Vendors
The Vendors Department oversees the Vendors in the Merchant room.
Procedure
Pre-Convention Preparation
After the date for Con is set. Work with chair and owners on time frames for date of the following items.
1. Vendor Opening: after this is decided then a due date for the Vendor contract needs to be set.
a. Assist in the review of the Vendor contract for the Con year. b. Review number of vendor booth spaces that will be available for the Con that year. Should more be added, some removed??? c. Review Pricing for booth space, extra tables, power ect.....
2. Vendor Closing: This is usually the day before Merchants closes, which is approximately 1 month before the beginning of the convention.
3. Vendors page on website: Update the information on the page to reflect any changes for the current year Con.
3. Set deadline for Vendor Ads: Recommend setting it a couple of weeks before Con Book Cutoff date. This will give time to make sure what is sent in from the vendors is usable for the Con Book.
If not then there should be time to request a better file from the vendor.
4. Review and update Mailchimp campaign.
At the Convention
Day Zero:
Assist with Load in
Mark off booth spaces
Confirm Dock Usage times
Check in Vendors
Review paperwork with the Vendor
Confirm the information on their Tax Form
Check if they have an EIN or SSN, if not ask if one can be provided
Friday and Saturday:
Sunday:
Vendor Check out
Post-Con:
Post-Convention Follow-Up:
Solicit Feedback: Reach out to the charity to thank them for their participation and for feedback to improve future events. Documentation: Document all processes and procedures for future reference and knowledge transfer.
Remember, challenges may arise such as time constraints, or last-minute changes. Always be prepared to adapt and overcome these challenges, and don't hesitate to ask for assistance or coordination from other teams.