Category: Vendorspace Tips

When it comes to planning an event, we certainly know a thing or two.  Giving attention to detail, setting things apart with flair and without a doubt, the importance of vendors.  The truth is, that without support, it would be nearly impossible to pull off a successful event.  For those of you who are just starting out, or for those of you who are always looking for new tools, here are a few reminders to keep in mind when planning your event and some vendors that might come in handy along the way.

1. The Overall Plan

Before you pick up the phone, send an email or ask the neighbor to borrow a gadget, it is important to get the basics of your events identified.  

Objective: Understanding the why behind the event allows you to keep things focused and streamlined, especially when you need to start making decisions based on budget, complexity and necessity.  Create a short one sentence phrase that describes the reason for your event.  Make this your mantra when you are in a tough situation and oftentimes it will help you recognize what is most important.

Budget: It is exactly what it sounds like.  In order to keep stress down and understand how much you have to spend, it is important not only to identify your overall budget but as many estimated details as possible.  This helps you inform vendors, control your spending and wrap your project quickly.

We like to approach our budgets like a story, creating categories for consideration and then identifying line items within each.  

Don’t worry if things change along the way; this guardrail will always shift and change.

*At Vendorspace we are here for all of your planning needs.  Make sure to check out the tools and templates section of your profile for access to useful tools that will give you a head start

2. The Style

Now that you know what you are looking for, it is time to make your event uniquely yours. Check out these big bucket items and remember, there is no wrong place to start and refinement will always come naturally!  Cast that net and see what you catch in your planning.

The Venue: Keep an open mind when it comes to your venue.  Oftentimes this will be a larger piece of your budget but asking the right questions can also wind up saving you time and money!  As you call around and discover your options, ask what the venue comes with.  Do they have a sound system, lighting, tables and chairs?  Do they come with the package?  Can you bring in your own and shave off some cost?  It’s always good to ask these questions up front, this way when you book your venue, you will also know what other required items might get checked off the list.

The Floor Plan: Consider drawing out the available spaces for your event.  Think about the guest flow from entrance to restroom and everything in between.  Place your tables and chairs, entertainment and catering considerations into the space so that you are prepared when things come together onsite.  If you are building something more complex, think about hiring an event consultant to help you build a scaled version of your event.  This will let you know how many things you can fit into the space and ensure the plan comes together.

The Theme: Another way to save time and bring together your event is to choose a theme.  This can be as simple as choosing some principle colors, fonts and overall decor or can be as extravagant as a party from Outer Space or themed after your child’s favorite Netflix characters.

The theme is important to get up front because it will help guide you from invite to delivery.  Knowing that time is money, a theme will also keep you focused and streamlined when you enter into shops and discussions with vendors.

Electronic Expressions: The revolution of technology allows us to create much greater impact with less effort.  As you are building your events, think about the power of storytelling through digital screens/tvs, LED lighting, lasers and fog machines and projectors.  The clean up is easy, the freedom to showcase more with less is powerful and it can often fill open space with entertainment.  Just keep in mind that going digital requires a bit of planning so keep a jump drive handy, get your digital dimensions and get the content ready as early as you can.

3. The Main Event

We just love to bring it all together!  After all of the planning, getting everyone and everything in place is where all of the hard work starts to pay off.  As a general rule, inviting your vendors to the space or to a pre-event meeting where you cover off on the plan is a great way to ensure that they know the basics.  Think through everything from where they will park to unload, park during the event and set themselves up.  The more information you can share ahead of time, the easier your event build will be.

The Build Out: Try to think about what is most important first.  In order to set your tables for example, you will need your tables and tablecloths to arrive and be put into position.  It is likely that all of your deliveries and pickups will be happening through the same “doors” so when you ask vendors to arrive, give them a little cushion for load in so that they aren’t stepping on each other’s toes.

Catering: Oftentimes catering takes up more space “out of sight” than in front of your guests.  Make sure to understand what they need to succeed ahead of time so that you can fill any gaps and prepare the space for their arrival to keep things smooth.  

Entertainment: Whatever method of entertainment you bring in, make sure to have enough time before your guests arrive to get things set and checked.  This may require talent to be onsite an hour or more before your event starts.  Keep this in mind when you are discussing your expectations and agreements with vendors.  If it’s a live band for example, you will want to understand how much space and power they need.  What they are bringing and what they expect you to provide.  You will want to be sure to do a sound check and get things set at least 30 minutes before your event starts.  For playlists or simpler entertainment, make sure to get everything tested and running so that guests can experience the vibe at the right time in the right way/.

Interactive: This day and age there are no shortage of interactive options for events.  From what we have seen the most popular and easy to integrate is the photo booth.  WIth great flexibility built into most packages, you have the freedom to choose photo frames, green screen backgrounds and props to take a small footprint, turnkey set up and make it exclusively yours.  If you are planning a family event, consider bringing in games to play or elements that last like face painting or sand sculptures.  Other fun interactive elements could include characicatures, paint by number murals, or DIY arts and crafts stations.

*We have many great entertainment, catering and unique event options on Vendorspace!  Make sure to explore our options, add your services and review your past bookings!

4. Wrapping it Up

As much as we would love for the event to be over when the doors close, that just isn’t the reality.  Tying the knot at the end of your event will ensure that you are able to close the book and move on to the next adventure with a clean slate.

Giving Thanks: Never underestimate the power of thank you.  Event life is stressful and oftentimes requires us to sacrifice evening and weekend hours, sleep and sanity.  Saying thank you to those who have come together to make the magic happen generates great energy and leaves you in a perfect position to collaborate with the same vendors for future events.

