---
title: Promoting Vendors from the Waitlist
description: "When space becomes available, VendorHearth Pro allows organizers to promote a waitlisted vendor back into the active application workflow. Promotion should only occur after confirming that appropriate capacity is available for that vendor. ## When Can a Vendor Be Promoted?…"
url: "https://vendorhearth.com/docs/promoting-vendors-from-the-waitlist/"
updated: "2026-09-23"
category: "Applications & Waitlists — application review, approval/decline, Request More Information, transfers, waitlists"
---

# Promoting Vendors from the Waitlist

When space becomes available, VendorHearth Pro allows organizers to promote a waitlisted vendor back into the active application workflow.

Promotion should only occur after confirming that appropriate capacity is available for that vendor.

## When Can a Vendor Be Promoted?

A waitlisted vendor may be ready for promotion when availability changes.

This can happen when:

- Another vendor cancels
- Booth capacity is increased
- Additional booth space becomes available
- A category opening becomes available
- Event configuration changes

Before promoting anyone, verify that the new availability actually applies to the waitlisted vendor.

## Review Capacity First

VendorHearth tracks booth capacity and category limits separately.

For example, a booth may become available while the vendor's category remains full.

Before promoting a vendor, review both:

**Booth Availability** — Is the appropriate type of space available?

**Category Availability** — Is there availability within the vendor's category?

Both may affect whether the application can move forward.

## Promoting a Waitlisted Application

To promote a vendor:

1. Open the VendorHearth waitlist or application management area.
2. Locate the waitlisted application.
3. Review the application and current event availability.
4. Select the available promotion action.
5. Confirm the change.

VendorHearth returns the application to the appropriate active workflow so it can continue toward approval and payment.

## Promotion Does Not Mean Paid

Promoting a vendor from the waitlist does not create a payment.

If payment is required, the vendor must still complete the appropriate payment process before being treated as fully confirmed.

This keeps the application's progression and payment history accurate.

## Promotion Does Not Create Agreement Acceptances

VendorHearth does not fabricate agreement acceptance records when a vendor is promoted from the waitlist.

If an agreement or certification must be completed as part of the vendor's participation, it should be completed through the appropriate VendorHearth workflow.

Historical acceptance records should represent actions the vendor actually completed.

## Review the Application Again

A vendor may have been on the waitlist for some time.

Before promotion, quickly review the application again to make sure its information is still appropriate for the event.

Pay particular attention to:

- Booth type
- Vendor category
- Product or service information
- Current event configuration
- Any previous communications

## What If Multiple Vendors Are Waitlisted?

VendorHearth allows organizers to manage multiple waitlisted applications.

When availability opens, review the waitlisted applications and use your organization's normal selection process to determine which application should move forward.

VendorHearth records and manages the workflow; it does not replace your organization's application-review policies.

## After Promotion

Once a vendor has been promoted, continue managing the application through the normal VendorHearth workflow.

Depending on the situation, the next steps may include:

- Approval
- Payment
- Agreement completion
- Document submission
- Booth selection or assignment

Do not add the vendor to your final confirmed roster until the applicable requirements have been completed.

## If the Vendor No Longer Wants the Space

If you contact a waitlisted vendor and they no longer wish to participate, update the application using the appropriate status instead of leaving it indefinitely in the active workflow.

This keeps your application and waitlist records accurate.

## Next Step

Continue to **Transferring an Application to Another Event** to learn how VendorHearth can move an existing application when a vendor needs to participate in a different event.