Event Vendors
Organizer Guide
2 min read
Help articles may not be fully accurate — they can lag behind the app due to frequent updates and automated translation. If in doubt, please contact support.
On this page
Event Vendors tracks every outside supplier working your event — caterers, AV, security — from first assignment through tasks, contracts, invoices, and a post-event review.
What you can do here
- Assign a vendor — pick from vendors with an approved marketplace profile, optionally tied to one of their listed services, with an agreed fee.
- Confirm or decline an invited vendor — vendors move from Invited to Confirmed or Declined.
- Create tasks — title, description, and due date, tracked as Pending, In Progress, or Completed.
- Issue a contract — a title and content you write, sent immediately for the vendor to sign.
- Approve and pay invoices — vendor-submitted invoices move from Submitted to Approved to Paid.
- Leave a review — a 1-5 rating with an optional comment once work is done.
How to assign a vendor
- Choose a vendor from the approved list — vendors still pending admin review are not selectable.
- Optionally pick one of that vendor's own services and enter an agreed fee.
- Save — the vendor is added with status Invited until they confirm from their own portal.
Settings explained
- Agreed fee — informational only; it is not charged automatically, it is a reference figure for you and the vendor.
- Service — must be one the assigned vendor actually offers; you cannot attach another vendor's service to this assignment.
- Contract expiry — optional, must be a future date; leave blank for no expiry.
Good to know
- A vendor can only be assigned to an event once — assigning them again is blocked.
- A signed contract can never be cancelled from here; only a Sent, Expired, or already-Cancelled contract can be.
- An invoice must be Submitted before you can Approve it, and Approved before you can mark it Paid — you cannot skip a step.
- Once a task is Completed it cannot be reverted to Pending or In Progress.
Troubleshooting
- A vendor doesn't appear in the assignment list — their marketplace profile is still pending, or was suspended by an admin.
- The service dropdown is empty or missing an option — only services that vendor has published themselves are offered.
- Approve or Pay does nothing on an invoice — the invoice is in the wrong status; check whether it still needs to be submitted or approved first.
- Cancelling a contract fails — the vendor has already signed it, or it is already cancelled.