As you may not be familiar with a particular destination of interest, a DMC will help with all the information you need including: Best venues to host your event These are the people who will help sell tickets and shape attendees experiences. They will help you come up with ideas and templates of promotional materials that will maintain a subtle theme. Planning a conference can be a large undertaking, but this step-by-step checklist will help ensure whatever you plan will be a success. Finding the ideal space for your event is like looking for the perfect apartment. They help you elevate the attendee experience. Determine how you will get your products to and from the event and how you will set up your booth. The first step is to find events. Another virtual event engagement idea is to hire an expert related to whiskey or wine. or choose a link from nav bar above. Pitches are generally oversubscribed and festival organisers can select the most suitable. DISCLAIMER: Products are subject to state availability. Make sure you have a clear understanding of what comes with your contract and what doesnt. Thanks for joining the Greenlight community! Consider your audience when choosing the types of vendors. Priority is also given to vendors that offer highly-curated imported goods and non-profits. The typical process of a vendor entails a . These can be other companies in your industry, publishers, or even CPG brands like food or beverage makers (which can replace some of your vendors above). Sometimes, your venue provides certain services. Congratulations! Ready to lock in your event vendor? Contact usand let us help simplify your workflow. Event planners always assume that the best vendors are the most expensive ones. If youre looking for the press attention, make sure you invite the media (and/or influencers in your industry) to ensure youll be seen, heard, and noticed within the community. Whether its your first time as a festival vendor or your tenth, brush up on the festival vending tips you need to know to have a great day and a better booth. Some locations maintain a waitlist for booth space. Main Stage Areas. Provide this volunteer access to all the information they need to help attendees and equip them with t-shirts that help people identify them in the crowd. This team can help make your event a success by ensuring that when an issue arises, you have a team to help deal with it quickly. Since volunteers are often the main workforce during a festival event, its a good idea to provide a strategic approach to managing them so you can get the most out of your team. Based on a recent survey of 180 planners, the perfect venue largely boils down to these four things: Flexibility of the space to meet the event objective, Availability of networking spaces where attendees can engage each other, Opportunity to discover authentic local culture, food, and experiences. Signage so guests know where to go when they arrive. For some businesses, the post-sale is often more of a focus than getting new customers. Your casuals must be professional and elegantly dressed on the event day. Pitches are generally oversubscribed and festival organisers can select the most suitable. Volunteers are the core foundation of any nonprofit organization! . Seating and dcor: Depending on the venue especially if you choose a nontraditional space you may have to rent tables, chairs, and/or linens. Fall Festival is an arts and crafts festival. They are the people who ensure all the wheels turn to deliver a great attendee experience. You might also want to build relationships with other vendors who might alert you to other festivals you would like. Note: This page lists antique malls, year-round/permanent markets and multi-vendor spaces where resellers can rent booth space or tables on a permanent or rotating . But what if you had help with all these tasks? Be on top of your events management game by using the ultimate events software. It may seem overwhelming when you begin to look at the options, but it is helpful if you know there are five common types of music festivals. Destination Management Company DMCs come in handy when you want to plan a destination event. It's not every other newsletter. InitLive has had the privilege of working with many conferences, some of which are the largest in their industry. Music is necessary for almost every event, and we know DJs and tribute bands probably come to mind first. VIP Areas. Their equipment should also be in good shape. Volunteers and staff are the people behind the scenes who ensure that every attendee has a memorable and positive festival experience. Its also good for these volunteers to have some cash-handling skills! You can also set up secure payment processing so your attendees can pay with confidence. Whew. Some florists offer both, while others strictly grow and sell flowers. Communication consultants help with things like choosing the best method to communicate your type of event professionally. Every music festival provides opportunities for food and beverage vendors usually providing a wide range to suit different tastes and budgets. To learn more about the InitLive solution, click the button below. plywood). Here's a list of the various types of vendors: Manufacturer Manufacturers deliver their products to wholesalers or retailers, who then sell them to consumers. The following are common vendor management capabilities. After all, you dont want to be stuck with a huge bill at the end of the day! and create a bad experience for attendees. Use this downloadable speaker brief template to create a speaker brief thatll help lock them in and keep them committed. From there, Volunteer Management Software: FAQ +18 Top Solutions, How to Promote Events on Instagram and Boost Attendance, The Complete Step-by-Step Festival Planning Guide for 2021. Be sure to review the vendor rules. You want to think of it as building a lasting relationship when you set out to hire vendors. Whats the deal with exclusivity? It can help to do a dry run set up your table displays at home to ensure theyre what you envision. 