The real costs of doing an event

 Something I've learned from being a vendor for the last few years, is it is OK to be picky. The old saying "time is money" is not wrong. When you choose an event, you need to not only think about the money you will make that day, but you also need to think about other factors such as:

- Time spent setting up, selling, breaking down everything

- Gas spent getting there

- Supplies bought for event

- Any customized/special products created just for that event

- Fees

For example, if you pay $50 for a space, spend $20 buying decorative items that fit the theme of the event, spend $40 making additional products to be sold at the event, and spend money on gas and food at the event, you need to calculate all those costs when determining a profit. A lot of people get excited and consider it all profit once you make money past the $50 fee, but that is not so. You would need to make well over $100 just to break even in this scenario. 

I also would argue you need to consider how much time and effort has been spent on this event. How much do you feel your time is worth? If you spend 2 hours setting up, 6 hours working the event, and 1 hour breaking everything down, you've just spent 9 hours of your time. Do you have an assistant helping you? Factor in their time as well. Also, did you make items specifically for this event? How much time did it take to prepare? Packing, creating signs, making new products, etc. should all factor into your time, too. Your time is valuable. You could be spending your time with friends or family or maybe just relaxing. You need to earn money for taking your time away from other activities.

In the end, you want to determine if each event is worth your time. The first events, you can consider learning experiences. You are learning about your customers and the most efficient way to setup for the event while making your space look inviting for customers. You can also determine if you enjoy doing that type of event or if it is not worth your time. Sometimes it is a great opportunity to pass out business cards and promote your website if you are not getting sales at that time. However, if you have very few customers and no one seems interested in taking your business cards, this is not likely an event you should return to.

I've also talked to people that will say, the fee is cheap, so why not? This can be true if you have not vended at any events for a while or you actually have the luxury of a lot of free time. But I daresay just because an event is only $20 doesn't mean it's worth doing. If there are no customers, that was a waste of time setting up and just sitting there hoping for a sale. If you have the free time, there is no harm in trying it once just to see if you will get customers, but don't keep making that mistake over and over again if you have no sales at this event. Don't use a $20 fee as an excuse to waste your time and money.

Basically, you need to decide your worth. You may also determine other factors are important in your decision, such as location or event theme. This is YOUR business and it's great to be in control of it.

Is it too soon for Christmas jewelry?

 Is it too soon for Christmas jewelry? The short answer is... no.

People love Christmas. For me, I am rather indifferent about it, but some folks absolutely love it. That is not to say I am going to take Christmas products to every event. I feel like that looks silly in the spring. But it is August now and I have an event coming up with me this weekend, and guess what? I am taking a small amount of Christmas jewelry and ornaments. 

I've found customers start Christmas shopping in August. Children are also going back to school this week, and for some reason, this signals Christmas shopping season for some people. I myself do like to plan for Christmas in advance, and if I see something I love, yes, I might buy it in August. In general, I keep most of the shopping for October and November. But not everyone feels that way.

Having a small business has definitely taught me that just because I like something or do it a certain way, does not mean everyone will. And honestly, it is a good thing. I can't express that enough when you own a small business. Going out to events and meeting new people gives you an opportunity to understand the needs of your customers. If someone gives advice or recommends anything to you, listen to it. It might not be your idea, but it might be a good idea, nonetheless. 

So for now, here I go to the next event with a few Christmas items. 

 

The Great Tablecloth Debate

 In the world of vending events, something as simple as a tablecloth can be a big debate. Most vendors agree, you need a tablecloth and some type of tablecloth is better than none. This is the case even if you have a perfectly clean and nice table. But what type of tablecloth? That is the question!

At many events, I see a basic white fabric tablecloth that stretches to each foot of the table. This type of tablecloth is great if you want to stash products you are not using under your table so it will go unnoticed by most customers. However, I have heard other vendors complain about the tablecloth looking very "basic" as if your table is wearing basic white underwear, which is funny.

For me, I prefer colorful tablecloths. This occasionally goes against what other vendors recommend. They say to keep to basic white or black so your products "pop" more. I do agree that can be a good idea, but I feel your tablecloth needs to match your "vibe" and my brand is all about color and sparkle. 

My strategy has been to buy tablecloths from the Dollar Tree that are bright and match whatever look the event calls for. For instance, if I am working at a Unicorn Festival (and yes, they exist) a colorful tablecloth with rainbows or unicorns is what I will use. Fall festivals mean a Halloween or orange tablecloth. 