Making Payments: Getting rid of that money you had allocated to your event is the best way to get your event wrapped.  Be sure that your vendors know how payment is coming and confirm that they have received payment.  If you have an agreement for installments or delayed payments, make sure to mark your calendar with reminders on due dates to ensure you check it off your list.  

Using resources and tools when planning your event has never been easier.  At Vendorspace we want to make your event a less-stressful experience by providing you with great solutions, vendor services and planning tools.  The next time you are planning an event, list your needs for free, explore our platform for inspiration and let us know if there is anything that we can do to bring your amazing event to life!  

Happy Planning!

Have you ever seen art come to life? Well that’s what Beyond the Monet is creating for select cities around the US. This interactive art exhibit is creatively enhanced with vendors that make this an unforgettable experience. Here’s the official description below:

Beyond the Monet is an immersive, captivating experience showcasing the brushstrokes of Monet’s artwork as it comes to life around you. In the exhibit, guests can become one with painting as projections of Monet’s work swirl around them. The beauty of the artwork is enhanced through sound effects and scenography, which will awaken not only the senses, but the mind. Beyond the Monet is an audio-visual journey through impressionism and gives a new experience for the artwork we all know.  There are over 400 artworks using cutting-edge projection technology, with 4 trillion content pixels, which allows guests to become one with Monet’s work. Beyond the Monet currently has exhibits in United States and Canadian cities including: Miami, St. Louis, Milwaukee, Honolulu, Ottawa, Toronto, and Calgary.

Described as a “three part multi-sensory experience that combines music, sound effects, and projection,”  Beyond the Monet brings guests on an amazing audio-visual journey. This one-of-a-kind experience is produced by Justin Paquin of Paquin Entertainment Group and gives art activation a whole new meaning. Check some of the creative ways they leveraged vendors for their experience below:

(Images and video clips sourced from @monet.miami on Instagram) 

Yoga

As if this beautiful activation wasn’t enough, they elevated the immersive experience by integrating wellness activities to entertain guests. Yoga took on a life of its own with Tifftopia & her team as they mixed moving meditation with Monet’s masterpieces dancing beautifully to a mastered symphonic core. 

AV & Production

Beyond the Monet was creatively brought to life by Mathieu St-Arnaud and Félix Fradet-Faguy, and their team at Normal Studio. They transformed the traditional concept of an “art on a wall exhibit” into a 3D immersive experience with custom installations, sets, furniture, lighting, decor, and 360 projection. Artwork is literally moving around you and there are so many “instagram-able” moments to capture!

About this specialty vendor: 

Pushing the boundaries of performing arts, entertainment, and public installations since 2009, Normal Studio believes in making life legendary. Using multimedia magic and fusing physical and technological elements to transform spaces into full-on immersive experiences, Normal Studio tells stories in new and different ways by reimagining what’s possible. The result is a unique adventure that sparks awe and wonder, making an unforgettable impact on people’s everyday lives.

Upscale Catering

When an experience can feed the mind, body and soul, you know you’re in for a treat. Attendees were treated to champagne, light beverages and hors d’oeuvres to enjoy this beautiful event. With over one million cubic feet of space, this was the icing on the top to make it one of the best immersive experiences we’ve seen!

These are just a few vendors that stood out to us. Check out Beyond the Monet at a city your new to experience it for yourself: https://beyondvangogh.com/

You can build this same experience on Vendorspace by searching for these specific services to enhance your upcoming event. Take a look around and get creative with your event planning. We can’t wait to see what you create!

If you’re planning a marketplace, trade show or expo, chances are you may need some extra help filling your booths. Even the biggest of conferences and festivals still invest time and effort into recruiting the right vendors for their big event.

There are so many factors to consider when hunting for exhibitors: Do they fit the theme of the event?  Are they the right fit for our audience? Are they offering a similar service or product to an exhibitor we already have? and so forth and so on. With so much to plan on your plate, sometimes your vendor advertising falls short and here are a few reasons why:

1. You don’t know where to find them. 

 Marketplace vendors are businesses that want to sell or share their products with your audience. They’re not sitting around on Instagram waiting for your event. You have to find them. Sometimes that means discovering them at another event, or connecting with them in a LinkedIn group. Try thinking outside the box to locate your ideal vendor. 

2. You’re sharing your event in the wrong places.

Because you don’t know where to find them, you’re probably putting your event in all the wrong places. While it makes sense to advertise your exhibitor and booth opportunities on ticket sites, that’s just what they are — ticket sites. Majority of the traffic is from attendees that want to buy a ticket to attend, not to buy a $500 booth. There may be times where you get lucky but other times, you may get frustration days before your event.

3. You’re not offering mutual benefits. 

Let’s be honest, vendors are the real life of the party and they can bring energy and excitement to any space. So start treating them as such! Is your pricing fair for vendors? Can they recoup the money spent on your booth while they’re at your event? Will they get the traffic they need to secure a potential client? Vendors invest in your event; you should invest in their experience and make sure its worth it. The right package thats valuable and affordable will never be denied!

Next time you’re in a bind looking for vendors, here are some steps you can consider: 

• Start with past events that are similar to yours. Exhibitors will be more receptive to joining your event since they’ve already done one like it.
• Think like a vendor. Search unique groups on Facebook, Meetup, LinkedIn or even local organizations that share the interests of your vendors.
• Post your event on Vendorspace. The easiest choice of them all 🙂 Our platform is designed to connect you with the right vendors in the right area that actually have interest in your event. No guessing whether they’ll be a good fit because we vet every vendor on your behalf. Just post your event and watch the bids come in.

