I could go on and on and tell you all the many ways to run a show. I could tell you how I run a show. But the reality is, I don’t think anyone can truly tell you. You have to read up, get a booklet or word document and write down thoughts and ideas from things you read, videos you watch and other event planners. Eventually, you get into your own drift and mode of how YOU handle each show. Plus, there are so many ins and outs depending on what type of show you are planning.
Planning an Expo, go one way. Planning a craft show, go another and so on. Each show has it’s OWN needs, has it’s own TICKS, so it is hard to say
“Plan a show this way”
That doesn’t really work.
You have to do the work.
You have to search things out. You have to see what others are doing. You may have to watch videos. You may have to help someone else do a show to fully understand, and even then, there will be things that you still don’t know, questions you may ned to ask and so on.
All I can do is tell you a few things I do and maybe it will help you along in the right direction. From there I have found some links for you to look at. This way, I have don “some” of the legwork for you and you can click on the links and see what each of these websites have to say. I would get a notebook or have Word opened on another screen or tab and take notes as you go along.
My Vendor Shows are Showcases. I have them themed, I always have entertainment, and I generally give a little gift to each vendor. These things set me apart from the rest.
The first and foremost thing I can say is getting everything in writing or digitally signed at least. For you, for the venues, for your vendors etc. Pay your venue fee up front, so you are not hit with a blammo miscommunication like I just did on my last show. I was expecting $50 for the whole day only to find AFTER the show it was $50 an hour.
For the TOOLS:
I use Google Drive. I love it’s functionality and how it helps me keep everything organized
I mostly use Google Forms, to put my Vendor Application Online and I tell them right away it is an interest form AND a contract. Then I have them date and sign it digitally. Then forms has a response sheet they supply once people fill out the forms. I keep track of each vendor that applied on this form. This way I can see who filled out the form, what their business is, what category their business is.
Here is what I put on my form:
2015 Vendor Form
Once you sign and date it below you are agreeing and confirming of your interest and contract to the shows you state. You understand it is as much YOUR responsibility to SHARE the event, Invite others and PROMOTE the event as much as it is mine! It takes a village to raise a child and a village to produce a successful show!Another email will follow with payment information via Square for your CC. No checks. No Paypal. Some Debit Cards can be used as CC.
If for an upcoming show – Payment is due IMMEDIATELY for any shows you are interested in. If you are not prepared to make payment NOW, please wait to fill out the form until that time. No spots are held on word. Spots are held on payment.
DO NOT FILL OUT IF YOU ARE NOT READY TO PAY “RIGHT NOW” FOR UPCOMING SHOW
If you are filling this form out as Interest ONLY, please state INTEREST IN FUTURE SHOWS and no payment will be required until notified about that show.
NO SPOTS ARE CONFIRMED OR HELD UNTIL PAYMENT HAS BEEN GIVEN AND RECEIVED. IT IS IMPERATIVE TO YOU TO PAY AS SOON AS YOU ARE GIVEN PAYMENT LINK. IF YOU DO NOT DO SO IN 24 HOURS, YOUR SPOT WILL BE GIVEN TO THE NEXT REPRESENTATIVE OR FOR ANOTHER VENDOR.
The information requested on this form not only helps me, but is designed to help promote YOU as well. If you do not fill out your WEB LINK, FACEBOOK PAGE, ETSY LINK OR OTHER WEB LINK, I have nothing to promote you with except your name. If that does not matter to you, then leave blank. HOWEVER, those who DO leave that information will be promoted on the EVENT page. If you leave something not filled out, I will assume you meant it to be that way.
Being a Vendor Planner is a love hate relationship.
Tips for Organizing a Successful Small Vendor Show –http://cobwebcornerblog.blogspot.com/2010/10/tips-for-organizinging-successful-small.html
The Complete Guide To Vendor Event Success for Direct Sellers and Small Biz Owners http://milliondollarpartygirl.com/10/how-to-get-better-results-at-vendor-events/
From WAHM http://www.wahm.com/forum/party-plans-50/173591-hosting-your-own-vendor-fair.html
6 Basic Principles for Organizing an Art and Craft Event http://meylah.com/meylah/6-basic-principles-for-organizing-an-art-and-craft-event
Successful Vendor Event?
How to Organize a Craft Show https://blog.etsy.com/en/2010/how-to-organize-a-craft-show-with-handmademn/
How can I organize a successful vendor/craft fair with 0 experience? https://answers.yahoo.com/question/index?qid=20120718172710AAdoxIX
how to organize a craft fair? http://community.babycenter.com/post/a40832302/how_to_organize_a_craft_fair
Help! I’m organizing a vendor fair…
Organizing a Fair, Festival or Event http://festivalsandevents.com/festival-planning/Organizing.shtml
Here are some EVent Checklist that also may help you out
Click to access CHASSEventChecklist.pdf
Generic Event Planning Checklist http://www.smu.edu/~/media/Site/StudentAffairs/StudentActivities/OrganizationsResources/Generic%20Event%20Planning%20Checklist.ashx
Event Planning Checklist http://www.fundlist.info/images/3-13event_planning.pdf
Event Planning Checklist http://clarkson.edu/campus_life/clubs/student_life/docs/eventplanningchecklist.pdf
Items to give to your vendors