---
title: Using the Vendor Waitlist
description: "VendorHearth Pro includes a waitlist system for applications that may be accepted later if appropriate space becomes available. Using the waitlist allows you to preserve the application and return to it later instead of immediately declining the vendor. ## When…"
url: "https://vendorhearth.com/docs/using-the-vendor-waitlist/"
updated: "2026-09-23"
category: "Applications & Waitlists — application review, approval/decline, Request More Information, transfers, waitlists"
---

# Using the Vendor Waitlist

VendorHearth Pro includes a waitlist system for applications that may be accepted later if appropriate space becomes available.

Using the waitlist allows you to preserve the application and return to it later instead of immediately declining the vendor.

## When to Use the Waitlist

The waitlist can be useful when a vendor is still being considered but current availability prevents them from being accepted.

Availability may be affected by:

- Booth capacity
- Vendor category limits
- Changes to the event layout
- A previously accepted vendor withdrawing

Waitlisting keeps the application available for future action.

## Placing an Application on the Waitlist

To waitlist an application:

1. Go to **VendorHearth Pro → Applications**.
2. Locate the appropriate application.
3. Review the application details.
4. Select the available **Waitlist** action.
5. Confirm the change.

VendorHearth updates the application so it can be managed through the waitlist workflow.

## Waitlisted Does Not Mean Approved

A waitlisted application has not yet been accepted into the event.

Do not treat a waitlisted vendor as a confirmed participant until the application has been promoted and has completed the applicable approval and payment process.

This distinction is especially important when preparing vendor rosters or booth assignments.

## Managing Waitlisted Applications

VendorHearth provides waitlist management tools so organizers can review applications that are currently waiting for availability.

When reviewing the waitlist, you can determine whether circumstances have changed enough to move a vendor forward.

For example, availability may open because another vendor cancels or additional capacity is added to the event.

## Promoting a Vendor from the Waitlist

When appropriate capacity becomes available, VendorHearth allows an organizer to promote a waitlisted application.

Before promoting the vendor, review:

- Current booth availability
- Current category availability
- The vendor's requested booth type
- The vendor's application information
- Any changes made to the event since the vendor was waitlisted

Once promoted, the application can continue through the normal approval and payment workflow.

## Capacity Should Be Reviewed Before Promotion

A vendor should not be promoted from the waitlist simply because another vendor leaves the event.

The newly available space still needs to be appropriate for the waitlisted vendor.

For example, an available outdoor booth may not resolve a waitlist situation involving an indoor booth.

Likewise, booth capacity may become available while the vendor's category remains at its configured limit.

VendorHearth tracks booth and category availability separately.

## Waitlist vs. Decline

Use the waitlist when the application may still have an opportunity to participate.

Use **Decline** when you have determined that the application will not be accepted.

Keeping these statuses separate makes it easier to understand which vendors may still move forward.

## Waitlist vs. Awaiting Payment

These statuses represent very different stages.

**Waitlisted** means the vendor has not yet been moved forward because appropriate availability is not currently available.

**Awaiting Payment** means the vendor has progressed through approval and payment is still required.

A waitlisted vendor should not be treated as awaiting payment unless their application has actually moved into that stage.

## What If Capacity Never Becomes Available?

A vendor can remain waitlisted while the possibility of participation still exists.

If you later determine that the vendor will not be able to participate, update the application using the appropriate VendorHearth action so its final status accurately reflects what occurred.

## Keep the Waitlist in VendorHearth

Whenever possible, use VendorHearth's waitlist rather than maintaining a separate spreadsheet or handwritten list.

Keeping waitlisted applications in the same system as your other applications makes it easier to review availability, application history, and future status changes.

## Next Step

Continue to **Promoting Vendors from the Waitlist** for a closer look at moving a waitlisted application back into the active application workflow.