Planning the Event - Adding & Managing Suppliers

This Article is a guide to adding Suppliers to events. It references a list of recommended suppliers, which you can learn how to create in this article here. If you want to see how your Customers can also add suppliers, check out this article. And to see what your suppliers will see/do check out this article.

1. Welcome to the Supplier section
2. How to add a supplier to an event
3. Managing Suppliers/Documents/Insurance for the event
4. Next steps

Welcome to the Supplier section!

The supplier section can be found on the left hand navigation bar on your event view. If you go to the event dashboard and then click on 'Event Planning' then 'Suppliers' you will be taken to the event suppliers that have been selected for the event.

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

• Selected Suppliers - These are the suppliers that you have confirmed will be working at the event. These can be added by you, or your customer
• Recommended Suppliers - This is 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 - so it can be a huge time save in the planning process.

How to add a supplier to an event

To add a supplier to an event, you can do this two ways.

1. Add a recommended supplier to the event! To do this, simply go to the Recommended Supplier tab. On this page, find the supplier you would like to add to the event, and go to the 3dots menu on their box. On this, you will have the option to "Select". Once you select, this Supplier will be added to the event and receive a notification... simple!

2. The Second option, is to add a supplier for the event. To do this, you can 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 that you will be responsible and able to edit and update all information for the supplier. They will not have access / be informed about Hostology.
• 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!). Once they login they will be able to access and see certain information about the event and leave comments. You will no longer be able to edit information once they create their account.

You've now added suppliers to the event! You can add as many or as few Suppliers as you like to events. Your customer is also able to add Suppliers and invite them to collaborate on Hostology - which can be a huge time save for both parties.

Managing Suppliers/Documents/Insurance for the event

Once you have added your suppliers, you can now manage the all important information with them on the platform. The key aspects are:

• 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 these documents that your supplier has added
• Adding/Seeing Notes - You can leave notes on the Supplier, which can be a useful communication tool. i.e. adding a note of "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.

Once here you can see any notes added by you, the customer or the supplier, as well as any documents added by any of the parties too. (it also shows expiry dates).

You can also add documents and notes to the Supplier. To do this, select the 3dots on the far right of the suppliers box. On the menu you can select "Add document" or "Add note" Click whichever option you want to add and follow the prompts to add the information. Simply select save once ready and then this information will appear on the Supplier

Next steps

Check out this article on how to add a Customer to the event

Check out this article on how to add Tasks & Milestones to the event

Check out this article on how to add & share event documents