
The show typically attracts 3,500+ gardeners ready to start their spring planting. Our covered outdoor venue provides ideal conditions for plant displays and sales.
Vendor spaces are $275 for the weekend, including parking for your delivery vehicle and water access. We limit the number of vendors per plant category to ensure good sales for everyone.
Would you like to showcase your plants at this popular spring event?
Happy gardening,
[Your Name]
Show Organizer
11. Music Festival Food Court Invitation
Subject: Food Vendor Opportunity at SoundFest [Year]
Dear [Restaurant Owner],
Your food truck would be perfect for the SoundFest [Year] food court. This three-day music festival from [Dates] needs quality food vendors to serve our expected 10,000+ daily attendees.
Previous food vendors averaged $3,000+ in daily sales. We provide dedicated power hookups, water access, and waste management services. Your business will also be featured in our festival app.
Vendor fee is $800 for all three days. This includes parking passes, vendor badges, and marketing support. Setup begins one day before the festival.
Ready to feed hungry music fans? Let me know if you want to join our vendor lineup.
Rock on,
[Your Name]
Food Vendor Coordinator
12. Bridal Show Exhibitor Invitation
Subject: Limited Spots Available at [City] Luxury Bridal Show
Dear [Business Owner],
Your stellar reputation in the wedding industry makes you an ideal exhibitor for our upcoming Luxury Bridal Show on [Date]. This curated event connects premium wedding vendors with couples planning upscale celebrations.
Our show attracts 200+ couples with average wedding budgets exceeding $50,000. Each exhibitor receives a designed booth space and inclusion in our digital wedding planning guide.
Exhibition fee is $750, including marketing materials and access to our leads database. Premium spots with additional visibility are available for $1,000.
Would you like to showcase your services to these qualified couples?
Best regards,
[Your Name]
Show Director
13. Winter Market Vendor Call
Subject: Join Our Cozy Winter Market this Season
Dear [Artisan Name],
Your handcrafted goods would add warmth to our Winter Market, running weekends from [Start Date] to [End Date]. This indoor market creates a festive shopping experience for visitors seeking special holiday gifts.
Each weekend brings 1,000+ shoppers looking for unique, handmade items. Our marketing focuses on supporting local artisans and encouraging mindful holiday shopping.
Season vendor fee is $600, or $125 per weekend. Each space includes an 8-foot table, chairs, and dedicated heating. We also promote vendors through our holiday gift guide.
Interested in being part of this seasonal celebration?
Warm wishes,
[Your Name]
Market Coordinator
14. Beauty and Fashion Expo Invitation
Subject: Showcase Your Brand at StyleScene [Year]
Dear [Brand Representative],
Your beauty products would shine at StyleScene [Year], happening [Date] at [Venue]. This expo connects beauty brands with makeup artists, influencers, and style-conscious consumers.
Last year’s event drew 4,000+ attendees, including beauty professionals and retail buyers. Exhibitors receive professional lighting, demo space, and inclusion in our beauty trend report.
Booth packages start at $550, including display fixtures and marketing support. Premium locations with dedicated demo times are also available.
Ready to showcase your products to this beauty-focused audience?
Stylishly yours,
[Your Name]
Exhibitor Relations
15. Sports and Fitness Expo Vendor Call
Subject: Vendor Spots Open for FitFest [Year]
Dear [Business Owner],
Your fitness products would be a perfect match for FitFest [Year], happening [Date]. This dynamic expo brings together fitness enthusiasts looking for the latest in sports nutrition and equipment.
The event attracts 6,000+ active individuals, with 70% reporting immediate purchases at previous expos. Each vendor receives booth space, demo opportunities, and social media coverage.
Participation fee is $650 for both days. Early registration discount of $100 available until [Date]. Premium corner booths include additional promotional benefits.
Want to connect with your target fitness audience?
Stay active,
[Your Name]
Vendor Manager
16. Vintage Market Dealer Invitation
Subject: Seeking Vintage Dealers for [City] Antique Fair
Dear [Dealer Name],
Your collection of vintage items would be a fantastic addition to the [City] Antique Fair on [Date]. This established event attracts serious collectors and vintage enthusiasts.
Our previous fair brought 2,500+ shoppers specifically seeking authentic vintage pieces. The indoor venue provides ideal conditions for displaying valuable items, with 24-hour security.
Dealer spaces are $400 for the weekend, including tables, chairs, and porter service. We limit dealers by category to ensure variety and sales opportunities.
Would you like to bring your vintage treasures to this curated market?
Happy hunting,
[Your Name]
Fair Organizer
17. Green Living Expo Exhibitor Invitation
Subject: Showcase Your Eco-Friendly Products at GreenLife [Year]
Dear [Business Owner],
Your commitment to sustainable products makes you an ideal exhibitor for GreenLife [Year], happening [Date]. This expo connects eco-conscious consumers with businesses offering sustainable solutions.
The event draws 3,500+ environmentally aware shoppers. Exhibitors receive a sustainable booth setup, speaking opportunity, and feature in our green living guide.
Participation fee is $500, including marketing support and workshop space. We offer a 20% discount for certified B-corporations.
Ready to connect with sustainability-focused customers?
Naturally yours,
[Your Name]
Exhibition Coordinator
18. Book Fair Vendor Application
Subject: Join Us at [City] Literary Festival
Dear [Bookstore Owner],
Your bookshop would be a perfect addition to the [City] Literary Festival on [Date]. This annual event celebrates reading with author talks, workshops, and quality book vendors.
Last year’s festival welcomed 4,000+ book lovers. Vendors receive covered booth space, author signing opportunities, and promotion through our festival program.
Vendor fee is $300 for the weekend. Package includes tables, chairs, and overnight security for your inventory. Setup available the evening before.
Interested in sharing your books with eager readers?
Happy reading,
[Your Name]
Festival Director
19. Home and Garden Show Invitation
Subject: Exhibit at [City] Home Show [Year]
Dear [Business Owner],
Your home improvement expertise would benefit visitors at the [City] Home Show [Year] on [Date]. This event connects homeowners with trusted service providers and product manufacturers.
The show attracts 7,000+ homeowners planning renovations or updates. Exhibitors receive professional booth construction, demonstration times, and leads scanning technology.
Standard booth packages start at $800. Premium locations with additional marketing benefits available for $1,200. Early bird pricing ends [Date].
Ready to meet qualified homeowners?
Building success,
[Your Name]
Show Manager
20. Seasonal Pop-Up Market Invitation
Subject: Vendor Call for [Season] Pop-Up Market Series
Dear [Business Owner],
Your products would enhance our [Season] Pop-Up Market Series, running every Sunday from [Start Date] to [End Date]. These weekly markets create shopping experiences that highlight local businesses.
Each market brings together 800+ shoppers seeking unique local products. We provide covered spaces, social media promotion, and networking opportunities with other vendors.
Full season commitment is $400, or $60 per market day. Package includes space, table, and marketing support. Vendors can choose specific dates based on availability.
Want to join our vendor community?
Local love,
[Your Name]
Market Manager
Final Thoughts: Creating Successful Vendor Invitations
Crafting vendor invitation emails needs precision and care. Keep your message straightforward and professional while emphasizing specific benefits for vendors. Show what sets your event apart and explain why their participation matters. A well-written invitation starts productive partnerships and helps build outstanding events.