VendorHearth Pro allows organizers to control whether vendors can submit applications for an individual event.
This means you can create and fully configure an event before making it available for applications.
Why Applications Start Closed #
When creating a new event through the Setup Wizard, VendorHearth creates the event with applications closed.
This gives you time to finish configuring and reviewing the event before vendors begin applying.
Before opening applications, you should verify the event’s:
- Name, date, and location
- Booth types and pricing
- Booth capacities
- Vendor categories
- Category limits
- Application questions
- Agreements
- Paid Add-Ons
- Payment configuration
Opening Applications #
When your event is ready:
- Go to VendorHearth Pro → Events.
- Locate the event.
- Open the event’s settings or editing controls.
- Change the application’s availability to Open.
- Save your changes.
Once applications are open, eligible vendors can apply for the event through the VendorHearth vendor portal.
Test Before Opening #
Before announcing that applications are available, we recommend submitting a test application.
Use a test vendor account to confirm that:
- The event is available to vendors
- Booth choices appear correctly
- Prices are correct
- Categories appear correctly
- Application questions display properly
- Agreements are presented as expected
- The application submits successfully
- VendorHearth emails are being delivered
If online payments are part of your workflow, test those separately using your payment provider’s testing environment whenever possible.
Closing Applications #
When you no longer want to accept new applications:
- Go to VendorHearth Pro → Events.
- Locate the event.
- Open the event’s settings or editing controls.
- Change application availability to Closed.
- Save your changes.
Closing applications prevents new applications from being submitted for that event.
What Happens to Existing Applications? #
Closing applications does not delete or cancel applications that have already been submitted.
Existing applications remain in VendorHearth and can continue through the appropriate workflow.
Organizers can still review existing applications, manage payment status, communicate with vendors, process documents, assign booths, and perform other applicable actions.
Closing Applications Does Not Archive the Event #
Closing applications and archiving an event are different actions.
Closing applications controls whether new vendors can apply.
Archiving an event moves a completed or inactive event out of the normal active-event workflow while retaining its historical information.
You can close applications while continuing to actively manage the event.
Can Applications Be Reopened? #
Yes.
If you decide to accept additional applications, return to the event and change its application availability back to Open.
Before reopening applications, review your remaining booth and category capacity.
Capacity and Application Availability #
Application availability is not the same as booth or category capacity.
An event can technically have applications open while certain booth types or vendor categories have reached their configured limits.
VendorHearth uses its capacity controls as part of the application workflow, but organizers should still monitor event availability as applications are processed.
When Should Applications Be Closed? #
The decision about when to close applications belongs to the organizer.
From VendorHearth’s perspective, applications can be closed whenever you no longer want the vendor portal to accept new submissions for that event.
Closing applications does not affect your ability to continue managing vendors who have already applied.
Next Step #
Continue to Duplicating an Event to learn how an existing VendorHearth event can be used as the starting point for another event.
