Xplosive Blog

January 10, 2024 • No Comments

It’s showcase season and I’m here today to give you tips and tricks to help you make the most out of your experience!

 

First, let’s start with tips that you can do BEFORE you even attend the showcase so you’re best prepared for the day of.

 

Pre-Show Tip #1

Do your research ahead of time if possible, this way you can figure out what vendors will be in attendance that you know you want to speak to.

 

Pre-Show Tip #2

 

Create an email for your event that you will ONLY use for vendors and any event communications with family members. This helps you keep everything organized in one location and also doesn’t tie up your work or personal emails where the information can get lost with other information.

 

Pre-Show Tip #3

Create labels with your personal information and bring them with you. Now you can stick a label on the information sheet that a vendor is going fill out. Include your first name, last name, your new event email, phone number, event date, event time and venue (if you don’t have a venue/date locked in yet – specify that as well as your desired date/venue). This will help you save time at each vendors table repeating yourself and writing down the same information again and again.

 

Pre-Show Tip #4

 

Plan out an appropriate outfit. These shows tend to get busy and warm. Be prepared with layers that you can remove and wear comfortable shoes! You want to focus on chatting with vendors and getting the most out of experience and not worried about your feet hurting!

Pre-Show Tip #5

Have a list of questions prepared if you want to speak different vendors that offer similar services. Make note of what is important to you and see what the vendors have to say about each of them. Having a general idea of what you’re looking for makes it easier for vendors to point you in the right direction.

 

 

Now, let’s get into details for show day and how you should maneuver to best set yourself up for success.

Show Day Tip #1

Show up early! Shows tend to get busier as the day progresses. In order to talk to the vendors you want to chat with, and maybe get a little extra attention, get there first and when they aren’t busy yet.

 

Show Day Tip #2

Choose the right entourage to bring with you. It’s important to bring someone whose opinion you value, but you don’t want to bring too many people that could swag your decision or make it difficult to choose your vendors.

 

 

Show Day Tip #3

Take advantage of the door prizes and the specials! Lots of vendors will offer a discount or free upgrades if you book day of the showcase. While you shouldn’t feel pressured to take these offers consider if the deal is worth taking, as long as you’ve vetted the vendor already and you know they have a great reputation. Door prizes are also a great way to win free upgrades or services!

 

 

 

 

 

 

 

 

 

 

 

Show Day Tip #4

Make sure you bring your planner or calendar with you (if you don’t use a digital one on your phone or device). Being able to schedule a meeting with one of your preferred vendors on the spot is only going to ensure a smoother booking process for you.

Show Day Tip #5

Be honest with vendors! If you already have a service booked, don’t stop at booths so you don’t overwhelm or confuse yourself. Then you can make sure you using your time wisely and speaking to the correct vendors. Vendors also often get a list of every attendee that has registered to the show. If are contacted and you are not interested, rather than wasting the vendors time and yours, just say you have the service booked already so you can be removed their call list.

 

 

 

Show Day Tip #6

 

Take notes! A showcase can be overwhelming, speaking so many vendors and seeing so many options. Write down who you spoke to, take note of enhancements or services you wanted more information, take note of any pricing you were given and if you really liked a few vendors for the same service write down what you liked about each and take photos of anything you liked as well.

 

 

As I mentioned before, showcases can be fast paced and can seem overwhelming, so being prepared is important. There’s no limit to the amount of showcases you can attend to better educate yourself on events and your preferred vendors. Be aware of how vendors dress, act and present themselves and their booths. Choosing vendors is the most crucial part of planning an event, it’s not something to take lightly and make rash decisions on. Ask questions and don’t hesitate to keep asking questions! Your celebration is special and should be treated as much! Have fun, be open minded and enjoy!

Written By: Jaymie Perez

Event Planner | DJ | MC