Free template
Event Vendor Tracker Template
A vendor tracker keeps every vendor's contact, service, quote status, deposit, final payment, and next follow-up on one sheet — instead of scattered across messages and inboxes. Use this one to run vendor work from research through day-of.
Copy the blank tracker for Google Sheets or download it as a CSV below — no account needed.
Updated July 2026
Blank event vendor tracker
Add one row for each vendor or supplier involved in the event.
| Vendor | Service | Contact | Quote status | Deposit | Final due | Next step |
|---|---|---|---|---|---|---|
| Venue | ||||||
| Catering | ||||||
| Florals / decor | ||||||
| Rentals | ||||||
| Music / entertainment | ||||||
| Photo / video |
Filled example vendor tracker
Example for a wedding with venue, catering, rentals, floral, and entertainment vendors.
| Vendor | Service | Contact | Quote status | Deposit | Final due | Next step |
|---|---|---|---|---|---|---|
| Willow Creek Estate | Venue | Maya | Approved | Paid | May 30 | Confirm access window |
| Oak Table Catering | Catering | Jordan | Received | Due | Jun 1 | Review menu changes |
| Luxe Rentals | Tables and chairs | Ari | Requested | N/A | TBD | Follow up on quote |
| Bloom House | Florals | Nina | Approved | Paid | Jun 7 | Confirm final counts |
| Soundline DJ | Entertainment | Chris | Received | Due | Jun 10 | Send day-of timeline |
What to include
- Vendor name, service category, primary contact, phone or email, and backup contact if needed.
- Quote, contract, deposit, final payment, insurance, and setup requirement status.
- Next follow-up and due date so vendor work does not live only in your head.
- Notes that affect the timeline, quote, crew tasks, or day-of setup.
How to use this template
- Create the tracker as soon as vendors are being researched or contacted.
- Update quote and payment status whenever a vendor sends a proposal or invoice.
- Use the next-step column as a working follow-up list.
- Review the tracker before sending the final day-of timeline.
Common mistakes to avoid
- Saving vendor details in messages instead of the event plan.
- Tracking quote status but not deposit or final payment deadlines.
- Forgetting setup requirements until the week of the event.
- Retyping trusted vendors for every event instead of building a reusable vendor list.
Stop retyping the same vendors for every event.
Built for party decorators and event stylists who run events for clients. The tracker works — until the third job this month, when you're retyping the same florist, the same rental house, the same balloon supplier, and hunting old threads for their terms. Plan Event keeps a reusable vendor list across all your jobs, with each job's services, costs, and next steps attached where they belong.
- Save a vendor once, reuse on every job
- Saved services and rates attach to job items
- Next steps live on the job, not in your inbox
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FAQ
Is this vendor tracker only for weddings?
No. It works for weddings, corporate events, showers, parties, conferences, styled shoots, and production installs.
What vendor statuses should I track?
At minimum, track quote requested, quote received, contract signed, deposit paid, final payment due, and final details confirmed.
Should I keep a reusable vendor list?
Yes. Keep a reusable vendor catalog, then copy only the relevant services and event-specific notes into each event plan.