Choose Your events Wisely
Selling at a vendor event can be a lot of fun but it can also be a lot of work. Be sure to choose your events wisely so you are not wasting your valuable time AND you are making a profit. We are not in the business to lose money so here best practices I’ve learned over the last several years to make the most of your vendor space. Many events last all day so you want to make sure to choose the ones that are right for your product and that will not be a waste of your day.
Before You Get There
Before you say yes to vending at an event, speak with the event host about the target audience they're aiming for. It has to align with the ideal customer of your business. Otherwise, you will not see a return on your investment. Also for first time vendors, yes vending has a cost. But you have to weigh it with prospective ROI. Some events will cost $50 - $150 to vend. Others will cost upwards of $1000. Keep in mind, no event is a guaranteed success so you have to also be clear on how much risk your business can stand to take. If you're trying to find events to host a vendor table at, use sites such Facebook and Eventbrite. Also leverage your network. You can email the event host to see if they are seeking vendors. Other questions I like to ask are:
- Have you hosted this event before? If so, how many people attended?
- How many people do you expect?
- How are you promoting this event?
- How are you promoting the vendors?
- What is included with the price of vending?
- Do you provide the table/chairs for vendors? If so, what are the dimensions?
- Where will vendors be located relative to guest?
- Is this an indoor/outdoor event?
- How long will the vendor area be open for guests?
- When can we set up our table?
Décor
The first step to hosting a successful vendor table is making it look appealing. Essentially, your table has to attract attention while still being on brand. Think about things you can add your table to catch the eye of those that walk by. I love shopping at places like TJ Maxx, Marshalls, Ross and Burlington because they tend to have unique centerpieces at low cost. I’ll use some of their glassware to hold my business cards or display my jewelry. I also like to use those wedding style picture frames (accented with pearls or rhinestones) to display my price list or social media information. Try to avoid crowding your table however. Your customer should still have an idea of what you’re selling when approaching.
Table covers are another way to stand out. Branded table cloths are ideal, but can be expensive. I recommend getting a black table cloth. You can use an actual table cloth or you can use bedsheets or large curtains. Even a large piece of fabric will work. I also use a piece of pink lacey fabric with sparkles that I drape on top of my black table cover that really stands out amongst a crowd of black table cloths.
The next thing to consider for décor is signage. I use a 4x6 foot vertical banner from Vistaprint. It cost a little over $100 but does include the stand. I recommend signing up for their emails to catch it when its on sale. The banners come in a variety of sizes and can be a taller or shortage. However, you don’t have use a traditional banner. Table top signs are just as effective. You can also use large photos and have them printed at stores such as Office Depot or Staples. Then you can use their custom framing service to frame it and display it on an easel. The type of sign you use doesn’t matter but the quality of it does. I recommend hiring someone to design your sign for you if graphic design isn’t your strong suit.
Table covers are another way to stand out. Branded table cloths are ideal, but can be expensive. I recommend getting a black table cloth. You can use an actual table cloth or you can use bedsheets or large curtains. Even a large piece of fabric will work. I also use a piece of pink lacey fabric with sparkles that I drape on top of my black table cover that really stands out amongst a crowd of black table cloths.
The next thing to consider for décor is signage. I use a 4x6 foot vertical banner from Vistaprint. It cost a little over $100 but does include the stand. I recommend signing up for their emails to catch it when its on sale. The banners come in a variety of sizes and can be a taller or shortage. However, you don’t have use a traditional banner. Table top signs are just as effective. You can also use large photos and have them printed at stores such as Office Depot or Staples. Then you can use their custom framing service to frame it and display it on an easel. The type of sign you use doesn’t matter but the quality of it does. I recommend hiring someone to design your sign for you if graphic design isn’t your strong suit.
Inventory
I always get asked how much inventory you should bring. You should bring as much inventory as you possibly can depending on your booth size. Paparazzi is a cash & carry business and you don't want people looking for something you don't have with you! For each event, I forecast sales based on how many attendees will be there. Communicate with the event host to get insight on attendance. With each event, you get better at planning what to bring. If you haven’t already, invest in a push cart or hand truck. This is a game changer when you have a ton of stuff to carry by yourself.
As relates to tracking inventory as I sell throughout the event, I use the Square app. I preload all of my inventory items and pricing into the app. This allows me to better track what was sold and how much money I made for the day. This feature exists for Paypal as well.
As relates to tracking inventory as I sell throughout the event, I use the Square app. I preload all of my inventory items and pricing into the app. This allows me to better track what was sold and how much money I made for the day. This feature exists for Paypal as well.
Accepting Payments
If you haven’t already, order a card reader for your business. I have a Square reader which is free upon signing up for the service. The service itself is free but they do charge a small transaction fee. If you use my link to create your Square account, your first $1000 in revenue will not be charged. All payment apps have a fee but don’t fret. You can write these off on your taxes. Paypal also has a reader that you can request through their site for free. If your site is built with Shopify, you will have to request their card reader.
Because of the Paparazzi pricepoint, there will be a lot of people who will pay cash. Before your event, go to a bank and and get change. I recommend having $100 in your "starting bank" - $15 in singles, $30 in ten dollar bills and $55 in five dollar bills. You can still document cash sales in your Square and Paypal app to track revenue for the day.
Because of the Paparazzi pricepoint, there will be a lot of people who will pay cash. Before your event, go to a bank and and get change. I recommend having $100 in your "starting bank" - $15 in singles, $30 in ten dollar bills and $55 in five dollar bills. You can still document cash sales in your Square and Paypal app to track revenue for the day.
