Events are one of the core components of VendorHearth Pro.
An event represents an individual market, festival, fair, show, or other vendor-based event managed through your organization.
Most VendorHearth features connect back to an event, so understanding how events work will make the rest of the system easier to manage.
What Is Connected to an Event? #
Depending on the features you use, an event can be connected to:
- Vendor applications
- Booth types and pricing
- Booth capacity
- Vendor categories
- Category limits
- Application questions
- Agreements
- Vendor payments
- Paid Add-Ons
- Season Passes
- Waitlists
- Booth assignments
- Event maps
- Vendor Spotlights
- Vendor documents
- Event packets
- Vendor check-in
- Reports and exports
This allows VendorHearth to keep information for one event separate from information for another.
Accessing Your Events #
From your WordPress Dashboard, go to:
VendorHearth Pro → Events
The Events area is where organizers create and manage their VendorHearth events.
From here, you can work with existing events or create a new one.
Active and Archived Events #
VendorHearth distinguishes between events that are currently being managed and events that have been archived.
Active events remain available for current event-management workflows.
Archived events are retained so your organization can preserve historical information without keeping completed events in the primary active-event workflow.
VendorHearth can also automatically archive eligible events after their event date has passed.
Event Dates #
An event can have a confirmed date or be marked TBA.
A TBA event is useful when you want to begin preparing an event in VendorHearth before the final date has been announced.
Once the date is confirmed, you can update the event with the actual event date.
Applications and Events #
Creating an event does not mean vendors must immediately be allowed to apply.
Vendor applications can remain closed while you finish configuring the event.
This gives you time to prepare:
- Booth options
- Pricing
- Capacity
- Categories
- Category limits
- Application questions
- Agreements
- Add-Ons
- Other event settings
Once the event is ready, applications can be opened to vendors.
Events and Vendor Records #
A vendor can participate in multiple VendorHearth events.
Their reusable business profile remains associated with their vendor account, while their individual applications and event-specific information remain connected to the appropriate event.
This means vendors do not need to create an entirely new business profile every time they apply for another event.
Events and Season Passes #
VendorHearth Season Passes can include multiple events.
When a Season Pass is processed through the appropriate workflow, VendorHearth can create or assign the vendor’s participation in the included events while checking applicable capacity.
Season Pass configuration is covered separately in the Season Passes documentation.
Events and Vendor Spotlights #
Vendor Spotlights are also associated with events.
VendorHearth can use an event’s date and spotlight settings to schedule promotional posts for confirmed vendors.
Events marked TBA are excluded from automatic spotlight scheduling until an actual event date is assigned.
Events and Historical Records #
Completed events can contain important historical information about:
- Applications
- Vendors
- Payments
- Agreements
- Booth assignments
- Communications
- Documents
- Check-in activity
For this reason, archiving an old event is generally preferable to deleting information that may be useful later.
Configuring Event-Related Features #
Not every event-related feature is configured directly from the Events screen.
VendorHearth separates major functions into their own management areas so they can be managed more easily.
For example:
Booths & Categories covers booth configuration, capacity, assignments, and vendor category limits.
Applications & Waitlists covers the application review process.
Payments covers vendor payment processing.
Vendor Spotlights covers promotional posts.
Event Operations covers final event logistics and check-in.
Next Step #
Continue to Creating and Editing an Event to learn how to configure an individual VendorHearth event.
