Collect vendor artwork details into the event folder
Vendor registrations write a per-vendor record into the event's Dropbox folder, with booth details and a link to their artwork.
New submission on your event vendor registration form
Create a text file for the vendor inside the Dropbox folder for that event
One-directional. A submission triggers the action — nothing is written back into your form.
Show programmes, signage and the floor plan all wait on the same thing: vendor details that arrive as replies to a thread. Writing each registration into the event folder as its own record means the designer works from the folder, not from an inbox.
Events teams running markets, trade shows and festivals get the most out of it. Booth size, category and a link to the vendor's artwork sit together per exhibitor, so whoever lays out the programme can see at a glance who has supplied what and who still needs chasing.
Setting it up
- 1
Publish the Event Vendor Registration Form template for this show, and add a File Upload field so vendors attach a logo as they register. Add a URL field next to it too — the upload field takes 2 MB per file, and print-resolution artwork or a full brand pack will need a link to a shared folder instead.
- 2
Build the Zap with formformform as the trigger app, choose New Submission, and pick the vendor form for this event.
- 3
Add Dropbox as the action app, choose Create Text File, and connect the account holding your event folders.
- 4
Point the path at the folder for this show — /Events/Spring Market 2026/Vendors — so each event keeps its own set of records.
- 5
Name the file from Business / Organization Name, so the folder reads as an alphabetical exhibitor list.
- 6
Write the category, booth size and artwork link into the body, keeping the link on its own line so it stays clickable.
- 7
Add a second Dropbox Create Folder step named after the vendor, then a Dropbox Upload File step that puts the uploaded logo inside it, so each exhibitor has one folder holding their artwork and anything that arrives by other routes.
- 8
Register a test vendor, check the record in the event folder, then turn the Zap on and share the folder with the design team.
What maps where
Using the Event Vendor Registration Form as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Dropbox |
|---|---|
| Business / Organization Name | File name, so the folder lists vendors alphabetically |
| Vendor Category | First line of the record, used to group the programme |
| Booth Size Required | Body of the record, read against the floor plan |
| Website or Social Media Link | Its own line in the record, where designers pull branding from |
| Contact Person Name | Contact block in the record |
| Business Email Address | Contact block, for chasing missing artwork |
Variations worth knowing
Send Vendor Category into the path as well as the file — /Events/Autumn Fair/Vendors/Food — and the zoning work sorts itself out. Whoever plans the hall can see how many caterers signed up without opening a single record.
Use Create or Append to Text File and point every registration at one exhibitors.txt for the show. Each line holds the name, category and booth size, which is enough for a printer to typeset the programme straight from the file.
If something isn't arriving
Vendors type bare domains. Add a Zapier formatter step that prefixes Website or Social Media Link with https:// when the scheme is missing, so the link inside the Dropbox record is clickable from any device the design team uses.
One Zap serves one form. If you reused last year's form for this year's show, either duplicate the form per event or put the event name in the Dropbox path and change it whenever the show changes.
Frequently asked questions
Can vendors upload their logo through the form?
Yes. A File Upload field takes the logo with the registration, up to 2 MB per file, which is fine for a web logo or a small PNG. Map that field into a Dropbox Upload File step and the artwork lands in the vendor's folder; the Create Text File step on its own only records a link to it. Ask for a URL as well, because print artwork — a layered EPS, a 40 MB brand pack — is past what the upload field takes, and vendors usually keep that in a shared folder anyway.
Does the record update when a vendor changes booth size?
No. Each submission writes its own file and nothing flows back from Dropbox. Ask vendors to resubmit for changes and keep the timestamp in the file name, so the most recent record is obvious to whoever opens the folder.
Can we take the booth fee through the form?
Yes. Add products and priced options to the form, then collect payment through secure hosted checkout with Stripe, PayPal, or Square. Payment status is tracked alongside the response.
Related automations
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Every help desk submission appends a line to one shared Dropbox text file, so the team reads the day's requests in order.
- Create a project folder when a new client onboards
A completed onboarding form creates a Dropbox folder named for the client and project, ready before the first call.
- File every property disclosure as a written record
Each completed property disclosure writes a dated text record into the Dropbox folder for that address.
- Keep a text-file archive of every contact submission
Each contact form response becomes a timestamped text file in Dropbox, giving you a plain-text backup you can search and keep.
- Save every job application as a candidate file
Every careers form submission writes a candidate file into a shared Dropbox Applicants folder, named for the role and the applicant.
- Archive every submission as a dated text file
Each submission becomes a dated text file in one shared Drive folder, readable by anyone with access to it.
Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
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