2. For sellers of merchandise priority is usually given to vendors who offerunique crafts, particularly if the vendor can demonstrate their craft on site (either the making of it or the use of it). Whether or not, you still need a team that is good at marketing to promote your event. Theres nothing worse than getting lost and missing your favorite artist at a festival. So, step one is figuring out which event logistics items youll be responsible for on your own. While its a simple gesture, it can go a long way in leaving a lasting, positive impression. You may also want to recruit or schedule employees to help you work your booth. Events like Woodstock, Coachella, and Burning Man draw massive crowds every year. Make sure the details you discuss with your vendors are clear and defined. Ask if there is any designated area where you can store things (swag, signage, food and drinks for your staff, etc.). Indoor events rarely need furniture supplies, so for an indoor event, a party rental supplier may or may not be required. Open markets and festivals can either be open to all vendors who are interested in attending, or they can be juried, meaning the participants are judged based on the quality of the work. How to make the most of the day You'll already be way ahead of the game by following the tips above, but here are a few more pro vendor tips to make the most of any festival. But dont be afraid to brainstorm other entertainment possibilities that could complement your events theme. Planning and organizing an event is no small feat from deciding the type of event to managing its logistics, theres a lot that goes into it. Our event management software can help you tackle every step of the process from before your event begins with custom landing page creation and ticketing until after it ends with post-event communications. Several qualified vendors are trying to penetrate the market, and they dont charge that much. See if there are any particular rules around lighting in the venue. Parking Team. Events.com Promote allows organizers to promote their events to event-goers through digital marketing services like local calendar listings, social media ads and detailed conversion reporting, and more. Weather gear, such as umbrellas and waterproof containers to store your goods if it rains, a portable fan if its hot, and zip ties and weights if its windy. Pay attention to gratuity. 1. Good vendors are usually flexible and willing to offer a customized event package. Its not enough to have vendors at your event; its choosing the right vendors thats most important. Set the stage by giving customers space to browse your products without feeling pressured. A great fit for multi-event producers or one-time occurrences such as festivals, fundraisers, conferences, ceremonies, sporting and academic events. Other details you can try to negotiate are due dates; if a prepayment discount is available; and/or if they are willing to provide anything extra. This would typically include makers and sellers of handmade jewellery, one-of-a-kind clothing and small-batch bath and beauty products. This way, you can avoid issues and ensure attendees have a good first impression of your event. Its more than just the address where youll hold the event; it sets the tone and plays a significant role in the overall experience. 1. Set the mood: play music as guests arrive (ensure the venue is capable of this if you want it), Have plenty of swag to give away to guests and staff/vendors. According to statistics shared by Billboard, around 32 million people attend at least one music festival in the United States. With over 15 categories, you can choose the service types that are . Shopping Include shopping stalls for browsing gifts at your Christmas festival combining a festive activity with productive holiday shopping is a win for guests. Some vendors provide uniforms for casuals; however, you may choose to have them wear your costumes to promote your business as the event planner. Before you do anything, you have to make sure your event destination takes into account of your events objective you want to think about which destination (city, venue, and event space) will help you achieve your overall goal (whether its to promote your product, drive brand awareness, close deals, etc.) Youll want one that has a great reputation and experience in preparing food for large crowds in an event space. Some of the most popular types include: Arts: An arts festival is an event that centers on a form of creative work, such as music, literature, visual art and comedy. Eventzilla lets you sell tickets online and manage attendees from one integrated application. Join in the food truck wars,. Before signing up, it is good practice to attend festivals to get an idea of the types of businesses that participate. In fact, it generally takes six to eight touches before a potential customer makes an initial purchase. Try to mock an agenda. This is a great way to identify those that are worth your time and those to avoid. Events.com has you covered. For instance, outdoor musical festivals often have a more relaxed, chill vibe. Depending on the traffic of the event, having extra hands can help with customer service and give you coverage when you need to take a break. Conference Planning: A Step-by-Step Checklist for Success (Backup - Aug 2022), Make Your Small Business Event the Talk of the Town: 4 Tips, Volunteer Apps: 8 Top Options to Simplify Program Management. What types of vendors do you typically accept? Types of Vendors There are several types of vendors, but in general, they all fall into one or two of four categories: Manufacturer: Manufacturers turn raw materials into finished goods and. For advice regarding your particular insurance needs, you should speak with your broker or agent to ensure that you have the appropriate coverages and limits. Even if attendees dont make purchases during the event itself, its a chance to gently introduce unfamiliar, hesitant consumers to your brand while fostering community. Interactive experiences: f youre considering bringing in a vendor that does a social media wall or Instagram photo booth, for example, youll want to ensure that your contact is tech-savvy. A great fit for everyday users such as nonprofits, charities, education, healthcare, corporate