Event Operations in VendorHearth Pro provides tools for managing vendors after applications and payments are complete and your event moves closer to opening day.
These features help connect the information collected during registration with the practical details needed to run the event.
What Are Event Operations? #
Event Operations focuses on the logistical side of managing your vendors.
Depending on how you use VendorHearth, this may include:
- Booth assignments
- Booth numbers
- Event maps
- Vendor parking information
- Check-in instructions
- Vendor event packets
- Vendor check-in
- QR-based check-in tools
These features allow important event information to remain connected to the vendor’s participation record.
Booth Assignments #
VendorHearth allows organizers to assign and manage booth information for participating vendors.
Booth assignments can be used to help vendors determine where they should set up when they arrive.
If your event uses booth numbers, make sure assignments are complete before distributing final event information.
Event Maps #
Organizers can upload an event map to VendorHearth.
The map can be used to provide vendors with a visual reference for:
- Booth locations
- Vendor areas
- Entrances
- Parking areas
- Food truck locations
- Other important event areas
Update the uploaded map if your event layout changes.
Parking and Check-In Information #
VendorHearth can help provide vendors with event-specific operational instructions.
This may include information such as:
- Where vendors should park
- Where check-in is located
- When vendors may arrive
- Where vendors should unload
- Special arrival instructions
Clear instructions can reduce confusion during vendor setup.
Vendor Event Packets #
VendorHearth includes a front-end Vendor Event Packet feature.
The event packet gives vendors a centralized place to access important information related to their participation in an event.
Depending on the information configured for the event, this can help bring together operational details vendors need before arriving.
The Vendor Event Packet uses:
[cmn_event_packet]
on the WordPress page assigned to that function.
Vendor Check-In #
VendorHearth also includes vendor check-in functionality for organizers that want to track vendor arrival.
The front-end Vendor Check-In page uses:
[cmn_vendor_checkin]
This allows the check-in workflow to be handled from the front end of the website rather than requiring event staff to work inside the full WordPress administration area.
QR-Based Check-In #
VendorHearth supports QR functionality as part of its event check-in tools.
This can help streamline the arrival process when your organization chooses to use digital vendor check-in.
The exact check-in process should be tested before the event so staff members understand how it will be used on event day.
Event Staff Access #
Not every person helping at an event needs full administrative access to your WordPress website.
VendorHearth’s role system allows appropriate operational responsibilities to be separated from full website administration.
Only give users the level of access required for their responsibilities.
Prepare Before Event Day #
Do not wait until vendors begin arriving to test Event Operations.
Before the event:
- Review vendor booth assignments.
- Confirm booth numbers.
- Upload the current event map.
- Review parking and arrival instructions.
- Review the Vendor Event Packet.
- Test the vendor check-in page if you plan to use it.
- Test QR functionality if applicable.
- Confirm event staff can access the tools they need.
Testing the workflow beforehand can prevent unnecessary delays during vendor arrival.
You Do Not Have to Use Every Feature #
VendorHearth’s Event Operations tools are optional.
For example, an organization may use VendorHearth for booth assignments and event packets while choosing not to use digital vendor check-in.
Use the tools that fit your event’s workflow.
Keep Event Information Current #
Operational information often changes as an event approaches.
If booth assignments, parking instructions, maps, or check-in procedures change, update VendorHearth so vendors are working from the most current information available.
Next Step #
Continue to Managing Booth Assignments for an Event to learn how to review and manage vendor booth locations before event day.
