Vendor

The Vendor module runs the dealer’s room end to end: applications, optional jury selection, table payment, required tasks, and at-show check-in.

For vendors / dealers

Applying for a space

  1. Open the vendor application page for your event.

  2. Some vendor types require a paid registration first. If so, you will be asked to register for the event before you can apply.

  3. Fill out the application form and submit it. Your application moves through these statuses:

    submitted → approved / waitlisted / rejected → archived

After you apply

Once approved, your vendor detail page lists everything you owe the event as a configurable set of required tasks, for example:

  • Pay for your table (via Stripe).

  • Register for the event (if not done already).

  • Register assistants/wristbands.

  • Sign your contract.

  • Book your hotel (a configured link).

  • Custom link tasks the organizers define.

Tasks can depend on each other (“complete X first”). Self-report tasks (hotel/custom links) have a checkbox you mark yourself; the rest launch a flow or redirect you to payment. Organizers can also message you directly from the app.

At the show

At vendor check-in, staff confirm your application, table, and that your required tasks are complete, then check you in.

For event organizers

Prerequisites

Before dealers can apply and pay, complete this third-party setup:

Mandatory

Stripe — for table payments.

Optional

eSignature.io — for digitally signing vendor contracts.

Requirements:

  • A valid Stripe API key, unrestricted, in LIVE mode, for table payments.

  • If you are not using the Register module: provide a registration form for vendors to complete. (When Register is in use, vendor applications can reuse the attendee registration flow.)

Vendor types & forms

A vendor type is a category of dealer (Standard Dealers Den, Artists Alley, Night Market, etc). Each type has:

  • an application form (the same drag-and-drop builder as registration),

  • a configurable required tasks list (see above),

  • table-size options and table-payment settings,

  • optional registration-required gating.

Creating a vendor type

Where: Vendors app → Superadmin dropdown → Vendor Types & Ingest Forms (/app/vendors/system/ingest-form/). Permission: admin on the Vendors module — the menu item appears under the Superadmin dropdown (visible to users with superadmin on Vendors). See HR & permissions.

  1. Click Add New Vendor Type to open the New Vendor Type drawer.

  2. Fill in the details:

    • Vendor Type Name and Description.

    • Applications Open Date and Applications Close Date — the window during which dealers can apply.

    • Include Registration with Vendor Type — bundles event registration into the vendor flow (and exposes a registration discount amount).

    • Allow Assistants — lets vendors add assistants (and exposes an assistant discount amount).

  3. Click Create Vendor Type. The type appears as a card.

  4. Click Edit Form on the card to build that type’s application form — this is where you add the Basic Information and Table Sizes components and choose which sizes apply (see Filtering which sizes are available to which vendor types below).

Note

Deleting a vendor type from this screen is not yet implemented. Control access instead by setting the application open/close dates or repurposing the type.

Creating table sizes

Where: Vendors app → Superadmin dropdown → Marketplace Settings (/app/vendors/system/settings/) → Table Sizes tab. Permission: admin on the Vendors module.

Table sizes are the bookable dealer packages (for example “Single Table” or “Corner Booth”). Each size is given its own Stripe price, so a valid LIVE Stripe key must be configured first (see Prerequisites above).

  1. On the Table Sizes tab, click New table size.

  2. Fill in the fields:

    • Name and Description.

    • Price — what this size costs.

    • Max vendors (number_of_vendors_max) and Max assistants (number_of_assistants_max).

  3. Save. The size is created and a Stripe price is generated for it.

  4. Click an existing size to edit it (a dialog opens), or use its delete button to remove it.

Filtering which sizes are available to which vendor types

Where: Vendors app → Superadmin dropdown → Vendor Types & Ingest Forms → Edit Form on a vendor type (/app/vendors/system/ingest-form/<id>). Permission: admin on the Vendors module.

A vendor type’s application form must contain a Table Sizes component (along with the Basic Information component). You decide which table sizes are offered per vendor type from inside that component:

  1. Open the vendor type’s application form in the editor.

  2. Add or select the Table Sizes component, then click Edit on it.

  3. A dialog lists every table size as a panel. Click a panel to toggle it into the component’s allowed list — a green check means the size is included.

  4. Save the component. Vendors applying to this vendor type will only see the sizes you selected.

The selection is stored on the form component and is what filters the sizes shown on that vendor type’s application. Different vendor types (for example, Artists Alley vs. the Dealers Den) can therefore offer completely different sets of sizes, all drawn from the same master list created under Marketplace Settings.

Warning

A vendor type needs a default application form to render. If none is configured, applicants see E:VEN:1 (see Error e-ven-1).

Required tasks

Author each task in the form editor’s Required Tasks tab. Built-in task types include pay-table, register-event, register-assistants, sign-contract, book-hotel, and custom-link. You can reorder tasks and set prerequisites so one task unlocks only after another is complete.

Jury selection

For oversubscribed rooms, enable jury voting. Midsummer runs a real-time jury session over WebSockets: jurors are invited and assigned, vendors are displayed one at a time, jurors rate (1–5) and comment, and ratings aggregate live. Organizers manage sessions and the vendor display from the jury dashboard.

Jury verdicts are then shown in the responses dashboard. Cumulative and single ratings are NEVER shown to vendors.

Vendor communication

Use the ping conversations inbox to message individual vendors. New vendor messages play an optional notification sound (mutable).

For event technical staff

  • Jury sessions use a live WebSocket connection — make sure the display device and juror devices have a stable connection.

  • If an applicant sees E:VEN:1 it means the vendor type has no default form (configuration), and E:MID:1 indicates an unexpected application error — capture the console message and contact Midsummer developers.