Check-in
Event day is when everything comes together. The check-in feature helps you track each vendor's arrival and setup progress in real time, so you know exactly who is on-site and who is still missing.
How Check-In Works
Each vendor has one check-in record per event. As the vendor arrives and sets up, you (or your team) update their check-in status directly from Vendor Space. No paper clipboards, no manual spreadsheets.
Accessing Check-In
Navigate to the Event you are managing.
Click the Check-In tab.
You will see a list of all vendors registered for that event, along with their check-in status.
What You Can Track
Each vendor's check-in record includes four fields:
Arrival
Mark when the vendor arrives at the venue
Badge Picked Up
Confirm the vendor has collected their badge or credentials
Setup Complete
Confirm the vendor's booth is set up and ready for the public
Notes
Add any relevant notes (late arrival reason, special setup needs, issues)
Updating Check-In Status
To update a vendor's check-in:
Find the vendor in the check-in list.
Click the checkbox next to each milestone as it happens:
Check Arrived when the vendor shows up.
Check Badge Picked Up when they collect their badge.
Check Setup Complete when their booth is ready.
Add any Notes if needed (for example, "Arrived 30 minutes late, needs extra setup time").
Updates save automatically -- no need to click a separate save button.
Check-In at a Glance
The check-in list gives you a quick visual overview of your event's status:
All checkboxes complete
Vendor is fully checked in and ready
Some checkboxes complete
Vendor is on-site but still setting up
No checkboxes complete
Vendor has not arrived yet
Tip: Sort the check-in list by status to quickly see which vendors have not arrived. This makes it easy to identify who you might need to call or message.
Quick Check-In
The check-in tab includes a Quick Check-In search box. Type a vendor's name to filter the list, then click to check them in instantly. This is the fastest way to process arrivals at the gate.
Tips for Event Day
Assign a team member to check-in duty. Having one person dedicated to updating vendor arrivals keeps the data accurate.
Use a tablet or phone. Vendor Space works on mobile, so your check-in team can update statuses right at the entrance.
Add notes liberally. If a vendor has an issue or a special request on arrival, write it down in the notes field so the rest of your team can see it.
Check the list 30 minutes before doors open. This gives you time to follow up with any vendors who have not arrived or completed setup.
Tip: After the event, review the check-in data to identify vendors who were late or had setup issues. This information is valuable for planning future events and deciding which vendors to invite back.
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