Vendors on your event

See the vendors working this event and how to reach them.

1. Open the event and go to the Vendors tab to see everyone working it and where each one stands.
2. Click "Add Vendor" to search by name or email, or "Find vendors" to browse matches for this event.
3. On the Vendor tab of the add dialog, pick their services. The access their admins will get is listed right there, and you can switch any of it off before you add them.
4. Contract amounts stay between you, the vendor, and whoever signed. A planner or coordinator admin can see that a contract exists and whether it has been signed, so they can chase what is outstanding, but the amount is hidden from them and labeled as such.
5. A vendor can open their own contract with you and nothing else, so another vendor’s pricing is never readable to them.
6. By default a general vendor admin can follow the schedule and the songs; venue and catering admins also see the guest list, and a venue admin can also see documents.
7. To give one vendor more than their type allows, open the event Details tab, find them under "People on this event", and click Permissions on their row. It applies to every admin from that business.

You will need an event exists first.

Search for vendors matched to this event, without re-entering its details.

1. Open the event’s Vendors tab and pick "Find vendors".
2. Your event type, date and location are pulled in and shown at the top. They are not re-asked for. Edit them on the event details if anything has changed.
3. Choose how you want to search. "Notify matching vendors" (the default once the event has a venue) tells the best-matched vendors near it, and vendors nearby can also find the post; those interested join a queue for you to review. "Just browse" ranks matching vendors for you to look through, and nobody is notified.
4. Describe what you need in your own words and let it fill in the roles for you, or switch to entering the roles and budgets yourself.
5. Press "Notify matching vendors" to send it out, or "Find vendors" to see your ranked matches. If a role has very few matches you get a chance to adjust before posting.
6. The search stays on the Vendors tab afterward, so you can reopen its matches or remove it later.
7. Every inquiry you send from these matches is linked to this event, with its date, start time, venue and your contact details filled in, and the form shows "For <event> · Change" at the top. Choose "Change" to unlink it; your answers stay. When the vendor accepts, the booking joins this event.
8. From any vendor's profile you can also click "Send Inquiry" and pick one of your events under "Inquiring for…" to fill the inquiry from it.

You will need an event exists first.

Keep the vendors you are considering for one event in one list your co-hosts see, and ask several at once.

1. On a vendor's profile or in Find vendors results, click "Add to <event> shortlist". With more than one event the button reads "Add to shortlist" and asks which event.
2. Open the event's Vendors tab. The "Shortlist" section lists everyone you added, with a note you can edit and where each stands: Considering, Inquired, Booked or Declined. Inquired and Booked update on their own when you inquire or book.
3. Tick up to 5 vendors marked Considering or Declined and click "Ask these N" ("Ask this vendor" for one). Each vendor's own form opens in turn with this event's details filled in.
4. Use a row's menu to "Mark declined", "Move back to considering", or "Remove from shortlist". Co-hosts who can manage vendors see the same list; vendors never see it.

You will need an event exists first.

Go back to the ranked vendors a search you started turned up.

1. Open the event’s Vendors tab. Each live search shows as a "Finding …" card above your vendor list, with how many inquiries are out and awaiting a reply.
2. Press "View matches" on the card to reopen its ranked vendors.
3. Sort and filter the matches, then view a profile or send an inquiry straight from a card.
4. The matches view has its own web address, so the back button returns you to the vendor list and a refresh keeps you where you were.
5. A search whose roles have all been booked has nothing left to rank, so opening it returns you to the vendor list and tells you it is complete.

You will need a vendor search on the event first.

Add or invite a vendor to work this event.

1. Open the event and go to Vendors.
2. Click "Add Vendor". With no vendors yet, the same button sits in the middle of the page. The "Add to Event" dialog opens with "Vendor" chosen.
3. Pick their "Services". You need at least one before you can send.
4. Under "Invite by email or phone", type the vendor's email or phone number. Businesses you have worked with before are listed first, and one that is not on Bazaar yet gets an invite.
5. Review the access list. Admins of the business get access based on the services you picked; turn off anything you want to withhold.
6. Open "Add a personal note (optional)" to add a line to their invitation email and text.
7. Click "Send", or "Send & new" to invite another. To invite by link instead, use "Or share a link".
8. Not sure who to book yet? "Find vendors" beside "Add Vendor" searches for vendors matched to this event.

You will need an event exists first.

Vendors already working your event can recommend people they trust, for the roles you have not filled yet.

1. Open the event, then the Vendors tab.
2. If a vendor working your event keeps a list of people they recommend, a band appears above your vendor list with a Review button.
3. Click Review to see each recommendation, who recommended them, and what accepting will do.
4. Accept opens that vendor’s inquiry form so you can send them an enquiry. It does not book them.
5. Decline removes the suggestion for good, so it will not come back.
6. You only ever see suggestions for vendor types your event has not already covered.

You will need a vendor on the event keeps a preferred list first.

Every vendor’s insurance, licenses, and contracts for this event, in one place. They gather automatically from each vendor’s profile.

1. Open the event and go to the Vendors tab, then scroll past the vendor list to the Documents section.
2. Documents are grouped by vendor and gather on their own from each vendor’s business profile, so there is nothing to upload here. If a vendor is missing one, ask them to add it to their profile and it appears here.
3. Click View on a document to read it in place, without downloading it.
4. Contracts for this event sit in the same list with their current status. Click Open to read the full agreement.
5. Contract amounts are shown only to the vendor and the client. If you are neither, you still see that the contract exists and whether it has been signed.
6. Hosts and owners, planner and coordinator admins, and venue admins see this section. A venue sees it because it needs the insurance certificates of everyone working in its building.

You will need an event exists with at least one vendor first.

Message a vendor working this event.

1. Open the event and go to Vendors.
2. Click the vendor's row to expand it.
3. Under "Contact", click "Message". It only appears when Bazaar has an email or phone number for the vendor. "Call" sits beside it when there is a phone number.
4. If they can be reached both ways, choose "SMS" or "Email".
5. Write your message. Messages are capped at 140 characters, and the label counts down as you type.
6. Click "Send".

You will need an event exists first.

Set what a vendor is covering on this event, which can differ from everything their business offers.

1. Open the event’s Vendors tab.
2. Open the "..." menu on the vendor’s row and choose "Edit services".
3. Tick everything they are covering on this event. This is per event, so a caterer who is also doing the cake here does not change their business profile.
4. At least one has to stay ticked. Save.

You will need a vendor on the event first.

Take a vendor off this event. Their contracts and invoices are kept, not deleted.

1. Open the event’s Vendors tab.
2. Open the "..." menu on the vendor’s row and choose "Remove from event".
3. Confirm. They come off this event’s vendor list.
4. A booking that already carries a signed contract or an issued invoice is refused, and you are told which records are holding it. Void or settle those first.

You will need a vendor on the event first.

Take a vendor search off your event, or cancel it if vendors have already been contacted.

1. Open the event’s Vendors tab. A live search shows as a "Finding …" card above your vendor list.
2. Open the "…" menu at the top right of that card.
3. Pick "Delete search" if no vendor has been contacted yet. The search is removed completely and cannot be brought back.
4. If vendors have already been contacted the option reads "Cancel search" instead. Canceling closes it out and lets those vendors know it is no longer active, and your inquiries stay in your history.
5. Confirm in the dialog, or choose Keep to leave the search running.
6. You usually will not need this once a category is booked: booking a vendor closes that role on its own, and the card stops advertising it.

You will need a vendor search on the event first.