VendorHearth Pro allows organizers to keep important arrival and check-in information connected to an event.
Providing clear instructions before event day helps vendors know where to go, where to park, and what to do when they arrive.
What Information Should You Provide? #
Your event instructions may include:
- Vendor arrival time
- Setup hours
- Check-in location
- Vendor parking location
- Trailer parking instructions
- Loading and unloading procedures
- Entrance or gate information
- Setup deadlines
- Special venue restrictions
- Contact instructions for event day
Only include information that applies to the specific event.
Vendor Parking Information #
Provide enough detail for vendors to locate the correct parking area without needing to contact staff.
For example, instead of:
“Vendor parking is nearby.”
Use:
“After unloading, move your vehicle to the designated vendor parking area shown on the event map.”
If different vendor types have different parking procedures, make those differences clear.
Check-In Location #
If your event uses a designated vendor check-in area, clearly identify where vendors should report when they arrive.
Include useful landmarks or instructions when necessary.
For larger venues, your event map can also identify the check-in location.
Arrival and Setup Times #
Tell vendors when they are permitted to arrive and when setup must be completed.
Clearly distinguish between:
- Vendor arrival time
- Setup period
- Public event opening time
This prevents vendors from assuming that the public opening time is also their arrival time.
Loading and Unloading #
If your venue has specific loading procedures, include them in your event information.
For example, vendors may be required to:
- Enter through a designated gate.
- Check in.
- Drive to their booth area.
- Unload merchandise.
- Move the vehicle to vendor parking.
- Return to complete setup.
Document the procedure that matches your actual event.
Trailers and Large Vehicles #
Food trucks, trailers, and oversized vehicles may require different instructions.
If applicable, explain:
- Which entrance they should use
- Where trailers should be parked
- Whether trailers may remain at the booth
- When large vehicles may enter
- Any venue-specific restrictions
Keeping these instructions separate can make them easier to understand.
Coordinate With Your Event Map #
If your map identifies:
- Vendor parking
- Check-in
- Entrances
- Booth areas
- Food truck locations
make sure the written instructions match the map.
Update either one if they conflict.
Include Information in the Event Packet #
Parking and check-in information should be available through the Vendor Event Packet when appropriate.
This gives vendors a convenient place to review instructions from their phone while traveling to or arriving at the event.
Send Important Instructions Before the Event #
Do not rely solely on vendors opening the Event Packet on event morning.
If arrival procedures are important, communicate them before the event and direct vendors to the Event Packet for the complete details.
Update Vendors When Plans Change #
If parking or check-in procedures change after vendors have already received their instructions, update VendorHearth and notify affected vendors.
For significant last-minute changes, send a direct communication.
Do not assume vendors will reopen the Event Packet and notice that something changed.
Test the Instructions #
Before sending arrival information to vendors, imagine following the instructions without already knowing the venue.
Ask:
- Is the correct entrance obvious?
- Can vendors find check-in?
- Do they know where to unload?
- Do they know where to park afterward?
- Are setup times clear?
- Does the map match the instructions?
Clear instructions can dramatically reduce event-morning questions.
Prepare Event Staff #
Anyone responsible for vendor arrival should have access to the same information provided to vendors.
Staff should know:
- Check-in procedures
- Parking locations
- Booth assignments
- Where to direct vendors
- Who to contact when a problem occurs
This helps ensure vendors receive consistent information regardless of which staff member assists them.
Next Step #
Continue to Using Vendor Check-In and QR Tools to learn how VendorHearth can help track vendor arrival on event day.
