What To Do Before the Show Get Organized With These Tips

April 2023, by Kim Schroeder, Warrens Cranberry Festival

Once accepted into a show, collect and organize all contracts and information about the event. Add all upcoming deadlines to your calendar and familiarize yourself with the show’s rules and regulations. 

It is also time to reserve housing. Book it early to help guarantee your room and rates. Make travel arrangements and allow for booth setup and teardown schedules. 

Learn about the event. Go to its website and do your research. 

Create the right booth presentation, and practice your setup several times before heading to the show. Make sure you can set it up and take it down.  

Modify your product displays at home. Use the internet to find ideas that work for your products. 

The best-looking booths have the products arranged at various levels. If products are not visible, customers cannot buy them. 

Create a display that is inviting and comfortable. Take several pictures of your booth setup for future shows that request photos of your setup. 

Invest in or create a banner or sign with your business name on it. Think of your booth as a storefront. 

Other preparation advice includes pricing all your items and displaying your prices. Appeal to the varied budgets of your buyers by having a wide variety of price points. 

Promotion Tips 

Advertise the event on your social media. As the event gets closer, consider offering a coupon code to use during the show. An example is: Be sure to stop by and use coupon code “Facebook” to receive a 10% discount. 

Think about your marketing materials. Look at the event as one of your biggest advertising opportunities. Make sure you sell not only your products but also your business. 

Prep your business cards for the show. You could set one in a frame or mount it on foam core and hang it up in your space. I would set it at the end of your table so people snapping pictures of your business card are not standing in the way of shoppers. 

Another idea is to let your business cards serve as price tags. Or, instead of handing out business cards, print flyers that have your information on them. These are harder to lose than a business card. 

Invite customers to join a mailing list by collecting their name and email. You can use a clipboard. 

What to Pack 

• Tent, canopy, side walls, and weights. 
• Tables, covers, risers, shelves, and other display furniture. 
• Mirror. 
• Binder clips, multitool, tape measure, dolly, and safety pins. 
• Banner, business cards, paper, pens, scissors, and tape. 
• Chair or stool. 
• Change/cash box, credit card scanner, phone charger, and backup energy source. Make it easy for your customers to pay you. Have your credit card authorization phone number and any other details you need for contacting your service provider if you have problems. 
• Tissue paper and shopping bags for packing products customers purchase. 
• Baby wipes for outdoor shows, as they can get dusty. 
• Water, snacks, paper towels, and garbage bags. 
• Show information, directions, and your booth number. 
• Tax information and your business license. 
• Vendor permit. 

To Have a Successful Show 

• Be aware of how you conduct yourself when you are in your booth during show hours — performance, actions, be friendly and greet everyone that walks into your booth. People buy from people they like — be likeable. It takes four seconds to make an impression and you only have one chance to make a first impression. 
• Stay off your phone or tablet. 
• Do not pack up early; plan to serve customers until the show ends and then begin teardown. Never leave early, even if it’s slow. It is rude to be packing up and leaving while customers are still browsing other booths. You never know who might stop by. 
• Make sure your space is neat and tidy. 
• Do not be late! Be ready to go at the specified time with everything set up. You will have more time and less problems. Arriving early will allow you time to walk the event before it starts. 
• Stay in your own space. There is nothing more annoying than having another vendor’s display overflow into your space. Be conscious of your borders and corners in your display. 
• Engage with customers; I don’t know how many times I have seen a vendor sitting behind their booth, eating, staring at their phone, etc. 
• Network with other vendors when it is slow. They are the best source for future event leads. 
• Make posts on social media throughout the event. 
• Be friendly and have fun!