Managing Vendor Assignments for Events
Record which vendors are working an event, when they arrive, where they load in, and whether they've confirmed.
The Vendors tab records who is supplying an event and the logistics of getting them in the building. It is an operational record, not a purchasing one.
Adding a vendor
Add Vendor opens the form:
- Vendor Name and Category
- Contact Person, Email, Phone — the person you will actually call on the day
- Services Provided — what they are doing for this event
- Arrival — when they arrive
- Setup Start and Setup End — their build window
- Load-in Location — which door, dock or entrance. Worth filling in even when it seems obvious; it is the question you get called about at 7am.
- Confirmation Status — Pending or Confirmed
- Notes
The tab shows Total Vendors with a confirmed/pending split, so you can see at a glance who has not come back to you.
Day-of arrival
Vendors can be marked as arrived on the day, with a timestamp and who recorded it. That is what Day-of Mode reads from, so the person at the door and the person running the floor are looking at the same list.
Costs are not tracked here
There are no cost fields on a vendor assignment — no quoted cost, no confirmed cost. Vendor money lives on the Budget tab, where a line item can be linked to a vendor on this event. Record the logistics here and the cost there; the budget line will show which vendor it belongs to.
No vendor templates
There is no way to save a standing vendor set and apply it. To carry a regular supplier list between events, build an event Template in EventSync Settings — templates capture vendors alongside the timeline, tasks and budget.
Related articles
- Event Budget Tracking — where vendor costs are recorded
- Event Timeline and Run of Show — sharing the schedule with these vendors
- EventSync Settings and Configuration — templates that carry a vendor list
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