If you have a marketplace event coming up and need some help finding vendors, sign up for a free account and start getting matched with vendors today!

About AWCAA:

AWCAA works to reduce the burden of cancer on African immigrant women and their families by providing equal access to screening and care for all African women in the US and abroad. While we provide programs and services for African women cancer patients and survivors, in the Washington, Metropolitan area; we are equally committed to spreading our mission to African countries through our medical missions.

Challenge:

AWCAA hosts an annual fundraiser called Ladies First Breakfast to raise money for their organization. Each year, they invite donors for a moving celebration to highlight their work in the community. In 2021, Ladies First was scheduled to be a hybrid event but due to growing concerns around COVID and cancer patients, the board of directors decided to stay safe and make their signature event completely virtual 3 weeks before the scheduled date. This required flipping the agenda and finding vendors that bring their services online.

Solution: 

Virtual vendors turned this local fundraiser into a global event. 

AWCAA used Vendorspace to book two motivational speakers, a DJ, magician and fitness instructors for their virtual event experience. They leveraged these features from the Vendorspace platform to make their event a success:

• Lead Generation: AWCAA took advantage of getting vendor leads through our platform. Instead of having their staff doing a blind search for potential vendors; they shared the event opportunity on Vendorspace and attracted bids from pre-vetted, qualified vendors. This helped them make quicker decisions from a pool of vendors interested in their event.

• Diversity Filters: It was important for AWCAA to have speakers and event partners that reflected the community they serve. With a click of a button, they were able to identify vendors with specific diversity tags that matched their event. This led to finding unique vendors who participated from Mexico, Nigeria, London, and Georgia!

• Budget Options: Finding a vendor you like is one thing; sealing the deal is another. AWCAA found it extremely helpful to have budget options built into the platform that allows you to communicate your desired spend  for the event. By communicating their budget upfront, they were able to find vendors willing to work with them at the price point they can afford.

Results: 

AWCAA raised a record-breaking amount of $64,363.58 – the most they’ve raised on any fundraiser! The event was designed as a virtual telethon with only 4 hours to raise $50,000! They leveraged the virtual vendors they selected for entertainment, special performances, motivational talks and exceeded their goals!

From the beginning to end, the vendors brought creative performances and presentations that complimented the mission of the event. The experience they created with the vendors was so moving, donations kept pouring in by the minute.  Congratulations to AWCAA for a successful fundraiser! 

Who says virtual events have to be boring?! There’s a variety of vendors you can use to enhance your next online event.  Here are some of our favorite ways to add experience and engagement with vendors from Vendorspace: 

1. Group Games: Try interactive gaming that allows your audience to work together. 

Vendor Recommendation:  @WeBooth. This crowd favorite delivers engaging, multi-user experiences, where people interact together in real time and create shareable content. Experiences are tailored to your event and company, including collaborative photo booths, competitive games, watch and launch parties, team building activities, and more!

2. DIY Kits: Send your guests a DIY kit to create a beverage or dish during the event. 

Vendor Recommendation: @MansaTea offers DIY kits for events where attendees can make and brew their own teas. They celebrate and connect your remote team with a virtual tea tasting event and tea packages delivered to their door! Led by founder and tea sommelier, their 1-hour LIVE tea workshops are fun, engaging, and inclusive. Where guests walk away with practical tips on tea brewing and tasting!

3. Wellness Activities: Add yoga, therapy or mediation to your event to allow people a space to de-stress

Vendor Recommendation: @sisterfitness is an amazing sister duo from London that has brought a lot of energy to our virtual events this year. You can always trust them for some good sweat & soca vibes. These two sisters are qualified fitness coaches who have come together to bring fun fitness sessions and instruct online to power music that gets people moving.

4. Entertainment: Add a live performance from a comedian, poet of band to make things more exciting.

Vendor Recommendation: @acuteinflections creates a beautiful soundtrack for any event. Their virtual performance will make you feel like you’re live at a concert…the perfect source of entertainment for your guests.

5. New Environments: Create your own virtual mall or aquarium that breaks the traditional setting. 

Vendor Recommendation: @wikipoint is a hidden gem! If you were at #TVS21 then you saw them in action with our digital playground. They can build almost any virtual environment you desire to bring some fun elements to your next online event.

Check out more experience vendors on Vendorspace or reach out if you want more recommendations!

What’s your favorite experience from a virtual event?

Producing events in the virtual world certainly has its advantages, but navigating the waters in the vast sea of possibilities can be overwhelming.  At Vendorspace, we are here to support your pursuit and have listed some of our learnings for your consideration.  Happy planning!

Clearly understand your objectives

Just like in a physical event, understanding the objectives will be critical.  It is important to filter all of your concepts through your objectives so that you stay on point and put your energies toward hitting your target.  Here are a few starting objectives and some things to consider.

