Vendors
Vendors are the outside businesses your events rely on: caterers, bartenders, DJs, photographers, florists, rental companies. Each vendor has a category, contact details, rates and notes.
Approval and compliance
- Vendors are pending, approved, rejected or suspended for your venue. Only a Manager can approve.
- Mark your go-to vendors as preferred — they sort to the top.
- Record each vendor's insurance and license expiry. Expired or soon-to-expire dates are flagged on the vendor list so you can chase renewals before an event.
Categories
Vendor categories are a managed list in Settings → Custom Lists → Vendor Categories. Add your own (for example "Photo booth") and filter the Vendors page by them.
Assigning vendors to events
On an event, assign vendors to the main function, with their arrival time, responsibilities and any requirements. Vendors can also be given access to the vendor portal to see the events they're assigned to.
Vendor contacts
Each vendor can have several contacts.
- A vendor has exactly one primary contact. The first contact you add becomes the primary automatically.
- Every other contact gets a role you type — "Sales rep", "Billing", "Day-of lead", whatever fits. Roles on vendors are free text and are not part of the Custom Lists.
- To change who is primary, use Make primary (or Transfer primary) on a contact card. You can give the previous primary a new role at the same time.
- The primary contact can't be removed until you transfer the role to someone else.
Event contacts
Events work a little differently: roles come from your Contact Roles list (Primary, Secondary, Billing, Onsite, plus any you add).
- The client is always the event's primary contact, so you add other people with roles like Secondary, Billing or Onsite.
- Primary and Billing are limited to one contact per event; any other role can be given to several people.
- The four built-in roles can be reordered but not renamed or removed.