Typically, I do try to put a basic solid color fabric tablecloth down first and then the Dollar Tree tablecloth that matches the vibe. That way, you have a solid base underneath and can hide items under your table, but the top tablecloth is cheap and disposable. I don't know about other vendors, but my tablecloth is a mess at the end of an event. People put their drinks down on it and display products end up tearing and leaving marks. At the end of the event, I just throw away the top cheap tablecloth and fold the other away for the next event. And done!

Hope this helps anyone that is considering perhaps paying too much for a tablecloth that doesn't work for them.

Indoor vs Outdoor Events

 When determining which events you'd like to attend/vend, one of the biggest differences in events is whether it is indoors or outdoors. Both options have their positives and their negatives. Let's make some lists!

INDOOR

Positive - Not exposed to the bad weather, which is the biggest plus for indoor events.

Positive - Easier setup because no canopy is needed. Also, no need to aggressively tie down or tape down items due to wind.

Negative - Typically more expensive.

Negative - Sometimes the space is limited. You may be closer to other vendors, including competitors.

OUTDOOR

Positive - Although putting up a canopy can be annoying, there is more freedom to decorate your space the way you want. You can also utilize the canopy for hanging up products.

Positive - Typically there is more space, so you can set up more tables if you'd like. You also usually have a bit more distance from neighboring vendors.

Positive - Outdoor events typically have a festive vibe, and if there is good weather, will pull in large crowds.

Negative - Bad weather. Rain will sometimes get the event cancelled. Wind can blow away your displays and products. If it is really hot that day, you will need fans and lots of cold water. Storms and snow... don't even get me started!

Negative - Bugs. Sometimes lots of bugs.

Negative - You will usually need to pack and unpack more things, such as a canopy or fans if hot, blankets / coats if cold. 

Basically, the choice is yours! It is great to have options. I have found I like to do both, but I have my limitations. No outdoor events in July! It is just too hot. I know another vendor that refuses to do any outdoor events in November to March because it is just too cold. It is all about preference.

You should get a wagon

There are many things I have found helpful since my journey as a vendor began. One of those things is a wagon. The best kind to get should be sturdy (holds at least 200 pounds), folds up compactly, and has sturdy wide wheels. After working a couple of events with numerous trips to and from the vehicle, we learned that a wagon is a lifesaver (and time saver!).

Initially, we started with a basic wagon:

If it looks like we are just taking a lot of stuff to the beach that is because, yes, we were taking a lot of stuff to the beach. We had not thought to use this for events yet. This is a good wagon, but not ideal because the 2 wheels in the front are close together and it tends to lean too far over when making sharp turns. However, it is very sturdy and holds a lot and helped for many events. 

Recently we upgraded to a larger wagon with 2 levels. The wheels are better and it holds over 300 pounds.

Unfortunately, I do not have a better photo of it at this time. As you can see, not only is great for transportation purposes, it can hold items you are not using but may need access to while at the event. It helps make the setup look much tidier. Pro-tip, if it looks really messy in the wagon, throw a towel over it. I always bring a couple of towels to an event because you never know when you need one.

I have also seen a number of vendors wheel in their products using suitcases with wheels. I have not tried this personally, but some people seem to be using this method with success. The bottom line is, wheels are super helpful when you are a vendor setting up at an event. Highly recommend!

Oh, and here is my cat enjoying the wagon. Enjoy!

When in doubt, go for the event with food.

 Assuming you have a number of events to pick from in your area, though this may not be the case when starting out, one big deciding factor for me can be food. Let me explain why. 

1) Whenever working at an event, it typically takes an hour or two for setup, then there is the event that could last just a couple of hours to an entire day (sometimes multiple days), and then you have to break down everything. It is best to have food with you. Whenever I can, I pack a cooler with drinks and food. Sometimes it is just a sandwich and snacks, but if there is no food available to purchase, I pack even more food than that. You know why? It burns a lot of calories setting things up and breaking things down. Sometimes it is a long walk toting heavy items getting to the event itself. Even if you think you've packed enough, it is great to have another food option available. No one likes to shop from a hangry business owner.

2) Food brings out more people. Sometimes in my area, there are several vendor events in one town. And then even more events in other neighboring areas. I've found that people are more attracted to the events that offer some type of food. If an event is promoting plenty of food trucks at an event, it makes it even more appealing to most attendants. Also, food trucks typically suggest it is a bigger event and that brings a crowd, too. The more people, the more potential customers for you. The more food that is offered, the longer people will stick around the event and that is more chances to sell to them. 

       

  

My setup now vs my first vendor setup

We all start somewhere, so don't feel too bad if you don't have it all together yet. I thought this would be a fun time to take walk down memory lane to my first vending experience. It was at a skating rink (there was no ice at the moment) and it was a craft fair / flea market combo. I was excited about this event because I was supposed to do another event, but it got rained out. This event was indoors so it seemed perfect. Of course, it ended up being on a weekend with good, sunny weather after weeks of rain, so it was not a big hit, but it was a learning experience.