1. To Make Money:  If the goal of your event is to make a profit, it is important that you create a “pie of possibility” and monitor the data along the way.  Prepare to make adjustments and be heavily involved in the marketing of the event to potential ticket purchasers.
   1. Don’t assume that ticket sales alone will be your money maker
   2. Don’t wait too long to find sponsors
   3. Create a campaign that differentiates itself, driving excitement and purpose to your audience
   4. Be aggressive against your objectives. Don’t assume that if you post your event on EventBrite that people will come. Direct outreach, targeted communications and constant monitoring will all be useful in boosting your event attendees.
2. To Strengthen Your Network & Grow Awareness: If you are looking to make a good impression, it is important not to take on a virtual event on your own.  Remember, you grow your awareness not just at your event but as you are planning your event.  Every touch point is an opportunity to engage and create an impression.
   1. Delegate Responsibilities to a Supportive Team
      1. From speaker coordination to technical management, from graphic design and partnerships, a virtual event takes a village.  Ensure you are leveraging your network to support your event.
   2. Incorporate your story in a well presented and professional manner
      1. Create commercial spots that can bookend panels or speakers
      2. Create visually appealing, cohesive event slides that introduce speakers, contests, promotions and future events
      3. Feature your team proudly and boldly, with bios, links to social channels and company websites and webpages
      4. Create a communication strategy (and pre-write your content) to allow your team to highlight and emphasize opportunities that interest your audience
      5. Follow up with attendees, prize winners and those that didn’t make it post-event
      6. Use the stage as a platform of conversation.  Yes, the stage should have a solid run of show, but keeping things open to impromptu moments, when something worth sharing comes up, can create an approachable authentic element to your event.

Whatever your objective might be, list it out on a post-it and stick it to your computer or write it on the top of your team whiteboard to stand prominently throughout the process.  Rest assured there will be distractions that make their way into your planning basket. If the items you are considering do not directly support your objectives then put them aside. 

Rehearse your speakers and your content

With the way that the virtual event space has been created, the line between backstage and on-stage is significant. Once the stage is live and begins broadcasting, it is rare to be able to stop the broadcast and go dark for rehearsal.  It is inevitable that participants and speakers will have questions and anxiety around how they will be integrated into your event. Here are a few things we have learned:

1. Speakers cannot practice sharing their screen backstage
   1. The only way to test your content is to practice at a pre-event time.  When sharing content both visual and audible components should be tested.  There could be compatibility issues with the operating system (ie all speakers should be tied in on Chrome, not IE or Firefox)
   2. Before broadcasting your content, check your formatting and spelling. Some presenters create their content in PowerPoint and then convert it to Google Presentation at the last second.  Font styles and sizes as well as color pallets can shift significantly so it is important to double check before the presentation.  Our recommendation is to double check your spelling, your links and your format and then export your presentation to PDF to lock in the look and feel.
2. Bandwidth issues
   1. At almost every virtual event, someone will experience bandwidth problems.  There are a few things that can be done to create a game plan but it’s always best to find out who might be the most in need before the event
      1. For those experiencing broadcast issues, the first troubleshoot would be to have them “kill their video” and speak only through audio.  If this happens, it is always great to have a “speaker slide” for each segment or panel on standby to throw up on the screen while they are speaking
      2. If the problem still persists, you may need to shift gears quickly.  If it is a panel discussion with one person having issues, move on within 5 minutes of start time and troubleshoot offline with the individual having troubles.  If a solo speaker is unable to join due to technical issues, here are a few other suggestions:
         1. Entertain your audience with a raffle, some trivia or other hosted mini-event
         2. Send your guests to the event expo (if you have one) and let them know you will make announcements through chat on the status of the stage
         3. Throw up a “let’s take a quick break” slide and throw up some energetic music to keep the audience engaged

For events with many speakers or exhibitors, you may want to have two or more rehearsals, this way everyone is able to test getting onstage, presenting content or running the event activity.  It is best to run your rehearsal a few days prior to your event so that you can work out any major kinks that come up.  Panels should be rehearsed together if possible and it also allows speakers to get to know each other.  Remember, every touch point matters so keeping spirits high and engaging through your rehearsal can be a real win!

These practices have helped us get ahead, we hope they help you too.

Pre-Record Complex Components 

As virtual events continue to develop and push the envelope of creativity, there is a magic tool that assures things continue to run smoothly.  It is the power of pre-recording content.  Depending on how you are broadcasting, there are several ways in which pre-recorded content can be shared.  

1. What to consider pre-recording:  Anything that could be considered an event within an event could be pre-recorded.  Understanding that there is finess required to integrate pre-recorded content into a session, it is not something that we recommend doing for all of the portions but it is a great way to keep the quality of the show up and the stress levels down.  The rule of thumb is: for activities with loud sound, high energy, multiple instruments, multiple camera angles, multiple performers, it is strongly suggested that pre-recording is done.  The chance of mishap both technically and physically is much higher and when things don’t go right, it can create an unpleasant experience for the audience.
   1. Consider Precording:
      1. Fashions Shows
      2. High Impact Fitness Courses
      3. Live Musical Performances
         1. Solo Singing
         2. Full Band
      4. Demos with loud sound
2. Sharing Options:
   1. Embed in a slide or frame: From Google Presentations you can embed a video that will play within the slide or frame you are playing it from.  This gives you a clean and easy way to add basic information to the video for guests to takeaway (ie, IG handles, artist names, website info)
   2. Play Full Screen:  When you go to share your content, there are options that allow you to bring in content from other sources.  Play with these tabs and approaches to find what works best for you.  
   3. When integrating pre-recorded content, put 10 seconds on the front end so that you can hit play and let the system “catch” your video before getting into the content.  
   4. If audio is an important part of your content, make sure the video is not muted.

