What is a vending machine placement agreement?
A vending machine placement agreement — also called a vending location agreement — is the contract between a vending operator and a business or property owner that hosts the machines. The host gets snacks and drinks on site, sometimes with a share of sales; the operator gets a protected spot and the access it needs to restock and repair.
This template lists the machines, where on site they go and the product range, with the operator responsible for lawful products, labelling and age rules. It confirms the operator owns the machines and takings, sets restocking and repair times, and covers the host's space, power and access. Commission is an optional percentage of net sales with statements and a yearly records check. It offers optional exclusivity that falls away if service lapses, insurance and liability, an initial term with notice after, and removal within 14 days at the operator's cost.
- Best for
- Vending operators placing snack, drink, coffee or micro-market machines
- Signed by
- The vending operator and the location owner or manager
- Commission
- Optional percentage of net sales, monthly or quarterly
- Length
- About 2 pages, initialled on every page
When to use a vending machine placement agreement
- Snack and drink machines in an office break room
- A coffee machine in a car dealership waiting area
- Vending at a gym, laundromat or hotel
- Machines in a factory or warehouse canteen
- A school or college placing machines with a healthy-options rule
What you fill in
16 blanks, then the name and email of each person who signs: vending operator, location owner.
1 The parties
- Operator (your business)*
- Your phone or email for service calls*
- Location owner*
- Location contact (name, phone or email)*
2 The machines
- Location address*
- Where on site*
- Machines*
- Products and pricing
3 Service
- Restocking and service*
- Installation date*
4 Commission
- Commission to the location owner (% of net sales)
- Commission is paid* monthly · quarterly · not applicable
5 Term
- Initial term (months)*
- Notice to end after the initial term (days)*
- Exclusivity* Yes · No
- Governing law*
6 Who signs
- Vending operator signature and date, job title, initials on every page · The business that owns, stocks and services the machines.
- Location owner signature and date, job title, initials on every page · The business or property owner where the machines are placed, or its authorised manager.
What the vending machine placement agreement covers
- The machines
- Ownership
- Service and restocking
- The Host's responsibilities
- Commission
- Exclusivity
- Insurance and liability
- Term and removal
- General
Using the vending machine placement agreement, step by step
1 Describe the location
Enter the host, the address and exactly where on site the machines go.
2 List machines and products
List each machine and its payment options, the product range and any rules like a share of healthier options. Set the restocking and repair commitment.
3 Agree commission
Enter a commission percentage of net sales and how often it's paid, or leave it empty for no commission.
4 Set term and exclusivity, then send
Choose the initial term, notice period and whether you're the exclusive vending supplier, then send for signature.
Tips before you send it
- Check the outlet before installation; refrigerated machines often need a dedicated, grounded circuit.
- Put your service phone number on every machine — the agreement requires it and it keeps refund requests away from the host.
- If the host rents the premises, ask whether the landlord's consent is needed; the signer confirms it is in place.
- Send commission statements on time; it's the easiest way to keep a good location.
Sign it online in minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Vending machine placement agreement: frequently asked questions
How is the host's commission calculated?
As a percentage of net sales from the machines — sales minus sales taxes, card processing fees and refunds — paid monthly or quarterly with a statement. The host may check the sales records once a year.
Who pays for the electricity?
The host, unless you agree otherwise. Commission, where paid, often reflects that.
What does exclusivity mean here?
The host won't allow another supplier to place machines selling the same kinds of products. If the operator stops keeping the machines stocked and working and doesn't fix it within 14 days of notice, the host may end the exclusivity.
What happens when the agreement ends?
The operator removes the machines within 14 days at its own cost, makes good any damage from removal and pays any commission due.