Deleting vs. Archiving an Event

VendorHearth Pro provides different ways to handle events that are no longer active.

For most completed events, archiving is preferable to deleting because it preserves the event’s history.

What Is the Difference? #

Archiving #

Archiving removes an event from the normal active-event workflow while preserving the event and its associated records.

Use archiving when an event is complete but you may still need its information later.

Deleting #

Deleting is intended for events that should no longer remain in VendorHearth.

Because an event can be connected to applications, payments, agreements, booth information, communications, and other records, deletion should be used carefully.

When Should I Archive an Event? #

Archiving is appropriate for most events that have already taken place.

Archived events can preserve historical information such as:

• Vendor applications
• Vendor participation
• Payment records
• Agreement acceptance records
• Vendor documents
• Booth assignments
• Communications
• Event operations information
• Check-in activity

This allows your active event area to remain organized without unnecessarily removing historical data.

Automatic Archiving #

VendorHearth can automatically archive eligible events after their event date has passed.

This process uses VendorHearth’s scheduled automation.

Events marked TBA are not automatically archived because they do not have a confirmed date.

For more information, see Understanding Automatic Event Archiving.

When Should I Delete an Event? #

Deletion is more appropriate when an event was created accidentally, was only used for testing, or otherwise should not remain as part of your organization’s VendorHearth records.

Before deleting an event, make sure you understand whether information has already been associated with it.

An event that has accepted real vendor applications should generally be treated differently from an unused test event.

Be Careful With Events That Have Records #

Once vendors have interacted with an event, the event may be connected to important records.

These can include:

• Applications
• Payments
• Agreement acceptances
• Documents
• Communications
• Season Pass activity
• Booth information
• Reports
• Event-day activity

Removing an event that contains real operational history may affect your ability to reference that information later.

What About Cancelled Events? #

A cancelled event does not necessarily need to be deleted.

If vendors applied, made payments, accepted agreements, received communications, or otherwise interacted with the event, retaining the event may be useful for historical purposes.

You can close applications and preserve the event rather than treating cancellation as a reason to erase its history.

What About Test Events? #

Test events that contain no information you need to preserve are better candidates for deletion.

Before deleting a test event, verify that it does not contain records you want to keep.

Archive When You’re Unsure #

If you are uncertain whether an event’s history may be useful later, archive it rather than delete it.

Archiving keeps completed events out of the normal active-event workflow while preserving their information.

You can then retain a cleaner list of active events without unnecessarily removing historical records.

Before Deleting an Event #

Before permanently deleting an event:

1. Confirm that you selected the correct event.
2. Review whether vendors have applied.
3. Check for payment or agreement records.
4. Consider whether reports or historical information may be needed later.
5. Consider archiving the event instead.

Once information has been permanently removed, recovery may require restoring a previous website or database backup.

Recommended Approach #

For normal event management:

Upcoming or current event → Keep Active

Completed event → Archive

Unused or accidental test event → Consider Delete

This keeps VendorHearth organized while preserving useful event history.