If pre-recording is something that you are really not interested in doing there are ways to deliver high-quality content to your audience.  This typically requires bringing in a technical production team, which can increase your event budget, so make sure that if you are going down that road you put some funds into a line item for on-site production.  We also highly recommend a separate rehearsal for any high energy activity looking to make it to the stage.

Consider the Experience from Start to Finish, Leverage What Exists

When you are planning an event, there are several elements that you can leverage to make your event more pleasant for both those attending your events and those participating in your events.  Each time you engage with either of your audience groups, it is important to deliver focused and energetic pieces of information.  Even more so, as the event gets underway, it is important to consider what your audience might need or want and to put the right solutions in place to maximize the time and energy spent on putting together your event.

1. For your attendees: Not only do you want people to attend your event but once they arrive, you want them to stay, network and contribute to the overall event energy.  Here are some simple ways to do so:
   1. Integrate an On-Screen Host: It is inevitable that event organizers can get overwhelmed once their event gets underway.  Having an event host that is clear on the objectives, rehearsed in their delivery and clear on their agenda takes off the pressure of those that could be networking and engaging with their audience in a 1:1 way.  Event hosts are known for keeping things fun, well-paced and informed throughout the course of your event.
      1. (Check out Cameron Matthews?)
   2. Integrate a Host in the Chat: What better way to greet your audience and engage in conversation than having someone assigned to engaging with the event guests through the chats?  Better yet, have your Chat Host monitoring the backend to see where traffic is moving, pop into break out sessions and vendor expos to see what’s happening and promote and share key learnings directly out to the audience!  Chat hosts are also great for pasting speaker social handles, event giveaway and contest information and updates in real time as you move through your event.
   3. Enhance the Environment: Your event can take on a more vibrant and professional appeal by adding in just a few fun components that engage your guests. What’s even more exciting is that these elements can also be used through pre-event communications to get guests excited about the event and what they might gain from their attendance.
      1. Enhancement considerations:
         1. Music: Some virtual platforms (like meetyoo) allow you to incorporate music in through their already existing site.  There are also plenty of sites that allow you to find royalty free music (Free Royalty-Free Music: Hooksounds,  Ben Sound, Purple Planet, CC Mixter) that allow you to embed sounds that can live on in post-event content without worry of licensing. For private events, introducing playlists through Spotify and Soundcloud can be a great option.  *Keep in mind that when sharing audio it is typically shared from the source and picked up through your computer speakers, meaning whoever is playing it can also be heard if they are speaking or typing in the room.
         2. Using the stage as an introduction to other opportunities: It has been shown that the main stage is where the most traffic is consistently pulled.  To support your audience journey, it can be helpful to bring up those doing breakouts or running expo booths to introduce themselves, their product or their area of focus on stage throughout the event.
         3. Gaming: Sometimes the audience needs incentive to participate.  Working with your sponsors, vendors or partners to create gaming opportunities can push your guests to areas they wouldn’t typically visit, speak up and participate in conversations or become a stronger part of your community.  This could be as simple as hiding secret letters throughout your event and having guests track them down, to hosting a virtual photo booth and rewarding participants for sharing their images out on their social feeds to promote the event.
2. For your Speakers and Exhibitors: There is nothing more important than delivering a positive experience for those creating the collective of your event.  This includes informing and supporting your community to enhance their opportunities to be showcased. Here are a few considerations:
   1. Pre-Event Social:  Chances are that prior to your event, many of the speakers, panelists and exhibitors have never met each other.  Breaking the ice with a simple but effective pre-event social event can help to build community within the group that will be bringing your event to life.  This can include interactive elements of “building a beverage” and toasting together, a quick round of speed networking or allowing panelists to get to know each other before their on screen conversation.  Keep in mind panelists, speakers and entrepreneurs are full of high energy and are rarely camera shy.  Why not bring them together and strengthen your community before the event even gets underway?
   2. During Event Promotion: Leverage the Main Stage as a place to put up advertisements around books, workshops and tools that your participants have created.  Perhaps in exchange for the promotion, they will give away an item to raffle to the audience.  You can also include names, social handles and images of your participants and their brands on your event website, event collateral and post-event content.  
   3. Guidance In Activation: One thing we have learned is that the more present you are at a virtual event, the more likely you are to find success.  This applies to everyone who might participate.  Here are a few highlights to consider:
      1. Speakers and Panelists:
         1. Encourage speakers and panelists to stick around for as much of the event as possible. Your participation typically gets you an event ticket and the information that is being shared out might be more valuable than you think.  
         2. Offer speakers and panelists opportunities to lead a breakout session that can be focused more on topics that they are controlling or items they would like to promote.
         3. Offer speakers and panelists an opportunity to get interviewed for a blog post or broadcast prior to the event to build momentum around their area of focus
      2. Exhibitors:
         1. A major recommendation from the Vendorspace team is to have exhibitors live at their booth.  We have seen staggering differences in participation rates when the booth is unattended vs attended.  No one can tell your story better than you.  
         2. Beyond being present at your booth, Vendorspace also recommends activating your booth with how-to workshops, gaming opportunities and special guests.  The more energy brought to this space the better.
         3. Last but certainly not least, exhibitors are oftentimes small business owners, inventors, and creative leaders in their industry.  Consider bringing them onstage to discuss how their product is relevant to the event theme.  Too often we keep our vendors in their “expo space” and forget that they can bring great insights on to the main stage.

As we continue down the path of virtual and hybrid events, there will be a continuous stream of elements that we can leverage to build better and more impactful moments.  To stay posted on ways to enhance your experiences, join the stagingsvs.commmunity today!  

