Setting Booth Prices and Capacity

Each booth type in VendorHearth Pro can have its own price and capacity.

These settings determine what a vendor is charged for the booth option and help VendorHearth track how many spaces are available.

Setting a Booth Price #

To review or change booth pricing:

1. Go to VendorHearth Pro → Events.
2. Open the event you want to manage.
3. Locate the booth configuration.
4. Select the booth type you want to edit.
5. Enter the appropriate price.
6. Save your changes.

Different booth types can have different prices.

For example:

• 10′ × 10′ Booth — $50
• 10′ × 20′ Booth — $75
• Food Truck Space — $100

The prices you enter should represent the amount vendors are expected to pay for those booth options.

What Is Booth Capacity? #

Booth capacity tells VendorHearth how many spaces of a particular booth type are available.

For example, suppose an event has:

Indoor Booth — Capacity: 30

and

Outdoor Booth — Capacity: 20

VendorHearth can track availability for those booth types separately.

Capacity Is Set Per Booth Type #

Capacity does not have to be the same for every booth option.

This is useful when your venue has different amounts of space available for different booth configurations.

For example, you may have many standard booths but only a few spaces capable of accommodating food trucks.

Booth Capacity and Category Limits Are Separate #

Booth capacity should not be confused with vendor category limits.

Booth capacity controls the number of available spaces.

Category limits control how many vendors from a particular category can participate.

This means an event can still have booth space available even though a particular vendor category has reached its limit.

Likewise, a category may have availability while a particular booth type is already full.

VendorHearth tracks these as separate restrictions.

Review Capacity Before Opening Applications #

Before making an event available for applications, verify that the capacity of each booth type is correct.

Pay particular attention when:

• Creating a new event
• Duplicating an existing event
• Changing venues
• Changing the event layout
• Adding or removing booth space

An incorrect capacity can cause VendorHearth’s availability information to differ from the space you actually have available.

Changing Capacity After Applications Begin #

Capacity can sometimes change while an event is active.

If additional space becomes available, you can adjust the appropriate booth capacity.

If capacity must be reduced, review the vendors already associated with that booth type before making the change.

Avoid setting capacity below the number of spaces already committed without first reviewing the affected records.

Booth Capacity and Manual Organizer Actions #

VendorHearth uses capacity controls during normal vendor workflows, but organizers should still review availability when manually managing applications or making administrative changes.

Administrative actions can sometimes involve situations outside the normal vendor application process.

Your VendorHearth dashboard and event records should remain your reference for the actual vendors associated with the event.

Sold-Out Booth Options #

When a booth option reaches its available capacity, additional vendors should not be treated as though that booth type still has normal availability.

Depending on the situation, you may instead use other available booth types or the VendorHearth waitlist workflow.

Waitlists are covered in the Applications & Waitlists documentation.

Pricing Changes #

If you need to change pricing before applications open, simply update the booth type and save the event.

Once vendors have already applied or paid, use more caution.

Changing the price of an existing booth type does not mean that historical payment records should be rewritten to match the new price.

Payment records represent transactions that have already occurred.

Review Pricing and Capacity Together #

Before opening applications, review each booth option and confirm:

• Booth name
• Price
• Capacity
• Location type

This gives vendors accurate choices and helps VendorHearth track availability correctly.

Next Step #

Continue to Understanding Indoor, Outdoor, Food Truck, and Other Booth Types to learn how VendorHearth classifies booth locations.