VendorHearth Pro allows organizers to create and manage agreements that vendors may be required to accept as part of the vendor-management process.
These agreements can be used for your organization’s policies, standards, certifications, and other required terms.
Common Vendor Agreements #
Your organization determines which agreements it needs.
VendorHearth recognizes common agreement types such as:
- Vendor Agreement
- Code of Conduct
- Marketplace Standards
- Application Certification
The actual content of these agreements is created by your organization.
Creating an Agreement #
Open the Agreements area in VendorHearth.
Choose the option to create a new agreement.
Enter a clear name for the agreement and add the terms or information vendors need to review.
Use names that make the purpose of each agreement easy to identify.
For example:
2027 Vendor Agreement
is more useful than:
Agreement 1
Writing Your Agreement #
VendorHearth provides the system for displaying and recording agreement acceptance, but it does not provide legal language for your organization.
Your agreement may include information such as:
- Vendor responsibilities
- Event requirements
- Booth expectations
- Cancellation policies
- Conduct requirements
- Marketplace standards
- Application certifications
Only include terms appropriate for your organization.
Review Before Activating #
Before requiring vendors to accept an agreement, carefully review its content.
Check:
- Agreement name
- Dates or event season referenced
- Organization name
- Policies
- Fees or deadlines mentioned
- Contact information
- Any links included in the agreement
Once vendors begin accepting an agreement, that acceptance becomes part of their historical record.
Updating an Agreement #
Use caution when changing an agreement that vendors have already accepted.
If the changes are significant, creating a new version may provide a clearer record than substantially rewriting an existing agreement.
For example:
2026 Vendor Agreement
and:
2027 Vendor Agreement
can remain separate when your terms change between seasons.
Preserve Historical Acceptances #
Do not alter historical records to make it appear that a vendor accepted terms they were never shown.
An acceptance should represent the agreement that was presented to the vendor at the time they accepted it.
Maintaining accurate historical records is especially important when agreements change from one season to another.
Removing Old Agreements #
When an agreement is no longer needed, first consider whether it has historical acceptance records associated with it.
An old agreement may still be useful as part of your organization’s VendorHearth history even if new vendors are no longer required to accept it.
Avoid deleting information that you may need later simply to make the agreement list shorter.
Organizing Agreements by Season #
Organizations that update their policies annually may find it helpful to include the year or season in the agreement name.
For example:
2027 Vendor Agreement
2027 Code of Conduct
2027 Marketplace Standards
This makes it easier to distinguish current requirements from historical agreements.
Review Agreements Before Each Season #
Before opening applications for a new season, review your VendorHearth agreements.
Confirm that:
- Current agreements are available.
- Outdated agreements are no longer being used for new applications.
- Agreement names are easy to understand.
- Policies and dates are current.
- Historical acceptance records remain intact.
Doing this before applications open can prevent vendors from accepting outdated terms.
Next Step #
Continue to Requiring Vendors to Accept Agreements to learn how agreement requirements become part of the vendor workflow and what happens when a vendor has not yet accepted a required agreement.
