I thought I might share a few words of wisdom (or tips and tricks) for those of you who attend conferences and trade shows–from the other side. Having been on the other side of organizing vendor events and conferences, I thought it might be helpful to let you know what you can do as a vendor or participant to create a great working relationship with a conference planner, and make the most of the event to grow your business…
If I could give no other advice to those of you who attend conferences and events as vendors, it would be to register early, pay promptly, and be as thorough and complete as possible in your registration. A great deal of a conference planner’s time is spent dealing with “special cases”–vendors who ask for special treatment and favors, those who make incomplete payment or the credit card is declined or the check bounces, late paperwork, not reading the contracts, etc. By being professional and considerate, you will easily rise to the top of the list for a conference planner and he or she will be more likely to grant your special requests and make adjustments. Don’t wait until the last minute or your arrival to say you need an electrical outlet or you brought your VISA machine–address all these details in advance.
Just so you know, the people who organize conferences and vendor events are, by nature or nurture, quite organized individuals. They put a lot of time and attention into developing schedules and timelines, setting deadlines, working out the specifics with hotels and locations and a myriad other details that they make look so easy. Adhering to those deadlines and schedules will be so incredibly appreciated and you’ll quickly get a reputation for being a great vendor to work with.
Additionally, how you interact with the other participants and attendees is key. Are you friendly? Cooperative? Do you put on a good display? Are you fiercely competitive and temperamental? What you may think makes you a fierce business-person may also make you a difficult vendor to work with. Believe it or not, the conference planner wants you to be successful, make sales and have quality interactions with the attendees too–but he or she doesn’t want you to blow it for other participants. Be nice, courteous, and focus on your customer service and salesperson-ship–both with attendees and other vendors.
Finally, neatness counts–keep your area neat, clean up after yourself, and don’t leave a big mess, as well as articles and product, behind for the event/conference planner to clean up. By showing up on time, being considerate and cooperative, and looking after your own station and supplies, you’ll quickly get a reputation for being a primo vendor instead of someone the conference planner would rather not see again.