For example, if youre exhibiting at your citys Earth Day festival, youll want to focus on sustainable, eco-friendly products. If your festival has multiple stages and performance areas, you will need a team of volunteers on hand to help backstage and provide the artist with everything they need. Take a tour through the product and see how we deliver an excellent software experience. Start with the question, Why am I organizing this festival? The best music events have a purpose or mission. 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. Consider the customer experience and create an inviting display for your products. All it takes is one subpar vendor to upset your. step-by-step process for finding the best speakers for your events. It's every other week, four minutes long, and just Vet your vendor potentials by looking at their Better Business Bureau rating, and check out review sites like Angies List and Google. Some events allow you to rent tents and tables, which is convenient because your space will be partially set up when you arrive. Check the supplies before the big day and confirm that they are in good shape. You might also want to build relationships with other vendors who might alert you to other festivals you would like. within walking distance. 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. You could even offer a small discount on their next purchase. Choose a Perfect Venue Location and Book It. So what exactly should you be looking for? 2. That will ensure greater estimate accuracy and make it easier to compare your options. 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). Outdoor events require so much including: Get a supplier with new furniture and stages. You want to ensure they can move efficiently and safely to avoid accidents and delays. A team of volunteer runners can fill in the gaps or even take over a role for a no-show volunteer. Congratulations! Any business can put on a decent event. Where should this thing happen? While the perfect location is a must, it can often be a challenge. Customer engagement: your customers are your number one priority, but how often do you get to actually spend time with them in-person? Some planners gather friends to work as casuals for the day. A lot goes into offering a truly exceptional event, and volunteers are the people who execute much of the hard work. Trading requirements. Pro tip:Your work doesnt stop after your event ends. An event can be quite overwhelming; each professional should focus on one job so that they can put their best foot forward. Get ourstep-by-step process for finding the best speakers for your events. Give lots of thought to designing an eye-catching booth that matches your branding and highlights your business name. The right event software makes festival ticketing and merch sales for your music event a breeze. Drinks and healthy snacks that keep you hydrated and provide energy. For a list by state of our Vendors. Try to include all of the lunch breaks, the bathroom breaks. If possible, reserve your space for their next event before leaving. Next, plan the logistics. They can also typically accommodate more attendees than indoor venues. Below is a list of types of acts that are guaranteed to get your audience's attention. Talk to other local vendors to get their input on shows in your area. Well be answering all of these questions later on, but lets start with your event goal. InitLive has had the privilege of working with many conferences, some of which are the largest in their industry. The hot outdoors is the place to be in summertime, whether dancing with a sea of festival-goers, gasping at acrobatic circus performers, savouring gourmet fare from a food truck, kicking back on a restaurant's sunny terrace with a drink or picnicking alongside happy Montrealers in the park. Good vendors are usually flexible and willing to offer a customized event package. Food and Beverage, Ice Cream Only and Other A Vending Permit is required for To avoid getting in a financial bind, include a contingency line. This can help you plan your long-term event strategy. Some catering companies may have this stuff covered, including sound and lighting equipment, but if you need a crazy-custom light show, you may want to go with a specialist. 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. You can also send a post-event survey, which can provide you with valuable insight into the experiences and satisfaction of your attendees and help you improve future festivals. It can be a beneficial tool for reducing stress, avoiding duplicating tasks, and remembering small but critical details. But what about your VIP guests? This can be done with a numbering system or just a yes/no type flag. Consider posting your volunteer opportunities directly on the web page so that individuals can directly sign up for the roles and shifts that interest them most. 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. Its surprisingly challenging to gather a team of people who will work as ushers in an event. Much like sponsorships, a big-name artist wont mean much if they dont interest your intended audience. The Beer Festival is a three-day Canada summer festival. 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. Here are four points to get you thinking along the right lines: 1. But hopefully this list will help make sure you remember every little thing you needwhen it comes to your event venue. Be meticulous and leave nothing to chance. It's also worthasking aboutany kitchen or designated prep areas. You can also ask the vendors about their experiences. Dont just get any florist, get a florist who can provide the type of flowers you want. If youre planning on taking the event live on either TV or social media, also have another team to work on that. Luckily, InitLive has helped dozens of event and festival producers recruit, schedule, and manage volunteers through a single volunteer management software. You may also want to include add-ons for merch (such as T-shirts), parking passes, food and drink tickets, and other items. and create a bad experience for attendees. But what about your VIP guests? DMCs come in handy when you want toplan a destination event. Join in the food truck wars,. We have a solid understanding of what it takes to build a committed team and ensure your festival is a success through this experience. A good catering company will assure you of their perfect cooking by making samples and inviting you for tasting. Encourage your current clientele to visit your booth by promoting the eventon social media. Discover the key value our platform can provide to your mission. And consider getting a small promotional product that you can give away for free, like a paper fan with your company name and website on it. each year, which is more than the population of Texas, the second-most populous state in the nation. The VIP areas are usually located both inside the festival and in VIP camping areas. Procurement The process of due diligence in selecting vendors and purchasing services. Find the perfect event speaker? After all, you dont want to be stuck with a huge bill at the end of the day! Depending on the size and complexity of your music festival, consider giving yourself 15% to 20% of your total budget. Thanks for joining the Greenlight community! This site uses Akismet to reduce spam. The good news is that finding exceptional event vendors isnt as challenging as you might think. For potential non-food vendors the competition for pitches can be fierce but if the vendor can fit into some of the categories noted. As a rule of thumb, look for a partner who: Has a brand identity that meshes with yours, Can offer something relevant to your events audience. You want to think of it as building a lasting relationship when you set out to hire vendors. Know The Details Indoor events rarely