As you can see, it was not terribly exciting. I did not have anything to hold up my banner. There are so many products just lying on the table. I remember the one display kept falling on the table the whole time.

However, this is a photo from my latest event, a comic con, and I have come a long way...

I have a new banner, better displays, signs for pricing, and a new pink shelving unit that folds and unfolds quickly. When you are working to setup a booth quickly, it is best to invest in items that quickly assemble and are easy to transport. It's also a good idea to invest in items that are less likely to get carried away by the wind in case you are doing an outdoor event.

What I have learned is to try new things that work for me. And I never stop improving. The pink shelving unit is new. I am also considering upgrading my magnetic whiteboard for my handmade resin magnets. We will see what the future brings!

How much is too much for a fee?

 When I started paying fees at events, I had no idea what was reasonable and what was a good deal. And if I am being honest, sometimes I still struggle with that. When determining whether a price is a good deal, here are some factors I look into:

1) Is this a well-established event? Meaning, is this a tradition in town? Has it been around a long time and a lot of people attend it? If so, that type of event typically asks for a larger fee. It doesn't matter whether it is indoors or outdoors, people want to vend at this event because there will be a lot of customers. Sometimes a bigger fee means a bigger profit, and it can be worth it.

2) What is included in the fee? Sometimes an event will be a good deal. It will include not only just a space, but it will include the table and chairs. You should take that into consideration. There are definitely events when getting your own table and chairs to the space is more trouble than it is worth. In my opinion, sometimes the higher fee is worth it.

3) Is it indoors or outdoors? In general, the fee is higher if it is indoors. Why you ask? Once you work at least one event with heavy winds and your products start to blow away, you will know the answer to that question. And sometimes there is rain. And don't get me started on hot summer temperatures.

4) Is this coordinator providing anything other than a space? No two events are alike, and no two event coordinators are alike either. Some coordinators are on top of things. They promote the event on social media, bulletin boards, signs, etc. They could also even promote your small business on their website or social media, which is a huge boost if you have a website. They may also offer free snacks or the opportunity to participate in a raffle. All of these things add up and usually the fee reflects that.

5) What type of event is it? The fee and type of event go hand in hand. Is it a small event in the yard of a school or church? The cost should not be that much. Especially if it is being marketed as a craft fair-flea market combo. Flea markets in general tend to pull in more shoppers that are looking for bargains and used goods rather than handmade crafts. If you are a crafty person like me, this type of event could be a good starter event, but not as great once you've really got a good business going. If the event is a convention, such as a comic con, the price is likely going to be very high. However, if your products attract comic con customers, it may be worth it to you.

6) How much do you want to be a vendor at this event? And this, my friend, is the real key to how much you are going to be willing to pay. Does this event really match your vibe? I am always willing to pay more for a fall event because I make a lot of Halloween products. Many Christmas events are worth the extra money in fees due to Christmas shoppers. I have unicorn products; therefore, I will pay more to be a vendor at a unicorn festival. It really depends on your priorities.

Hopefully this is helpful to anyone trying to determine if the fee is reasonable. I've paid anything from $20 to $150. It really depends on the event. 

Welcome to my adventures being a craft vendor!

 Hi! Welcome to my blog. My name is Jeannie... otherwise known as Jeannieinabottle. I am the owner / sole proprietor of ColorfulSparkle. 

Originally, my business began with just me making bracelets in my spare time. It was an incredibly stressful time in my life and creating these bracelets helped me. I find it very therapeutic to obsessively create patterns and then organize beads in little containers. Eventually, I had too many bracelets and not enough people to give them to. So I created an Etsy account. And then I started making earrings. And then I started making necklaces. Somewhere along the way I even posted picture frames I had painted. Now I even sell resin products, beaded pens, keychains, and more.

Within a short period of time I realized I was not having too much success on Etsy. So that is when I started doing events. Mostly I thought I could promote my shop at events. (Eventually I learned I could make more money at events than Etsy, but that is another story.) My first event was a craft fair at a skating rink. It did not go so well, but a lot of people took my business card and had suggestions. That is the first piece of advice I give anyone.

Let your first craft fair be a learning experience. Do not expect to make a lot of money. Instead, get feedback from people that visit your table. Make more products that people want to buy. Figure out who the customers are for your products. Arrange your setup in a way that is welcoming to people. What are people asking about the most or looking at the most? The lessons learned at your first event are really valuable.

That experience was over 2 years ago and since then I have learned a lot that I am happy to share!