Why event planners and vendors love Vendorspace:

1. List multiple services or events under one account in a clean and organized manner
2. Receive notifications of posted events and services that match your needs
3. Submit bids to events and organizers can request for information straight from the source
4. Manage your communications and receive notifications directly to your email!
5. It’s completely free to join!

If you’re ready today, we welcome you to sign up directly here! (stagingsvs.com)

Want to learn more about Vendorspace?!  Join us for our monthly demo on June 24th at 11am PST/2pm EST: RSVP HERE

Is 1:1 more your style? We are happy to hop on a quick call to show you a demo of how it works.Just select a time here: Vendorspace Demo

So often we underestimate how powerful perception can be as we slave away to create an amazing event.  With so many outlets developing that allow us to bring new solutions to life, it is important to remember that at the core, we are all humans, consuming our environment with the resources that have been built into our bodies to help us enjoy our experiences with the mind.

In our full guide, we breakdown lots of great additional details to consider when building an event that allows all of our senses to experience what we create.  For the full guide, download here or get it free by signing up for Vendorspace today!

Tip: Keep in mind that some attendees at your event may not have all of these senses in the way we normally think about them.  Considering all of the ways our bodies engage with our environment ensures that the event is pleasing to everyone.

Tip: Vendorspace is a vendor and event organizer community that is growing quickly!  Our goal is to get the solutions that vendors provide in front of those planning their next event.  Head to www.stagingsvs.com and add in your skills and experience to get discovered today!

Sight

When planning an event, this sense is likely the one that is most top of mind whether in the colors we choose, the textures we incorporate or the dimensions you introduce to your environment.  All of it lends itself to the story you are telling.

As you are in the planning phase, you want to start by asking yourself one simple question, “what feeling am I trying to create within my attendees?”

Is it warm and inviting?  It is full of energy and intrigue? Do you want them to laugh?  Do you want them to cry?  

There is no wrong answer, but you should most certainly know where you are trying to take your attendees and incorporate these objectives into the decisions you make within your space.

Here are a few areas to focus on when you are considering what guests and attendees see at your event.

Lighting

Ambers and hues of red are known to be more complimentary to us.  Blues and greens tend to leave us feeling a bit cold, and fluorescent white can feel flat and stark.  

Best times and areas to integrate upgraded lighting:

1. Photo Booths or Step & Repeats
   • Boosting the ambers in this area will help your guests feel attractive, increasing the chances of photo sharing
   • Black and white can also be a fun way to keep things classy
2. Walls: Indoor or Outdoor
   • A fast way to make a big impact is to throw light on large walls.  For even more impact, think about moving lights that can throw motion into the lights for added dynamic.
3. Trees: Give your space dimension and create whimsy by integrating twinkle lights or LEDs into the trees surrounding your event space.  Make sure to consider how they will get power.  *if you borrow extension cords, make sure to label them as they come in to get them back to where they came from quickly and without confusion *battery operated lights are also a popular option

4. Entrance: Oftentimes guests don’t know where to go to get to their event.
   • Consider adding a gobo (projected logo  or message). Metal gobos and considerably less expensive than glass gobos.  Depending on the design, they can range anywhere from $45-$200.  Make sure you add in the Leko (type of light, usually around $50/light) that you would need to insert the gobo into.
   • Add a warm trail of lights to guide them to your event.  Consider using thick glass bowls (Dollar Tree usually has great options) and short reusable LED candles.  If you do use decorative bags along your path, make sure to weigh them down with some stones to ensure they don’t fly away at sunset.

? Our dollar download guide takes it further and introduces you to solutions around:

• What type of lights to use
  • Blending traditional and new solutions in lighting is the way to go, our guide discussed both!
• The Toolkit
  • Beyond the lights themselves, what else will you need for a successful install 
• Best practices in deployment
  • How and when to set up your lighting

Signage

1. Cohesion
   1. The eye loves a good story.  Remember to keep things as connected as possible. The best train of thought is to keep it simple.  Choose 2-3 colors one 1-2 logo styles to incorporate and integrate them tastefully throughout the event space.
2. Digital Displays:  Use a tv or project onto a wall and create a slideshow of images telling your story or display a static image
3. Traditional Displays:
   • Step and Repeat
   • Banners 
   • Branded Napkins
   • Digital Logos (Pre & Post)
   • Decal the Bar, The Reception Kiosk, the DJ Desk …
4. Non-Traditional
   • Floor decals
   • Hanging logos
   • Tattoos
   • Photo Booth Props
   • Green Screen

Decor

1. Use what you already have or borrow something from your neighbor, your church or other local resource
2. Integrate reusable fabrics to create dynamic looks that cover walls or dress your overhead space
3. Flowers always bring life and happiness to an event.  What type of greenery would work best?
4. Low-Cost solutions can often be integrated, especially if your event ties into a national holiday.  Check out 99c stores or the Dollar Tree for great solutions at a low price. 

Hearing

The audio track of your event should hum and buzz with energy.  Creating an environment that encourages conversation and commentary can perk the guest experience.

1. Adding a soundtrack: Adding music to your event helps support your theme and break the ice for your guests, driving conversation and energy into the space.
   1. Speakers:  If you are an event planner, consider bringing some speakers into your inventory.  
   2. The Sounds: How long will your event be?  2 hours, 4 hours, 6?  Making a playlist can cover the length of your event can take stress off of your shoulders.
   3. Sound Effects:  If your party is heavily themed, say Halloween or Mardi Gras, you will want to think about sound effects that take it up a notch.  