Promoting Your Table
Prior to event, promote that you will be in attendance to your following. Some of your customers may come out to support you! There are others who may already plan to attend the event and will be excited to meet you as they have already been following your business. If the event has a Facebook page, promote any specials you will have for the attendees there if the host allows.
If you have someone with you during the event, have that person work the room and encourage attendees to stop by your table. If you’re alone, no worries, you can still promote your business. One thing you can do is come from behind your table and stand in front of it. It makes it easier to catch the attention of others and start conversations. Remember to stand as much as you can and smile! I have to remind myself to smile because my normal resting face is not welcoming *lol*.
Another strategy you can leverage is hosting a giveaway at your table and/or contributing to the event's giveaway. You can give away raffle tickets or ask attendees to drop a business card in a bowl to enter into your giveaway.
If you have someone with you during the event, have that person work the room and encourage attendees to stop by your table. If you’re alone, no worries, you can still promote your business. One thing you can do is come from behind your table and stand in front of it. It makes it easier to catch the attention of others and start conversations. Remember to stand as much as you can and smile! I have to remind myself to smile because my normal resting face is not welcoming *lol*.
Another strategy you can leverage is hosting a giveaway at your table and/or contributing to the event's giveaway. You can give away raffle tickets or ask attendees to drop a business card in a bowl to enter into your giveaway.
What to Wear
If you are at an event solely to vend, you can wear a branded t-shirt that features the Paparazzi logo. Also wear comfy bottoms that are still on brand. Its important to look like your brand. 100% of the time that I’m vending, I’m wearing my Paparazzi jewelery. I ensure that my clothes are not only presentable but I’m wearing a full face of makeup to look as presentable as I can. I wear more makeup than normal when vending because its a part of the presentation. Your image is indeed a part of the selling factor at events. I do recommend wearing comfy yet stylish shoes so you don’t kill your feet.
Sales Conversation
The first question most people will ask is “What’s this about?” or “Tell me about your business?”. This is where your elevator pitch comes in handy. You should be able to tell someone about your business and why its amazing in 45 seconds or less. Practice makes perfect. You should also be able to answer any question someone has about your product or service. Some people will say some of the off the wall things to you at times, but its important to remain as confident and nice as possible. For example, there are people who will come to my table, ask me about my products and then say “I don’t event wear jewelry!”
In those instances, I keep my smile and simply ask them a few questions to understand why they don’t wear jewelry. Often times they say it's because they have allergic reactions so that opens up an opportunity for me to explain that our product is Lead & Nickel free! I always have Starlet Shimmer earrings that I can use to give to people hesitant to try Paparazzi. Keeping a positive attitude has led to a ton of sales from those folks. However, every conversation won’t turn into a sale and that’s okay. Try to encourage that person to instead leave their email for your newsletter and give them a card. If someone is rude to you, though it may be tough to resist the urge to clap back, don’t! It will spread like wildfire throughout that room and reflect poorly on you instead of the other person.
One thing that’s super important to remember is to greet everyone that comes to your table. Don’t allow them to stand there without speaking to them. As an event attendee, that turns me off. Everyone that comes to your table matters. Don’t judge them based on appearance and assume they can’t afford your product. If you are in a conversation with someone, invite those that approach your table into the conversation or at least let them you will be with them in a moment and they’re welcome to look around. Those small steps can make a world of difference.
In those instances, I keep my smile and simply ask them a few questions to understand why they don’t wear jewelry. Often times they say it's because they have allergic reactions so that opens up an opportunity for me to explain that our product is Lead & Nickel free! I always have Starlet Shimmer earrings that I can use to give to people hesitant to try Paparazzi. Keeping a positive attitude has led to a ton of sales from those folks. However, every conversation won’t turn into a sale and that’s okay. Try to encourage that person to instead leave their email for your newsletter and give them a card. If someone is rude to you, though it may be tough to resist the urge to clap back, don’t! It will spread like wildfire throughout that room and reflect poorly on you instead of the other person.
One thing that’s super important to remember is to greet everyone that comes to your table. Don’t allow them to stand there without speaking to them. As an event attendee, that turns me off. Everyone that comes to your table matters. Don’t judge them based on appearance and assume they can’t afford your product. If you are in a conversation with someone, invite those that approach your table into the conversation or at least let them you will be with them in a moment and they’re welcome to look around. Those small steps can make a world of difference.
What To Bring
Here’s a list of items you want to ensure that you bring with you when vending
- Inventory
- Tables & Chair (if not provided by the event)
- Table Covers
- Displays
- Hand Truck or Cart
- Lead slips (to collect contact information)
- Square Reader (Free if you order from Square – but if you need it quickly, its sold in stores for $10), Paypal Reader (Free if you order from Paypal) or Shopify Reader (Only if your website is hosted through Shopify)
- Money & Money Box to provide change
- Form to collect emails (can also be done with a tablet)
- Post Cards or Business Cards (I include a FB VIP Group flyer with y FB address on it to capture those that don’t buy. I use Vistaprint for printing.)
- Shopping Bags (I suggest using the ones Paparazzi sells in the Back office)
- Tissue Paper (to wrap jewelry in)
- Water and Snacks
- Phone or Camera to capture photos/video of your table and of customers
- Phone Charger
- An assistant (game changer)