VendorHearth Pro allows organizers to track the specific booth location assigned to each vendor.
Booth assignments connect your vendor records with the physical layout of your event.
Booth Type vs. Booth Number #
A booth type and a booth number are two different pieces of information.
For example:
Booth Type: 10′ × 10′ Indoor Booth
Booth Number: 27
The booth type describes the space the vendor purchased or was approved for, while the booth number identifies the vendor’s actual location at the event.
Assigning a Booth #
Depending on your event workflow, a booth may be selected by the vendor or assigned by the organizer.
When assigning booths manually:
- Open the appropriate event in VendorHearth.
- Locate the vendor or booth assignment tools.
- Select the vendor.
- Assign the appropriate available booth.
- Save the assignment.
VendorHearth then associates that booth location with the vendor for the event.
Use Consistent Booth Numbers #
The booth identifier used in VendorHearth should match the identifier shown on your event map.
If the map uses:
A-12
VendorHearth should also use:
A-12
Avoid entering the same booth in several different formats, such as:
A12
A-12
Booth A12
Consistent naming makes booth assignments easier to understand throughout the system.
Checking Existing Assignments #
Before assigning a booth, verify whether the location has already been selected or assigned.
VendorHearth’s booth tools help organizers see which locations have already been claimed.
This helps prevent two vendors from being intentionally assigned the same booth location.
Changing a Booth Assignment #
Booth assignments can sometimes change after the initial selection.
When moving a vendor:
- Review the vendor’s current booth.
- Verify that the new location is available.
- Update the booth assignment.
- Save the change.
- Verify that your event map and related event information are still accurate.
If vendors have already received booth information, make sure they receive the updated assignment through your normal communication process.
Removing an Assignment #
If a vendor withdraws or no longer needs a booth, their booth assignment may need to be released so the location can become available again.
Before removing an assignment, verify that you are changing the correct vendor and event.
Removing the booth assignment does not necessarily mean the vendor’s application, payment, or other event records should also be removed.
Those records are managed separately.
Booth Assignments and Vendor Status #
A booth assignment is only one part of a vendor’s event record.
A vendor may also have information related to:
- Application status
- Payment status
- Agreements
- Documents
- Paid Add-Ons
- Communications
- Check-in
Changing a booth number does not replace the need to manage these other records appropriately.
Booth Assignments and Event Maps #
Your VendorHearth booth assignments and final event map should agree.
Before distributing final event information, compare the booth assignments in VendorHearth with your event map.
This is particularly important if the layout has changed since the original map was uploaded.
Booth Assignments and Event Packets #
Booth information can become part of the event information vendors use as the event approaches.
Make sure final booth assignments are accurate before releasing final event materials or directing vendors to their event information.
Vendor event packets are covered in the Event Operations documentation.
Reviewing Booth Assignments Before the Event #
Before event day, review your booth assignments for:
- Duplicate booth numbers
- Missing assignments
- Vendors who have withdrawn
- Recently changed assignments
- Differences between VendorHearth and the event map
This final review helps ensure the booth information stored in VendorHearth reflects the layout you intend to use.
Next Step #
Continue to Applications & Waitlists to learn how VendorHearth handles vendor applications from submission through approval, payment, waitlisting, transfer, cancellation, and other application actions.