social responsibility, faith, and political organizations. will have a list of preferred vendors they routinely work with, which can simplify your event logistics game plan. Finally, take some deep breaths, smile, and sell! If your items are wearable, set up your display and provide a mirror to encourage customers to try them on. To make things more difficult, SEO is a constantly changing practice. And who will you bring in to help? A lot goes into offering a truly exceptional event, and volunteers are the people who execute much of the hard work. Then determine the key performance indicators that will help you measure your success. Make sure you include this information when requesting a quote. What is the attendee going to experience as they take in all of this content? Venue Manager Event venues usually have a go-to someone who will work hand in hand with your team (particularly the On-Site Coordinator). Take a tour through the product and see how we deliver an excellent software experience. See our accessibility tips. Leave room for negotiation. makers, designers, and health and wellness professionals who share their unique products with the event goer community. Examples of B2C vendors include retail operations such as grocery and clothing stores and service providers such as cable and Internet companies. And if you have stale inventory from your physical or online store that fits the market, bring it to the event to encourage sales. For instance, outdoor musical festivals often have a more relaxed, chill vibe. The best way to ensure that every volunteer is matched to the right role is to collect important information like qualifications, interests, skills, and availability through your volunteer sign-up form. As a volunteer management expert, InitLive can help take the stress off by offering insight into some frequent concerns about festival volunteers. platform is easy to use and has comprehensive features for managing the entire music festival planning process including a specific vendor module. , for example, youll want to ensure that your contact is tech-savvy. Sometimes tip jars arent allowed, so be sure to check with your venue and vendors so you can decide on the right approach. Climate is a key factor to think about, especially if any part of your event will take place outside (even if its just the check-in line!). Brand awareness:events are a great way to get your brands name out there (and associate it with a memorable experience). Talk to other local vendors to get their input on shows in your area. Pizza, chicken fingers, popcorn, funnel cakes, cheesesteaks and hot dogs are all possible food vending . For specific legal advice, please contact an attorney. and find how you can create an exclusive event experience attendees crave at the price theyre willing to pay. Some event attendees may want to shop with you after the event, so share business cards or catalogues so theyll remember your name. All it takes is one subpar vendor to upset your. Entrance volunteers need to be cool-headed and able to communicate effectively to attendees if there is a problem. People flock to outdoor festivals to have fun, and a lot of your sales will come from impulse purchases. These volunteers should be physically fit and able to put things together if required to get your venue set for the first day of the festival. Do you want to highlight a particular type of music? Food and Beverage, Ice Cream Only and Other A Vending Permit is required for Have you been thinking about organizing a music festival but arent sure where to start? Growing professional networks: some businesses throw events to attract business or channel partners, advertisers, or press. How late can you stay? Well-fed and hydrated workers = better workers. Be meticulous and leave nothing to chance. Then start contacting potential sponsors as soon as possible. An event can be quite overwhelming; each professional should focus on one job so that they can put their best foot forward. That requires a team of volunteers who scan tickets or wristbands and ensure that everyone gets through security in a timely manner. Vendors will have the opportunity to introduce their food to hungry guests, and you'll demonstrate your support of local businesses. Description of service, including date and hours, Leave room for negotiation. Here are some to consider: Caterers: Finding a catering service that will tailor the perfect menu for your guests is important. There's the Book Festival, home to top authors and commentators and set in leafy Charlotte Square; the International Festival, which hosts lush, clever productions of the high arts; the Art Festival, which gathers together special exhibitions and regular galleries; and the Fringe, which is what most people mean when they talk airily of the Festival, bulging with all manner of comedy, theatre . Youve got your destination, youve got your venue. Pick the festivals, fairs or markets you are interested in. If youre ready to venture outdoors, here are some tips for finding success at festivals and other events. Consider recruiting volunteer photographers who are looking to build their portfolio and empower them to capture your event and share the images through your social media channels. You may want real bouquets or plastic ones. Results arent immediate. To ensure your festival is set up for success, check out the following additional resources: Join a network of volunteer management leaders and receive weekly blog updates. Where are you allowed to hang coats and bags, and how do you have to hang it? See what's offered in your state here. Eeks. Avoid being vague, and set SMART (specific, measurable, attainable, relevant, timely) goals. The application process for the retail focused vendors will usually stipulate what they are looking for and given that pitches will be oversubscribed they will list attributes that will make and application more attractive to the. Budgeting may be one of the least exciting aspects of music festival planning, but it is one of the most critical. Conferences are an important part of professional development and business networking for all industries. Distributing