VendorHearth Pro includes a Vendor Event Packet feature that gives vendors a convenient place to access important information about an upcoming event.
Instead of requiring vendors to search through old emails, the Event Packet can serve as a central reference for event-specific information.
What Is a Vendor Event Packet? #
The Vendor Event Packet is a front-end VendorHearth page designed to provide participating vendors with operational information for an event.
Depending on the information configured for your event, this may include details related to:
- Event information
- Vendor arrival
- Check-in
- Parking
- Booth assignments
- Event maps
- Setup instructions
- Other event-specific directions
Creating the Event Packet Page #
VendorHearth uses the following shortcode for the Vendor Event Packet:
[cmn_event_packet]
Create a WordPress page for your Vendor Event Packet and place this shortcode in the page content.
The shortcode allows VendorHearth to display the appropriate event information through the front end of your website.
Keep the Page Accessible to Vendors #
Make sure vendors can easily locate the Event Packet.
Depending on your website setup, you may provide access through:
- The Vendor Dashboard
- A vendor-only menu
- Event communications
- Another appropriate vendor portal link
You do not need to place the Event Packet in your public website navigation if it is intended primarily for participating vendors.
Complete Event Information First #
The Event Packet is most useful when your event information is complete.
Before directing vendors to the packet, review:
- Event date
- Event location
- Booth assignments
- Booth numbers
- Event map
- Parking information
- Check-in instructions
- Setup information
Incomplete information can create more questions instead of reducing them.
Add the Current Event Map #
If your event uses a vendor map, make sure the latest version has been uploaded.
The map should match the booth assignments currently stored in VendorHearth.
If the layout changes, replace the outdated map with the current version.
Review Parking and Arrival Instructions #
Provide enough information for vendors to understand what to do when they arrive.
Useful instructions may include:
- Vendor arrival time
- Check-in location
- Vendor parking area
- Trailer parking instructions
- Unloading procedures
- Setup deadlines
- Special venue instructions
Keep instructions specific to the event.
Check Booth Information #
Before relying on the Event Packet for booth information, verify that booth assignments are complete.
A vendor should not receive conflicting booth numbers from the Event Packet, event map, and organizer communications.
Update the Packet When Plans Change #
Event details can change as the event approaches.
If parking, booth assignments, maps, or check-in procedures change, update the information in VendorHearth.
If the change is significant or time-sensitive, also communicate it directly to affected vendors rather than relying on them to notice the updated packet.
Review the Vendor Experience #
Before distributing the Event Packet, view it from the front end.
Check that:
- The page loads correctly.
- Vendors can access it.
- Event information is current.
- Booth information is correct.
- The event map is current.
- Instructions are easy to understand.
- The page works on a mobile device.
Mobile access is particularly important because vendors may reference the packet from their phones during setup.
Event Packets Do Not Replace Urgent Communication #
The Vendor Event Packet works well as a reference point, but important last-minute changes should still be communicated directly.
For example, if severe weather causes a change to vendor arrival procedures, send vendors a direct communication instead of only updating the packet.
Use the Event Packet for reference information and direct communication for information vendors need to notice immediately.
After the Event #
The Event Packet may remain part of the event’s historical information after the event has passed.
VendorHearth’s event archiving features help keep past events separate from your active event workflow.
Next Step #
Continue to Setting Up Vendor Parking and Check-In Information to learn how to prepare arrival instructions for vendors before event day.
