Before vendors begin arriving, take a few minutes to review VendorHearth Pro and make sure your event information is ready.
A final review can prevent many common event-day problems.
Review the Confirmed Vendor List #
Start by reviewing the vendors expected to participate.
Pay particular attention to vendors who were:
- Approved recently
- Promoted from the waitlist
- Transferred from another event
- Added manually
- Recently paid
- Recently cancelled
Make sure your active event roster accurately reflects who should be attending.
Verify Booth Assignments #
Review booth assignments and booth numbers.
Confirm that:
- Participating vendors have the correct booth information
- Booth numbers match your event map
- Booth types are correct
- Indoor and outdoor placements are correct
- Food trucks are placed appropriately
- No unintended duplicate booth assignments exist
Correct any problems before vendors arrive.
Review the Event Map #
Make sure VendorHearth contains the most current version of your event map.
If the layout changed during final planning, replace outdated versions.
The map should agree with the booth information stored in VendorHearth.
Review the Vendor Event Packet #
Open the Vendor Event Packet from the front end of your website.
Check:
- Event date and location
- Arrival information
- Setup instructions
- Parking information
- Check-in information
- Booth information
- Event map
- Any special instructions
Also review the packet from a mobile device when possible.
Many vendors will access this information from their phones.
Confirm Parking and Arrival Instructions #
Make sure vendors know:
- When they may arrive
- Where they should enter
- Where check-in is located
- Where they may unload
- Where vehicles should be parked
- Where trailers should go
- When setup must be completed
If any of these instructions changed recently, send vendors an updated communication.
Test Vendor Check-In #
If you plan to use VendorHearth’s digital check-in system, open the check-in page before the event.
The Vendor Check-In page uses:
[cmn_vendor_checkin]
Verify that:
- The page loads.
- Staff can sign in.
- The correct event appears.
- Vendors can be located.
- The check-in workflow functions correctly.
- The page works on the devices staff will use.
Test QR Functionality #
If your event will use QR-based check-in, test it before event day.
Use the same type of phone or tablet that staff will use during check-in whenever possible.
Do not assume QR functionality is ready simply because the check-in page loads.
Verify Staff Access #
Confirm that event staff have the appropriate VendorHearth access before they arrive.
Staff should be able to reach the tools required for their responsibilities without receiving unnecessary WordPress administrative permissions.
Resolve login or permission problems before vendor setup begins.
Check System Readiness #
Review:
VendorHearth → System Readiness
Address any significant warnings that could affect the event-day tools you intend to use.
Pay particular attention to issues involving:
- Portal pages
- User roles
- Scheduled tasks
- Uploads
- System configuration
A warning unrelated to your event-day workflow may not prevent the event from operating, but it should still be reviewed.
Prepare a Backup Vendor Roster #
Technology should make event operations easier, but you should still have a backup.
Before the event, export or otherwise prepare a current vendor roster containing the information your staff would need if the website or internet connection became unavailable.
Useful information may include:
- Business name
- Vendor name
- Booth number
- Booth type
- Check-in information
VendorHearth’s reporting and export tools can help prepare this information.
Keep the Event Map Available Offline #
Consider keeping a printed or locally saved copy of the final event map.
This provides staff with a reference if internet service becomes unreliable.
Avoid Major Changes on Event Morning #
Unless necessary, avoid making major configuration changes immediately before vendor arrival.
Event morning is not the ideal time to:
- Redesign portal pages
- Change user roles
- Install major WordPress updates
- Replace important plugins
- Change your site’s email configuration
- Experiment with untested workflows
Complete major changes and testing before the event whenever possible.
Event-Day Quick Check #
Before opening vendor check-in, confirm:
- Vendor roster is current
- Booth assignments are complete
- Event map is current
- Parking instructions are correct
- Event Packet is accessible
- Check-in page works
- QR tools work if being used
- Staff accounts work
- Staff know the arrival procedure
- A backup roster is available
Once those items are confirmed, VendorHearth is ready to support your event-day workflow.
After the Event #
After the event, review any operational issues that occurred.
Correct vendor records when necessary and make note of workflow changes you may want to implement for the next event.
VendorHearth will automatically archive eligible events after their event date according to its event-archiving workflow.
Next Step #
Continue to Reports & Exports to learn how to generate vendor rosters, application reports, payment information, category reports, Season Pass reports, and other useful CSV exports from VendorHearth.
