The first thing you will need to do before you begin inviting vendors to
your show is determine how many vendor spaces you have available to sell.
This will require knowing the layout and size of your show hall.
Usually vendors occupy the same room as the show, along the outside walls.
They may occupy a separate room; if this is the case, then your job is much
easier; you simply calculate how many vendor spaces you want to fit in the
room, leaving adequate space for pathways through the room.
If the vendors are inside the show hall, you will need to measure out the
space based on the size of a vendor "space" (see below), space between
vendors, and the presence of obstacles, such as judging rings, the check-in
table, raffle table, concession, entrances, pathways to restrooms,
admission table, and master clerk table. This will then determine how much
space you have left over for vendors. If you have limited space, be sure to
let potential vendors know this in advance.
Vendors are generally invited to attend a particular show. That said, they
are expected to pay for their space.
You should send an invitation letter to vendors at least four months in
advance of the show. This gives the vendors time to make their schedule and
their decisions.
If you have past vendor contracts of vendors who have attended your show in
the past, you have the start of a good vendor database. Go through the last
couple of years' worth of contracts and record the names and addresses. If
you have a database program on your computer, you can even create a
computerized database, which can help when you are customizing letters or
mailing labels.
If you do not have past contracts or a list of vendors to contact, you may
need to begin collecting this data several months in advance. Attend shows
in your area and collect business cards and addresses of vendors working at
shows within a few hours of your location. Most vendors tend to work in a
particular geographic region. Take the opportunity to talk about your show
and get their interest.
You can also get vendor support through your local Yellow Pages. Some local
pet supply stores may be interested in becoming vendors.
There are several types of vendors, and some general rules of thumb about
inviting them.
- First, you should try to have one "big vendor". A "big vendor" tends to
occupy a large amount of space and sells a variety of cat supplies -- beds,
grooming implements, shampoos, beds, litter pans, grooming carts, etc.
While they appeal to the spectator, they are primarily there as a service
to the exhibitors, to give them a place to buy that emergency bottle of
waterless shampoo, or the litter pan to replace the one left at home, or a
new comb. There are three things to consider about big vendors. One, they
tend to book far in advance, so it is absolutely critical that you contact
them 4-6 months in advance. Two, they generally do not travel to one-day
shows. Three, they will not compete with one another -- you should invite
only one. If that one turns you down, try the next one, but do not ask more
than one simultaneously. This is why it is so important to start about six
months in advance on the big vendors.
- Second, try not to book more than a couple of vendors selling big-ticket
items. The most common example of the big-ticket item is cat furniture. If
you get more than two cat furniture vendors, it is polite to contact the
ones who turned in their contracts after the first two and give them the
option of bowing out of your show. Otherwise, if there are four or five
such vendors, none of them will make any money, reducing the chances that
any of them will want to attend your show again. Vendors will return to
shows where they made money, but they may opt out of shows where it cost
them more to attend than they made in sales. While you may want to invite
three or four, on the chance that you will probably get only one or two
such vendors, in the event that all of them wish to attend, giving the
option to skip this year's show is the considerate way to handle the
situation if you get more than two back.
- Third, as far as cat food vendors are concerned, the more the merrier.
Mostly you will find that cat food vendors have local distributors who
attend several shows during the year. These distributors are best found
through other cat shows.
- Fourth, try to attract a good variety and mix of vendors. I have been to
shows where 9 of the 10 vendors sold cat toys. That is not as much fun and
it didn't encourage me to shop. But a nice mix of cat food, jewelry, cat
toys, general cat supplies, cattery goods, and furniture makes shopping the
show almost as much fun as attending it. Remember that many spectators come
to the show as much to shop for cat stuff as they do to see the cats! And a
vendor making a profit is a happy vendor who will remember your show fondly
when the invitation comes next year.
Most shows charge by the "space", which is usually by the space taken up by
a folding conference-style table. A space is usually about 6 to 8 feet
long. It usually includes the table.
A vendor usually knows how many tables he or she will require, and will
order the number of spaces accordingly.
Vendor space prices may vary on a number of factors:
- your geographic location
- the anticipated size of your show
- the duration of your show (one-day or two-day)
- whether you will need to rent the tables
Most show producing clubs have a standard price for their vendor spaces. If
you do not know what this would be for your show, ask a club member. If
there is no set price, or even if there is one, you may wish to review with
neighboring clubs of a similar size to find out what they are charging.
Your price may vary if you need to factor in table rental prices or if you
are in a very expensive show hall.
Sale of vendor space will not, and should not be, a major moneymaker for
the club. It does help offset costs, but if you price vendor space too
high, you may find yourself with no vendors at your show.
Most clubs do not charge to bench cats at the vendor spaces. Many vendors
are also exhibitors, and therefore want their cats with them at the show.
While they pay their entry like everyone else, charging extra for the
special benching is not necessary. Simply set up the cage(s) behind the
tables.
The other "extra" that may require a separate charge is electrical access.
