Choose the type of vendor show you want to host. Consider the target audience, event goals, and desired outcomes. What type of show will have the greatest impact? How will this choice affect the overall success of the event?
1
Trade Show
2
Craft Fair
3
Farmer's Market
4
Pop-up Shop
5
Exhibition
Determine the budget for the vendor show
Calculate the budget for the vendor show. Consider potential expenses such as venue rental, marketing and advertising, staff wages, entertainment, and food. How will the budget impact the event's quality and attendee experience? What measures can be taken to stay within budget?
Identify potential vendors
Research and identify potential vendors for the vendor show. Look for vendors that align with the event's theme and target audience. How will the selection of vendors contribute to the success of the event? What criteria should be considered when choosing vendors?
Send out invites to potential vendors
Send out invitations to the potential vendors selected for the vendor show. Personalize the invitations and clearly communicate the benefits of participating. How will the invitations impact the response rate and participation of vendors? What information should the invitations include?
Secure a venue
Secure a suitable venue for the vendor show. Consider factors such as location, size, facilities, and cost. How will the choice of venue impact the event's atmosphere and attendee experience? Are there any specific requirements or considerations for the venue?
Plan the layout of the event
Create a layout plan for the vendor show. Consider factors such as booth placement, traffic flow, and accessibility. How will the layout plan contribute to the overall flow and organization of the event? Are there any specific requirements or considerations for the layout?
Hire event staff for the day
Hire event staff to assist during the vendor show. Consider the number of staff needed, their roles and responsibilities, and any specific skills required. How will the event staff contribute to the smooth operation of the event? Are there any specific criteria or considerations for hiring event staff?
Decide on the entertainment and food
Choose the entertainment and food options for the vendor show. Consider the preferences of the target audience, the event theme, and budget constraints. How will the choice of entertainment and food contribute to the overall experience and enjoyment of attendees? Are there any specific requirements or considerations for the entertainment and food?
Approval: Food and Entertainment
Will be submitted for approval:
Decide on the entertainment and food
Will be submitted
Promote the event online and offline
Develop a comprehensive marketing plan to promote the vendor show. Include strategies for online and offline channels such as social media, email marketing, flyers, and posters. How will the marketing plan increase awareness and attendance for the event? What resources or tools will be used for promotion?
Send out reminders to the vendors
Send reminders to the vendors participating in the vendor show. Include details about setup time, booth assignment, and any special requirements or instructions. How will the reminders ensure that vendors are well-prepared for the event? What information should be included in the reminders?
Purchase necessary event supplies
Compile a list of necessary event supplies for the vendor show. Consider items such as signage, tablecloths, promotional materials, and first aid kits. How will the availability of necessary supplies impact the overall organization and appearance of the event? Are there any specific requirements or considerations for the event supplies?
1
Signage
2
Tablecloths
3
Promotional Materials
4
First Aid Kits
5
Other
Set up the venue
Coordinate the setup of the venue for the vendor show. Assign tasks such as booth setup, signage placement, and furniture arrangement. How will the setup of the venue contribute to the overall aesthetics and functionality of the event? Are there any specific requirements or considerations for the setup?
Conduct a final walk-through of the event setup
Walk through the event setup to ensure everything is in place and meets the desired standards. Pay attention to booth arrangements, signage visibility, and overall cleanliness. How will the final walk-through ensure that the event setup is well-prepared and visually appealing? What actions will be taken if any issues are identified?
Approval: Event Setup
Will be submitted for approval:
Set up the venue
Will be submitted
Conduct a final walk-through of the event setup
Will be submitted
Brief the event staff
Provide a comprehensive briefing to the event staff regarding their roles, responsibilities, and expectations for the vendor show. Highlight important information such as emergency procedures, event schedule, and vendor instructions. How will the briefing ensure that the event staff is prepared and well-informed? What resources or tools will be used for the briefing?
Ensure all vendors are set up
Check that all vendors have successfully set up their booths and are ready to participate in the vendor show. Offer assistance and address any issues or concerns raised by the vendors. How will the verification of vendor setups contribute to the overall organization and professionalism of the event? What actions will be taken if any vendors require additional support?
1
Vendor A
2
Vendor B
3
Vendor C
4
Vendor D
5
Vendor E
Execute the Vendor Show
Manage and oversee the execution of the vendor show. Ensure smooth flow of operations, address any customer or vendor concerns, and monitor the overall success of the event. How will the proper execution of the vendor show contribute to the satisfaction of attendees and vendors? What measures will be taken to ensure a positive experience for all?
Post event clean up
Organize the clean-up process after the vendor show. Assign tasks such as packing up equipment, removing trash, and returning borrowed items. How will the clean-up process contribute to the overall efficiency and professionalism of the event? Are there any specific requirements or considerations for the post-event clean-up?
1
Pack Equipment
2
Remove Trash
3
Return Borrowed Items
4
Other
Send thank you notes to vendors and attendees
Express gratitude and appreciation to the vendors and attendees of the vendor show. Personalize the thank you notes and highlight the positive outcomes of the event. How will the thank you notes contribute to building relationships with vendors and attendees? What information or messages should be included in the thank you notes?