the application form and requirement package to food vendors. They run the show and can be in charge of many different things ranging from stage design (tech) to run of show (content, materials, and speakers), to the production and installation of branded decor, to the coordination of other vendors. A team of volunteer runners can fill in the gaps or even take over a role for a no-show volunteer. Priority is also given to vendors that offer highly-curated imported goods and non-profits. Its important to invest time and resources in SEO. This category of vendor may include vendors offering services such as Yoga, Salon and Massage etc. Or, maybe they have vendors they like to work with that they could recommend for you. Your event website is the first place potential volunteers will go to discover available opportunities. Not everyone will show up with pre-purchased tickets. Discover the key value our platform can provide to your mission. They dont have to be brand new, but at least they should be in good shape. If you want sponsors, create a sponsor proposal. Sales:events give you the opportunity to connect with prospects in-person, and also let you to create the ideal environment (whether it be a lively and interactive experience, or a more professional setting). Entrance volunteers need to be cool-headed and able to communicate effectively to attendees if there is a problem. This is the part that most event planners dread (and requires the most research and paperwork). Search. DMCs come in handy when you want toplan a destination event. Look for an experienced company who can adjust to any kitchen set up, order the proper amount of food for your party size, and has the manpower to clean up along the way so your event doesnt get trashed. It happens. Before your music festival, coordinate with your event staff and security members. With such an important role in your festival, it is well worth it to invest in setting your festival volunteers up for success. As a planner, you do not just look for a vendor who can deliver as requested, but also a vendor who can complement your budget. On the same note, they should be able to provide entertainment materials such as sound systems, DJ decks, microphones, and the like. Festival Vendors by state for US Festivals and Events. Although mostly quieter the camping grounds still offer abustling atmosphere and are ideal for craft demonstrations. Lets jump in. While its not entirely wrong, you may need people who are experienced with customer service to handle your guests. Stationery designers should also offer printing services for your designed materials. Staff can answer questions, assist with issues, and sell tickets (and merch) at the door. Any business can put on a decent event. Secondary consideration will generally be given to retail vendors who sell merchandise that they do not personally make by hand and would be viewed less favourably but of course will always be considered depending on the number of vendor. Local event rental companies are usually a good place to start. Get specific. Its always good to ask if there there any other fees that havent been discussed yet. for small businesses. It is celebrated annually every May in Kelowna, British Columbia. While many events have a team of professional security guards, volunteer security teams can assist with security where needed, given the correct training. These provide good opportunities for vendors with a focus on offering more premium products and services. Cop it now. Is there a freight elevator for large equipment and furniture? Even if you dont have all of these details fleshed out, this information will help you better target the right guest speakers. Look for a solution that can manage the entire volunteer life cyclefrom recruitment and scheduling to management and communication. Hiring a professional to capture an event is pretty standard these days, though user-generated phone photos are also highlighted during and after events more frequently. We also use third-party cookies that help us analyze and understand how you use this website. Has your business scored a vendor booth at an upcoming festival? Start with the question, Why am I organizing this festival? The best music events have a purpose or mission. The information contained on this page is intended to provide general information only. To maximize comfort and limit wait time, we suggest having two bathrooms for every 50-75 people. To start your music festival planning, visit Events.com today! That way, your team can access the list and mark them off as they go. This is something often forgotten by a lot of event planners, and incredibly important to us at Splash. Set the topics that are gonna ladder up to that theme. This could include broken dish ware, tables, chairs, stains or spills, and other similar damages. In order to manage your festival volunteers, youll need to invest in technology to reduce any confusion and barriers. Use your events to bring people together around a cause, a brand, a new product, or just a time to meet and mingle with new faces. In this guide, well cover the following: There are a lot of moving parts to consider when building out a festival volunteer management process. If you have guests coming from out of town, you may need to organize hotels or other overnight accommodations. Third-party damage insurance covers any damages made to the venue during the event. If the event was successful, cultivate a relationship with the event organizers so they invite you back. The right event software makes festival ticketing and merch sales for your music event a breeze. Be honest about your budget and. Some events are juried, which means you need to submit photos and be approved. While the perfect location is a must, it can often be a challenge. There may also be rules about the types of signage or lighting you can use at your booth. All it takes is one subpar vendor to upset your event logistics and create a bad experience for attendees. Big brands, such as Red Bull and Steamwhistle, use festivals as experiential marketing opportunities. Even small-scale festivals will need a planning team to ensure everything goes according to plan.