Adding & Managing Suppliers

The supplier section is on the left-hand navigation bar in your event view. Go to the event dashboard, click 'Event Planning', then 'Suppliers' to see the selected suppliers for the event.

From here, you will see two tabs at the top of the page:

• Selected Suppliers - Suppliers you have confirmed will be working at the event, added by you or your customer
• Recommended Suppliers - The list of recommended Suppliers that you can set up at the Venue management level (see here for more details).

Once you add and invite suppliers to the events on Hostology they can then see event information. To see exactly what suppliers can see and do, check out this article here.

You will also be able to comment/discuss with Suppliers, collaborate on key information and also manage and maintain all the key insurance and licensing documentation you need for the event. This can be added and uploaded by you, your customers and the Suppliers.

How to add a supplier to an event

There are two ways to add a supplier to an event:

1. Adding a recommended supplier- Go to the Recommended Supplier tab, find the supplier you would like to add to the event, go to the 3 dots menu on their box and click the "Select" button (they will receive a notification).

2. Add a new supplier - Go to the button in the top right of the screen that says "Add Event Supplier".

A pop-up menu will appear, where you can add in all the details of the supplier (or if you want to invite them and let them do this, simply add in their name and email address). 

Once you have completed the information you want to add, you can either:

• Save - This will save the Supplier to the event, but will not send an email invitation. This means you are responsible for editing and updating all information for the supplier and that they will not have access toHostology.
• Save & Invite - If you choose to invite the Supplier, they will receive an email from Hostology asking them to login and create their account (Free for Suppliers!). They will then be able to see certain information about the event and leave comments. You will no longer be able to edit information once they create their account.

You and your customer can add as many Suppliers as you like to events and invite them to collaborate on Hostology.

Managing Suppliers/Documents/Insurance for the event

• Adding/Seeing Documents - You can add event documents to the supplier, to share and receive key information, including Contracts, insurance docs and anything else you need. You can also see anydocuments that your supplier has added
• Adding/Seeing Notes - You can leave notes on the Supplier, which can be a useful communication tool. E.G."Please arrive at 2pm for Set-up".

To see documents and notes, simply go to the "Selected Suppliers" tab and then click on the box of the supplier you want to see the information for (this includes notes/documents added by your customer and supplier).

To add a document/note yourself click the 3 dots on the far right of the suppliers box and select "Add document" or "Add note". Follow the prompts to add required information and select save once ready.