Tasting

Nothing satisfies the soul more than the right bite at the right time.  With so many unique ways to savor the flavor, consider bringing in a taste based experience for your guests to enjoy.

1. Theming food to your event could be just the thing. 
2. Get Creative
   • A Beer Tasting Experience
   • A Make Your Own Whiskey Experience 
   • What’s Behind the Spice?

Do you have a service that caters to providing these solutions?  Well get over to Vendorspace today and set up your account!  We will spread the word and work to get you recruited to amazing events that can use your services!

Smell

They say nothing sparks nostalgia like a memory enhanced through the nose.  From the moment your guests arrive you have the opportunity to welcome them through the smells in the air.

Another great list for you, with additional details on each point available for just a dollar!  Head to our dollar download page and make it yours today!

1. Candles
2. AromaTherapy
3. Perfumes/Colognes

Touch

1. Create a fun and fabulous space by creating interactive components that change when you engage with them or create an unexpected reaction
2. Make it cozy and comfortable with soft, fuzzy elements in places where guests sit and engage (especially great for outdoor environments)
3. Create a destress zones where guests can find a different mood that lets them take a breath and come out smiling.

The sky truly is the limit, and we here at Vendorspace have a million more ideas. There are way more tips and ideas in the full guide!  Grab that dollar download or join the stagingsvs.commmunity for full access to guides and other great resources!  No strings attached!

For a quick conversation with our team on how to amplify your event, reach out to events@stagingsvs.com and book an event planning consultation with us.  As always, we are here to help.  Happy planning.

There’s no doubt technology plays a huge role in running a business. With millions of apps creating business hacks, choosing the right ones can be overwhelming. Here are a few that stand out:

1. Hootsuite: https://hootsuite.com/

When you’re a business owner, juggling social media can be a lot. Remembering to post on all your accounts may be a bit tedious but luckily Hootsuite provides a solution to schedule and automatically post your content. Instead of hoping from Twitter to Instagram, simply add all your accounts in their dashboard and schedule for the day, week or even month! Their free plan is perfect for small business owners.

2. Canva: https://www.canva.com/

Canva is the perfect tool for easily creating designs for all your business needs. Their stunning templates save you a ton of time; all you have to do is replace the text and designs are yours! Create a Facebook ad, company brochure or even a powerpoint presentation in minutes. Its a free must have for any business owner.

3. DocuSign: https://www.docusign.com/

Long gone are the days where you have to print a contract, sign, then scan and send back to your client. That used to be such a cumbersome process especially if you didn’t have a printer or scanner handy. Now, there’s Docusign – an app that allows you to electronically manage your contracts and agreements. Simply upload the document and add the recipients email to sign or complete the document fields. This is a huge timesaver for any business and it also saves trees 🙂

4. Scanbot: https://scanbot.io/

Now that you have an easier way to sign documents, how about an easier way to scan them? Scanbot is a neat tool that you can download on your phone to professionally scan any document. Easy to use and super quick! Scan all your most important docs from receipts to reports from anywhere so long as you have this app.

5. Square: https://squareup.com/us/en

We don’t know how the world will operate after the pandemic but we do know it’s important for every business to adapt a contactless payment system. Square allows you to do just that even if you don’t have brick and mortar. Their readers can be used on any device to take credit card information so you can sell your product or service on the go.

6. Mailchimp: https://mailchimp.com/

Email automation and management has never been easier. If you are developing a community or simply want to keep in contact with your customers, then Mailchimp is a must-have. Upload and organize all your email contacts into one place and mass send newsletters, greetings, and more. The best part is they offer a free plan for up to 2000 email contacts; the perfect tool to help communicate with your audience. The drag-and-drop feature makes it easy to create beautiful templates even if you don’t have a degree in graphic design.

7. Zoom: https://zoom.us/

Who would have ever predicted that video conferencing would be the main form of communication in 2020. Whether you like it or not, it is. The best thing you can do for your business is adjust to the times and get a Zoom account so you can keep in touch with your clients as needed. Zoom is a great solution for conducting online webinars to discuss your product or service, client meetings to demonstrate your strategies or even virtual so you can stay connected with your community.

8. Trello: https://trello.com/

As a small business owner, you’re micro-managing a lot of projects. Having a solution that helps you list and organize each stage of your project will be the best thing that ever happened to your business. Trello does just that. Create your boards, manage tasks, add deadlines, and even assign co-workers or employees to certain projects. Easily plan your social media campaign with others or list all the people and resources needed for your next launch. Trello is very flexible and even offers a free plan to get you started in no time.

9. Intuit Quickbooks: https://quickbooks.intuit.com/

Staying on top of your taxes as a small business is very important but you don’t have to be an accounting expert to keep your books together. With Quickbooks, you can sync the software with your business account to keep a log of all your expenses and income. It saves you so much time than running through account statements like before. You can even use the tool for payroll. An all in one financial system to empower any business.

10. RescueTime: https://www.rescuetime.com/

With everyone working from home, it might be a little difficult to stay focused. RescueTime allows you to automatically track how much time you spend on websites, apps, and documents to improve productivity. Imagine having this tool for your employees. It’s a great way to understand how many hours are being spent where so you can analyze whether it’s the best use of time. Rescue your time to run a more efficient business.

Vendors are a part of the DNA of events. 

Can you imagine a conference without a videographer?

A brunch without a caterer? 