This will depend in some part on the show hall. Some show halls charge
extra for use of electrical outlets or extension cords. If a vendor wants
dedicated use of the outlet or extension cord, most clubs pass on this
charge to the vendor. Consult your show hall to determine whether the hall
charges for this.
Many clubs provide vendor space for local charitable organizations, such as
rescue groups and shelters. Consider offering half-price or free spaces to
such groups. If you are limited in space, you may wish to invite no more
than one or two to participate.
I found that setting up a Vendor Book was an excellent way to organize data
and set up a good system for future shows. It provides a good place to put
all the vendor information, and provides a neat package to pass on to
future vendor coordinators.
The Vendor Book is simply a large three-ring binder (a D-ring works best)
with several pocket inserts for holding the following items:
- blank invitation letters*
- vendor forms*
- blank confirmation letters/receipts*
- show fliers
- maps
- returned vendor contracts
- incoming checks
- envelopes and stamps
- your receipts
- past years' vendor contracts for reference
* Alternatively, you can keep these on a computer disk and customize the
information as needed. If you do this, get an insert you can snap into a
three-ring binder to store the appropriate floppy disks. It helps to have a
printed copy of a "blank" as well, in case the next vendor coordinator does
not use a computer.
Blank invitation letters: This is a letter you send to vendors asking them
if they wish to become a vendor for your show. Include information about
the show, or a show flier if available. It helps if you know how many
spectators and/or exhibitors you expect to attend. Be sure to include
prices for vendor space (see above), including extra charges for electrical
access. The vendor letter should be sent out no later than four months
before the show. (Be sure to include YOUR name, address, and phone number,
too!)
Vendor forms: The vendor form is what you send to the vendor to fill out
and return to you. This should include the following information:
- vendor's name
- vendor's business name, if different
- vendor's address
- vendor's daytime and evening telephone numbers
- vendor's FAX number and/or e-mail address
- how many spaces a vendor wishes to have
- whether the vendor needs an electrical connection
- a space for special requests, such as benching their cats at their booth
It is also helpful to ask on the vendor sheet what the vendor sells or what
services he or she provides. This can help the next vendor coordinator
decide who to invite the next year.
Blank confirmation letters/receipts: This letter is what you send out to
vendors after they have returned their vendor form and payment. This should
include confirmation of how many spaces they rented, the amount of payment,
the amount still owed (if any), and acknowledgement of any special requests
such as electrical access or benching. This confirmation letter can act as
the receipt for the vendor to use for tax purposes.
You should also include on the confirmation letter any information that the
vendor needs to know that may not appear on the show flier, such as
information about show hotels. It should also contain the information about
when the hall will be available for vendors to set up their booths, often
during the time that the club or cage service is setting up the rest of the
hall for the show. It should also contain the earliest time the show hall
will be open on the first day of the show if the vendor does not wish to
set up ahead of time.
Show flier: Show fliers should be sent out with the invitation letter (if
available) and with the confirmation letter (necessary).
Map: Map to the show hall, and/or written directions. This should go out
with the confirmation letter as well. The directions for the vendors should
also include specific instructions on where they may unload their vans or
trucks, if the hall has special loading doors or a loading dock.
Returned vendor contracts: The returned vendor contracts pocket should
contain all contracts returned to you for this show. This helps you keep
track of who is coming and how they will fit in the show hall.
Incoming checks, envelopes and stamps, your receipts: These are pockets for
housekeeping duties: checks from vendors (be sure to mark on their contract
whether they have paid in full or not) before you turn them into the show
treasurer; envelopes and stamps for sending confirmation letters; and any
receipts for expenses you incur, such as postage, or buying all the stuff
for the vendor book.
Past years' contracts for reference: You should keep vendor contracts from
the past three or four years to use for reference. Staple or clip them
together by year.
After you have your array of vendors for the show, you will need to decide
how to arrange them in the show hall. Having a map of the hall helps you
decide where to put vendors taking up more space and how they will fit in
the hall.
In general, it is best to mix the vendors up as much as possible. Don't put
two cat food vendors right next to one another. If you have three such
vendors and three walls, put one on each wall. If you have a vendor with
something showy, like elaborate cat trees or racks of shiny cat toys, a
space near the door will ensure that the spectators start shopping fairly
quickly and will become interested in all the vendors at the show. Bench
with variety and interest in mind.
Be sure to note which vendors needed their cats benched at their space, and
make sure they get their cages.
As vendor coordinator, you should try to be there when the vendors are
setting up. Put signs on each of the tables to tell which vendors are
positioned where, and have a map available at the door. Be on hand to
answer questions from vendors and troubleshoot when possible.
If your show hall has a loading dock, make sure there are some dolleys and
carts available to help vendors bring their goods into the show hall.
Mostly, once the show starts, your job is done. However, a thank you note
sent to participating vendors after the conclusion of the show is a nice
touch.
Budget | Entry Clerk | Exhibitors | Fundraising | Judges | Planning Timetable | Publicity
Ribbons & Rosettes | Show Flyer | Show Secretary | Showhall Layout |
Stewards | Supplies | Vendors
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