Adding and Updating an Event Map

VendorHearth Pro allows organizers to associate an event map with an event.

Event maps can help vendors and staff understand booth locations and the overall event layout.

What Is an Event Map? #

An event map is an image of your event layout uploaded by the organizer.

The map can show information such as:

• Booth locations
• Booth numbers
• Indoor and outdoor areas
• Vendor areas
• Entrances and exits
• Check-in locations
• Parking areas
• Food truck areas
• Other important event locations

VendorHearth does not require you to build the map inside the plugin. You can create your layout using the mapping or design method of your choice and then upload the completed image to VendorHearth.

Adding an Event Map #

To add a map:

1. Go to VendorHearth Pro → Events.
2. Locate the event you want to update.
3. Open the event’s editing controls.
4. Locate the event map option.
5. Upload or select the appropriate map image.
6. Save your changes.

The map is then associated with that event.

Preparing Your Map #

Before uploading a map, make sure the image is clear enough for vendors and staff to read.

If your map includes booth numbers, confirm that they match the booth assignments being used in VendorHearth.

Avoid uploading a map that is still being actively redesigned if vendors will have access to it.

Updating an Existing Map #

Event layouts sometimes change after the original map has been uploaded.

If you need to replace the map:

1. Open the event.
2. Locate the event map setting.
3. Replace the existing image with the updated version.
4. Save your changes.

After replacing a map, verify that the new image is being displayed where expected.

Keep Booth Assignments Consistent #

The event map and VendorHearth booth assignments should agree with one another.

For example, if VendorHearth assigns a vendor to Booth 24, Booth 24 should be identifiable on the map being distributed for that event.

If you change booth numbers or rearrange the layout, update both the VendorHearth records and the map as necessary.

Maps for Duplicated Events #

When using an existing event as the starting point for a new event, review the map before distributing event information.

Even if an event returns to the same venue, the booth layout may have changed.

Do not assume an older map is still accurate.

When Should the Final Map Be Uploaded? #

You can upload or replace the map as your event planning progresses.

However, before distributing final event information to vendors, confirm that the map reflects the actual layout you intend to use.

If the map changes after vendors have already received event information, consider notifying affected vendors.

Event Maps and Booth Selection #

An event map can provide visual context for booth locations, while VendorHearth’s booth tools manage the actual booth options, selections, and assignments.

The map itself does not replace VendorHearth’s booth records.

For information about configuring booth options and assignments, see the Booths & Categories documentation.

Event Maps and Event Operations #

As the event approaches, the map can also be useful alongside VendorHearth’s event operations tools.

Review the final map together with booth assignments and other event-day information before releasing final vendor materials.

Next Step #

Continue to Understanding Automatic Event Archiving to learn what VendorHearth does with eligible events after their event dates have passed.