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Vendors are the businesses and service providers working your event — caterers, photographers, AV companies, florists, decorators, transport, security, and more. You add them to your event alongside your guest list, and each vendor gets their own focused view with the tasks assigned to them and the event details they need.
Vendors are not guests. They don’t appear on the guest list and don’t go through the RSVP or registration flow. They have their own lightweight experience built around the work they’re doing for you.

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What a vendor can do

Once a vendor accepts your request to join an event, they can:
  • See the event details relevant to their role
  • View the tasks you’ve assigned to them
  • Mark their tasks complete as they work through them
  • Check in when they arrive at the venue, through their own check-in view

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Adding a vendor to an event

1

Open your event

Go to the event you want to add a vendor to.
2

Go to the Vendors section

Open the Vendors tab for the event.
3

Add the vendor's details

Enter the vendor’s business name and contact details — the basics you need to coordinate with them for this event.
4

Send the request

Save to send the vendor a request to join the event. They appear in your Vendors list with a pending status until they respond.
5

The vendor accepts

The vendor receives the request and must accept it to become a vendor for the event. Once they accept, they’re active — they can see their event details, receive task assignments, and check in on the day.
A vendor isn’t active on your event until they accept your request. Until then they show as pending, and they won’t yet see the event details or receive task assignments.

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Assigning tasks to vendors

Tasks can be assigned to vendors just as they can to others. When you create or edit a task, choose the vendor as the assignee. The vendor sees their assigned tasks in their own view, along with due dates and any notes you’ve added. This is how you coordinate the practical work with each provider — delivery windows, setup and breakdown, what’s expected and when — all tracked inside Fast Party instead of scattered across calls and messages.
Use task notes to send a vendor their brief directly — delivery instructions, setup requirements, the spot they’re working from — so everything they need is attached to the task itself.

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Vendor check-in

On the day of the event, vendors check in through their own check-in flow — separate from guest check-in. This lets you see at a glance which vendors have arrived and are on-site, so you know your caterer, photographer, and AV team are all in place without chasing each one.

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Vendor business profile

To receive their assignments and access their task list, a vendor needs a business profile in Fast Party. Once their profile is set up, they can be added to your events and access their vendor view.
Vendors access their assigned tasks and check in through their own dedicated view, separate from the host and guest experience. They only see what’s relevant to their work on the event.