How do we get enough vendors (and the correct vendors, and the correct merchandise) to make our attendees happy?  What can we do to ensure a win-win for vendors and conference organizers?

Discussion of vendor-related issues.

Please respond to this first post unless you're specifically addressing a subtopic raised in a major subpost.

 

Comments

Sat, 02/04/2012 - 00:36

Cat Brysch

to be offered to your intended attendees  and do it early.  It might mean contacting newsletters of the state/region/nation level guilds and organizations that are targeted.  To get enough vendors, contact them early to get your event on their calendar, offer enticing booth prices, offer helpful facts on scheduling, parking, lodging, etc that helps the vendors know what to expect if they commit.  Importantly, offer plenty of "face time" with your attendees who are coming most definitely for the vendor opportunities that they probably totally lack at home. Use good PR techniques to get the public in sometime during the conference, so vendors can at least make expenses which happens more than you know. Finally, try to see the event through the vendor's eyes...are there ramps that make 'moving in' possible? Do they have enough time to set up before the show and break down after the show?  Is there easy access to basic needs like food while they are trying to run their booth often alone? Where do they park their sometime huge rigs?  I've passed up invitations because basic needs were of little interest and there are a few disasters that I will avoid ever returning because they are so poorly run.

Sat, 02/04/2012 - 01:17

laurafry

Cat brings up several very important points.  A time in the schedule when there are no other events so that attendees can go shopping without 'missing' some other event.  Easy access to the hall (NO stairs to drag heavy loads in and out) far enough in advance of the opening time to get everything set up (at least 4 hours, more if at all possible).  Info about lodging, food, and clear directions to the hall with info about loading docks/ramps, parking and so on.  A parking pass if there is only paid parking available is a nice touch - even if the vendor has to pay for it themselves in their booth rent.

Let vendors know usual attendance - if it is less than 100, more than 200, more than 400.  These numbers will let them know if the event might be worthwhile attending.

cheers,

Laura

Sat, 02/04/2012 - 02:05

Sara von Tresckow

Vending time with no competing events is very important.

Attracting local people in addition to those attending the conference makes a real difference. Often the regional conferences are held in a setting that is great for those attending, but so far from any population centers that no one comes "from the neighborhood".

I recall a Midwest Conference listed in Sheboygan, WI - the college was out in farm country right behind the Johnsonville bratwurst plant on a county road that is difficult even for locals to find. The organizers had a lovely hall, good setup, great schedule - and as close as it was to both Milwaukee and Green Bay (home to many weavers), no one took the time to drive out there and take a look. The vendors mostly went home without making expenses.

The recent conference in Houghton/Hancock, MI worked much better - it took place in an area with many weavers and was so remote that those weavers came quite a distance to check out the vendor hall.

Sat, 02/04/2012 - 02:51

Joanne Hall

Over the years we have noticed reduced attendance at weaving conferences.  Part of the reason is that there are many local festivals and events in most all states for one to attend.  So, it is becoming hard for vendors to make expenses, a matter others have mentioned.  With smaller attendance at the conferences, the vendor hall can be very empty during the morning and afternoon when the participants are in classes.  The noon time break is sometimes the only busy time during the day.  Some vendors will be happy to break even, if there is a chance that there will be future orders from all the literature handed out, demonstrations given and the new customers who visited the booth. 

But when some conferences are held on the same weekend, the conference may have trouble filling the vendor hall.    They may then have to offer more incentives to get the vendors to come.

Joanne

Tue, 02/28/2012 - 20:10

Marlene (not verified)

I was in charge of vendors for CNCH 2002 (Conference of Northern California Handweavers) and now as co-chair in 2012.  Our large vendor conference is held on the even years (same year as Convergence) and we have a smaller alternative conference on the odd years without vendors.  This decision was made about 25 years ago with a survey among vendors who wanted us to have the vendor conference in the even years.  Since most other regional conferences are in the odd years, the vendors said there aren't as many opportunities to sell in the even years.  So they welcomed us having our large vendor conference in the even years.  Prior to this change we had a large vendor conference every year but it was getting harder and harder to get the volunteers to run the conference.  We have five areas who take turns running the conference so that in a ten year period, an area will run a vendor conference and also an alternative conference.

In planning this 2012 conference, we are trying to help the vendors as much as possible.  The conference is being held at the Oakland Convention Center which is in downtown Oakland, Calfornia and one block from a BART station which will make it very easy for people to take public transportation.  The convention center itself is very vendor friendly with two loading docks.  The vendors have lots of time to set up.  We also have a wonderful publicity person who is doing a great job so we anticipate many day visitors for Saturday and Sunday.  And we have many registrants also so we anticipate a great conference.  Go to cnch.org if you want to see what the conference is about.  And if you can attend for the day, there will be a $2 off coupon on the website for the day visitor fee.

Marlene Golden