It’s that season again!
Whether this is your first or your eleventy-millionth set up, get prepared with this vendor event checklist!
- Tent/Canopy: most events I’ve attended give standard 10×10 vendor spaces.
- Canopy weights: many organizers now insist on the use of canopy weights for the safety of attendees and vendors alike. Some sellers make their own weights, but you can also purchase them in any sporting goods store.
- Chair: Arguably, most sellers don’t spend a lot of time sitting down at events, but it’s nice to have somewhere to rest if you get a quiet moment. I prefer a lightweight, collapsible chair that is easy to store.
- Tables: I utilize two 6×8 tables in my set up. They fold in half for easy storage and are a heavy-weight plastic for easy cleaning.
- Tablecloth: Long, heavyweight table coverings are your best investment for a good display. Make sure to get a contrasting color to the items that you will be selling. (Black or white are always a safe bet!)
- Bed Risers: These are my secret weapon for a great display. It helps lift the table an extra few inches so that your customers aren’t hunched down over your products. It brings the tables closer to waist height for most people. Using the longer tablecloths will easily conceal the risers from view.
- Signage: Durable, professional signage is a must for all events. It should be eye-catching and easy to read from a distance.
- Crates/Shelving: Varying height display is much more attractive to customers than flat lays against your table. Creative use of crates, shelves, boxes, and trays can help elevate your display to the next level.
- Lighting: Displays can really pop with the soft glow of string lights!
General and Business Supplies:
- Extension Cords: If your event uses electricity, bringing your own cords is a must! Make sure it isn’t the cheapest cord out there (they can fail at the worst moments) and that you’ve tested it to make sure it works BEFORE you get there.
- Duct Tape: It’s true, duct tape fixes everything! It can help secure linens on a windy day, prevent you from tripping over extension cords, seal up boxes for customers or for packing up at the end of the day, and repairing canopies.
- Pens and Sharpies: You can NEVER have enough pens. And sharpies make the world go ’round.
- Product: Make sure you have all your display items, cash & carry items, and samples ready to go.
- Shopping Bags: So your customers have a way to transport their purchases. Also a great place to put business cards, catalogs, and other helpful information.
- Raffle/Giveaway: Folks love a giveaway! A great way to make contacts is to have a raffle. Be sure to prominently display the item you are giving away so people know what they can win!
- Booking Game: Having a fun and engaging way for a potential hostess to immediately benefit is a great way to get bookings. I use a prize wheel and visitors LOVE spinning it.
- Contact Forms: A quick and easy way for people to share their information with you.
- Business Cards/Brochures/Catalogs: Either have these on hand, or a way to collect information to send it electronically or by mail to follow up.
- Receipt Book: Yes, some folks still pay in cash, so make sure you have a receipt book.
- Cashbox/Change: Ensure you have small bills and coins (if needed).
- Credit Card Processing: I personally use PayPal Here, but many vendors use Square. No matter what you use for processing, make sure that you have everything you need to receive payment.
- Cell Phone/Charging Cord/Portable Charger: Especially if you are processing credit card payments, make sure your phone doesn’t give out before the event is over!
- Cooler with snacks/drinks: You may not get many opportunities to leave your area during the event, so make sure you have some refreshments on hand to keep your strength up.
- A helper or assistant: Being the only person at your table can be difficult and exhausting. Consider bringing a teammate, friend or family member, or an assistant along. They can cover you for a quick restroom break, package up purchases, and answer general questions.
- A great attitude and energy: Your potential customers will feed off of your energy. If you are chilling behind the table in your chair with your nose in your cell, they will react to that. Ain’t no one selling ANYTHING that will overcome bad service. Engage with your guests. Let them see why you are enthusiastic about your product or service and why they want YOU as their retailer/consultant.
I hope this list was super helpful for you!
Did I leave anything out of my vendor event checklist?
Drop me a line and let me know what you would add.
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