Meeting & Event Technology Provider Application

Streamline Your Event Technology Vendor Applications with Paperform

Finding the right meeting and event technology provider can make or break your corporate event, conference, or hybrid gathering. Whether you're a venue manager, event planner, or corporate events team, you need a clear, professional way to evaluate AV vendors, understand their equipment inventory, and assess their technical capabilities—all before you book.

This Meeting & Event Technology Provider Application template is built specifically for event professionals and venue managers who need to vet technology suppliers quickly and thoroughly. Instead of chasing vendors for specs over email or wading through inconsistent proposals, you get every critical detail—equipment lists, virtual platform experience, interpretation capabilities, technical staff qualifications—captured in one standardised, easy-to-review submission.

Why event planners and venue managers choose Paperform

When you're coordinating multiple vendors, juggling client expectations, and managing tight event timelines, you need forms that work as hard as you do. Paperform gives you:

• Professional, on-brand applications that make your organisation look as polished as the events you run
• Conditional logic that adapts questions based on the services vendors offer—no more irrelevant fields cluttering the page
• File uploads for insurance certificates, equipment specs, safety documentation and references
• Built-in payments if you charge application or listing fees for preferred vendor directories
• Instant notifications so your team knows the moment a new provider applies
• Seamless integrations with your CRM, project management tools, or vendor databases via Stepper, Zapier, or direct connections

How this template helps you evaluate event technology vendors

This application is designed around the real-world needs of event technology procurement. It captures:

• Company background and credentials: business details, years in the industry, certifications, insurance coverage
• Audio-visual equipment inventory: projectors, screens, sound systems, lighting, staging, LED walls and more
• Virtual and hybrid event capabilities: streaming platforms, webinar tools, audience engagement software
• Simultaneous interpretation equipment: interpreter booths, wireless receivers, language channels, technician support
• Voting and polling systems: audience response hardware and software, mobile voting apps, real-time results
• On-site technical staff: crew size, qualifications, language abilities, availability and rates
• Past event experience: client references, event types served, portfolio examples

By standardising your intake process, you can compare vendors side-by-side, flag must-have capabilities, and move faster from RFP to contract.

Built for event industry workflows

Event planning is a high-coordination, deadline-driven business. Paperform is designed to fit seamlessly into the way you already work:

• Collect applications on your website or send via email to shortlisted vendors
• Use Stepper (stepper.io) workflows to automatically route approved vendors to your preferred supplier list, notify procurement teams, or trigger follow-up emails requesting additional documentation
• Connect to Airtable or Google Sheets to maintain a live, searchable vendor database
• Integrate with your CRM (HubSpot, Pipedrive, Salesforce) to track vendor relationships over time
• Export submissions to PDF for stakeholder review or internal approval processes

From application to contract with Papersign

Once you've selected your technology provider, you can use Papersign (papersign.com) to send service agreements, equipment rental contracts, or NDA documents for secure eSignature—keeping everything linked to the original vendor application for a clean audit trail. No need to switch platforms or re-enter details; the entire vendor lifecycle lives in one connected system.

Perfect for venues, agencies, and corporate event teams

This template is ideal for:

• Conference and convention centres building vetted AV supplier panels
• Event management agencies evaluating technology partners for client events
• Corporate event teams sourcing hybrid meeting solutions and voting systems
• PCOs and DMCs managing international events with interpretation needs
• Universities and associations maintaining approved vendor rosters for recurring programs

Whether you're running a one-time gala or managing a year-round calendar of hybrid conferences, this form helps you make smarter, faster vendor decisions.

Trusted by event professionals worldwide

Paperform is trusted by over 500,000 teams globally and is SOC 2 Type II and GDPR compliant, giving you and your vendors confidence that sensitive business information is handled securely. With 30,000+ designer templates and a doc-style editor that's as easy as writing an email, you can launch your vendor application process in minutes—no designer or developer required.

Start collecting professional event technology provider applications today, and spend less time chasing details and more time creating unforgettable experiences.