need furniture supplies, so for an indoor event, a party rental supplier may or may not be required. Does the venue have its own garbage area/disposal, or does your team have to deal with it? Previously opened bottles could be contaminated and become an embarrassing situation for you. It's more than just the address where you'll hold the event; it sets the tone and plays a significant role in the overall experience. Eventzilla lets you sell tickets online and manage attendees from one integrated application. You always need a plan B! Leverage partnerships. These are the people who will help sell tickets and shape attendees experiences. When you think of an event speaker, your mind might go straight to a stuffy auditorium filled with people barely paying attention. Vendor events such as these are usually on the weekend so you can keep your day job and have a fun side hustle on the weekend. Necessary cookies are absolutely essential for the website to function properly. For example, make sure to pack the following: Whether you run a restaurant, sell retail goods, book appointments or just need a versatile POS for whatever comes next, we have the point-of-sale software that will best support you and your unique business needs. Finding the ideal space for your event is like looking for the perfect apartment. Confirm whether or not the venue has a liquor license, and if you have to provide your own bar staff. Include shopping stalls for browsing gifts at your Christmas festival combining a festive activity with productive holiday shopping is a win for guests. It also wouldnt hurt to create a list of event suppliers you come across for future reference. Big brands, such as Red Bull and Steamwhistle, use festivals as experiential marketing opportunities. A vendor is a person or business that purchases goods and services from distributors and resells these items to consumers or other businesses. Market with incentives. Make sure you include this information when requesting a quote. 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. They also try to find a balance of other retailers that can offer holistic services to event goers including yoga sessions and massage treatments for example. It is celebrated annually every May in Kelowna, British Columbia. and then choose a venue thats conveniently located near restaurants, coffee shops, hotels, etc. Try and find options that are close to the venue, but also in a good location with restaurants, coffee shops, convenience stores, etc. We surveyed event planners on all the event mistakes they've ever made, and here's what they said. The first step is to find events. FAQs, Every music festival provides opportunities for food and beverage vendors usually providing a wide range to suit different tastes and budgets. All Rights Reserved. Perhaps you want to bring attention to up-and-coming independent artists in the music industry or even raise money for a cause. Bringing people together from all around the world in the same industry to learn and share is essential for innovation. Priority is also given to vendors that offer highly-curated imported goods and non-profits. Whether you are new in the industry, or you need some insight on how to go about event communication, a communication consultant is the go-to person. The best music festivals are about more than just the music. Youll make adjustments on the fly, make friends with the staff, and feel confident about being able to set everything up just right. 9 Types of Vendor Management . Leave room for negotiation. 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. Begin by choosing your city carefully (is it easy to get to for your target audience?) If youre ready to venture outdoors, here are some tips for finding success at festivals and other events. To avoid confusion and frustration, schedule a team of volunteers to direct traffic and assist with parking. Virtual Event Bags Were here to break that stereotype, because your speakers have the power to take your event to the next level (whether its a big conference, VIP roundtable, educational seminar, product launch, or otherwise). The types of vendors you'll need to hire for events include: Art director: handles design, computer imaging, etc. You must ensure that the bottles brought to the event are all sealed. 1. How many bathrooms can you use? Join a community of 50,000+ small business owners and get insights and inspo every other Using an events software management platform like FestivalPro music festival organisers get all the functionality they need to manage vendor pitch planning and booking. JavaScript is required for full functionality of this site. 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 . iRead more about AM Best's Credit Ratings here. This could include broken dish ware, tables, chairs, stains or spills, and other similar damages. Look for a solution that can manage the entire volunteer life cyclefrom recruitment and scheduling to management and communication. Music is necessary for almost every event, and we know DJs and tribute bands probably come to mind first. 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 Do you want to highlight a particular type of music? Today, there are numerous marketing channels for promoting your upcoming festival, including: Start your event marketing efforts early. Be sure to review the vendor rules. The next time youre thinking about partnering up for an event, use this three-step event partnership strategy including how to pick, pitch, and execute a successful event partnership. This is something often forgotten by a lot of event planners, and incredibly important to us at Splash. See what's offered in your state here. Guide your team and give them your expectations. Create a volunteer web page with detailed information about how to get involved with your event and all the great perks that come with volunteering. She has been a regular columnist for FastCompany.com for five years, and her byline has appeared in Inc., Entrepreneur, and Parade. Now that you got those logistics down, it's time for our favorite part. You likely have some questions about what it takes to plan a festival. These cookies will be stored in your browser only with your consent. Pitches are generally oversubscribed and festival organisers can select the most suitable. 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. ), and more. Knowing the essentials to improve your search rankings, also called search engine optimization (SEO), will go a long way toward making your web presence successful. Follow this festival vendor checklist, and youll be in good dare we say, great shape. Before choosinga suitable designer, request samples of their designs on soft copy (images) and examples of their printed materials. Pick the festivals, fairs or markets you are interested in. 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. Look for safety records of your transpo partner, but also check up on the touches thatll affect your guests experience (will the driver let someone plug in their Spotify for an impromptu dance party? Its not enough to have vendors at your event; its choosing the right vendors thats most important. Your vendors must reflect your brand and achieve their duties as agreed on the contract. All key documents are stored in the system and are easily accessed through the secure CRM system. Education: many people turn to events to expand their knowledge and connect with other professionals in the industry. 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. Common event types: VIP dinner, user conference, roadshow/field event. The marketing team might sometimes have stationery designers. Not only do they need to be creative designers, but also quality printers. 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. 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).