Using TBA Event Dates

VendorHearth Pro allows an event to be created even when its final date has not yet been determined.

Instead of entering a temporary or inaccurate date, you can mark the event date as TBA.

When Should I Use TBA? #

Use the TBA option when you know an event will take place but have not finalized its date.

This allows you to begin setting up the event in VendorHearth without entering a date you know may change.

You can still begin configuring items such as:

• Booth types
• Booth pricing
• Booth capacity
• Vendor categories
• Category limits
• Application questions
• Agreements
• Paid Add-Ons
• Other event settings

Creating a TBA Event #

When creating or editing an event, select the option indicating that the event date is TBA.

VendorHearth will then recognize that the event does not currently have a confirmed event date.

Save the event normally.

Can Vendors Apply to a TBA Event? #

A TBA date and application availability are separate settings.

Marking an event TBA does not, by itself, determine whether applications are open or closed.

This allows an organizer to configure the event first and decide separately when vendors should be permitted to apply.

Before accepting applications for a TBA event, make sure vendors are clearly informed that the event date has not yet been finalized.

TBA Events and Automatic Archiving #

VendorHearth can automatically archive eligible events after their event dates have passed.

An event marked TBA does not have a confirmed date for VendorHearth to evaluate.

For this reason, TBA events are skipped by the automatic past-event archiving process.

Once you assign an actual date, the event becomes eligible for normal date-based processing.

TBA Events and Vendor Spotlights #

Automatic Vendor Spotlight scheduling depends on the event date.

Because VendorHearth cannot calculate a promotional schedule without a confirmed date, events marked TBA are excluded from automatic Vendor Spotlight scheduling.

Once the event has a confirmed date, you can update the event and then configure or rebuild its Vendor Spotlight schedule.

Assigning the Final Event Date #

Once the event date has been confirmed:

1. Go to VendorHearth Pro → Events.
2. Locate the TBA event.
3. Open the event for editing.
4. Remove the TBA setting.
5. Enter the confirmed event date.
6. Save your changes.

VendorHearth can then use the actual date for features that depend on event timing.

Review Date-Dependent Features #

After changing an event from TBA to a confirmed date, review any features that depend on the event date.

Pay particular attention to:

• Vendor Spotlight scheduling
• Event communications
• Event packets and instructions
• Application information
• Automatic event archiving

If vendors have already applied, consider notifying them once the date is confirmed.

Avoid Placeholder Dates #

Whenever possible, use VendorHearth’s TBA option instead of entering an estimated or placeholder date.

A false date may be treated by VendorHearth as a real event date and could affect automated features.

Using TBA keeps the event available for setup while clearly indicating that the date has not yet been finalized.

Next Step #

Continue to Opening and Closing Vendor Applications to learn how to control when vendors can apply for an event.