Are you new to the world of vendor events? Well, let me start off by saying welcome, and I'm glad you found me in the vast world of the internet. I am a small business owner who has been setting up at both indoor and outdoor vendor events for over 20 years. With this experience, I believe I have some valuable tips and advice that may help you in your vendor journey, especially when it comes to outdoor events.

Be Prepared for Bad Weather

The most obvious advice, but also the most crucial, is to be prepared for bad weather. Event organizers have no control over weather conditions, and most smaller events don't have rain dates. These events are usually marketed as rain or shine. If bad weather will upset you greatly, outdoor events might not be the best fit for you.

I'm a member of multiple vendor groups on Facebook and am always a little shocked when I see people ranting about a pre-paid event that had bad weather. When I say "be prepared," I mean mentally prepare yourself as well as physically prepare to shield yourself and your merchandise from the elements.

Invest in Quality Equipment

For new vendors, you're likely using a tent rather than an enclosed trailer. Investing in a high-quality, durable tent is essential. Inexpensive tents might seem appealing, but they are often a one-and-done expense. I recommend this tent brand I've been using for years and swear by.

Additionally, buying sides and making weights for your tent is a smart investment. Tents typically do not come with sides, but in bad weather conditions, you'll definitely appreciate them. They come in panels, allowing you to decide how many sides to close in. During rain, having three sides closed can make a significant difference. It also helps if you're attending a multi-day event and can leave some items in your booth space overnight.

Essential Accessories

You'll also want to invest in folding tables. Most events, even indoor ones don’t provide tables. You can find some here. If your budget allows, I strongly suggest fitted table covers. They wash well, have no wrinkles, and look very professional. You can find great table covers here.

Practice Your Setup

If this is your first event, take the time to set up your tent and tables in your yard. This allows you to decide on a layout that works best for your products. Waiting until you arrive at the event can be time-consuming, especially when you’re first starting out.

Understand Your Space

Having a conversation with the event organizer is crucial to know where your vendor space will be located and if there are other vendors directly against your booth. Some events have enough space between each tent, while others place tents side by side. Knowing this helps you plan your table placement effectively, as your customers might only be able to access your booth from one side.

Consider Electricity Needs

Not all outdoor events offer electricity, and if they do, it's usually limited. If you absolutely need power, speak with the coordinator to check availability. I’ve covered more about the basics of vendor events in another blog, which includes questions you should ask before you pay and schedule to be a vendor.

Weights and Wind

Wind is a constant challenge at outdoor events. Believe me when I say you will experience wind. A gust can ruin your day if you're not prepared. It's advised to have at least 40 lbs of weight on each leg of your tent. I’ll create a blog specifically on tent weights in the future, as I've tried it all. A tent can literally pick up and fly through the air, causing damage and potentially injuring someone. BE PREPARED. You've been warned :)

Plan for the Temperature

Outdoor events during the summer can be brutally hot. Being prepared for high temperatures is just as important as being prepared for bad weather. Investing in battery-operated fans can make a big difference. There are also cooling towels available that you can wet and they stay cool for some time, providing much-needed relief. Staying hydrated is crucial, so pack a cooler with plenty of drinks.

Research the Event

Before booking an outdoor event, research it thoroughly. Find out if it’s the first time this event is being held or if it has been ongoing for years with good attendance. Also, plan how you will handle bad weather. Most events are booked well in advance, making it hard to predict the weather. Consider if you will be okay losing your vendor fee if the weather turns bad, and you decide not to attend. This can be stressful and disappointing, especially when you’ve invested time and money into your merchandise.

Final Thoughts

I hope you found these tips helpful. If you have any questions or topics you’d like me to cover next, please comment below. Happy vending, and may your outdoor events be successful and enjoyable!