A company retreat without tables and chairs?

Just because we can’t gather in large groups right now doesn’t mean that vendors should be forgotten when organizing groups online.

There are many advantages to advertising during virtual events. Here are some of them:

1. Continue to monetize in times of economic despair.
   
   Let’s face it – we are living in an uncertain and challenging financial climate. Thus, staying active in your industry is imperative, not only for your current monetary situation but also for your future.
   
   When you advertise during virtual events you are able to bring in the same income (or near the same) that you were getting before. Technology has enabled many workers to stay relevant during this quarantine and vendors should be included in that category. Take advantage of the internet and get your money!
   
   
2. Reach a potentially larger audience
   
   Have you been watching any of the “versus” music challenges on Instagram? It’s when two popular artists pit their songs against each other – in a light-hearted, fun manner – to judge whose music is better.
   
   Whether you’ve caught one or not, the “attendees” reach in the hundreds of thousands, far more than any concert hall could hold in person. Imagine if your brand was plugged during one of these events? Can you say “ka-ching”?
   
   While it is more likely to get marketing exposure during a virtual business event, digital gatherings simply reach a wider audience, especially during these times, and your brand could benefit from the larger “crowd”. Don’t underestimate the power of what virtual events can do for your company.
   
   
3. Perfect a new strategy to implement when things go back to normal
   
   At some point, things will get back to the way they were before Covid-19. Face masks will come off and “non-essential” businesses will re-open. But this doesn’t mean that virtual events will go away. In fact, they may even become more popular due to the fear of Corona returning and the comfortability we have acclimated to. When this quarantine ends, part of our new normal will include digital events.
   
   Why not get a jump on the market and figure out now how to master the digital space?  With the way things are going now, this is a tool for your toolbox that will continue to pay off long into the future.
   
   An entrepreneur once said that if you want to be rich then find out which direction the world is going and get there first. You already know digital events are the new wave. Learn to ride it now so that you are ahead of the pack when others figure it out, too.

We sincerely hope you are able to take advantage of this tremendous opportunity. Which digital events will you pitch your services to this month?

On the next episode of The Checklist, we spoke with Curt Johnson of Four Moon Productions, about “How To Pivot As A Vendor.” He broke down his experience with his company pivoting early in the game and how it has helped them stay afloat.

In this episode, we discussed:

• The future of events and how it will impact vendors
• The ups and downs of pivoting into the digital world as a vendor
• Tips to transition into virtual events

Listen to the full episode here:

About Curt Johnson

Curt Johnson is a native of Omaha, Nebraska. He relocated to Las Vegas where he began his career in events as a driver transporting production equipment. Twenty years later, after working in various positions in the A/V field, he currently serves as the National Sales Director for Four Moon Productions. Using his knowledge of all facets of the corporate production industry, he assists his clients with meeting their needs big or small. He has developed and produced many groundbreaking events touting locations around the globe with thousands of attendees, managing everything from break out rooms to general sessions and each small detail in between. Bringing his talents to the tech space, Curt has had the pleasure of partnering with Four Moon’s host of clients among them Zoom, Blavity, Great Place to Work, and Afrotech to name a few. In his spare time Curt enjoys dancing, quality time with family, and anything that involves great food. 

About Four Moon Productions

Four Moon Productions is a full-service audio/visual production company. From set design and content creation to streaming and everything in between, Four Moon is a one-stop solution for live corporate events. Four Moon is a completely mobile production company, servicing all corners of the globe. Learn more at: https://www.fourmoon.com/

If you’re new to Vendorspace, you might not be aware of all the ways our platform could benefit your business. 

Here are some helpful tips to get you started: 

Find vendors you need for your event.

From DJs to videographers, Vendorspace is an online hub of geo-friendly vendors eager to assist your event. Our vendors are asked to set up full profiles to help you vet the right partner for you. You can view their event history, products or services, and check customer reviews. This will help you feel confident trusting our vendors because our community was built to support events. No matter your city or state, you can count on Vendorspace to provide a local directory of vendors to make your event successful.

Tip for Vendors: Fill in as much info as possible to make your profile stand out! It’s a lot easier to know whether you’re the right fit for an event if they know what you can do.

 

Find events to participate in as a vendor. 

Searching ticketing sites and social media is a thing of the past! Now you can use Vendorspace to find events that cater to you. 

Interested in a women’s event targeting a specific age range? You can find it here. 

What about a conference for startup entrepreneurs? We have that, too. 

If you’re looking for the best online events to vend at right now, you’ve come to the right place.

Vendors now have access to a database of events that lists vendor opportunities in any city, based on audience, date, type of event, and vendor fees. Next time you’re looking for an event  to sell your services or support your company’s new marketing campaign, try Vendorspace! 

Tips for Vendors: If you still have questions about the event, shoot the organizer a message! You can easily chat with an event organizer before confirming your spot in the event. 

Stay booked with Gigs-On-Demand. 

We’re living in a gig society. Work is not as stable as it used to be so sometimes business slows down. Luckily, you can stay flexible and find work in the events sector with our new feature,  Gigs-On-Demand. 

This feature allows vendors to offer services to organizers who need a vendor in a hurry. The vendor gets to keep working and the organizer is able to save their event by adding a qualified vendor. It’s a win-win. 

For vendors looking to stay booked this feature is your best friend. You could waste time on search engines and general listing sites or become the hero to organizers who are desperately seeking you out. 

Tips For Vendors: Check back often! Since the life of events can be so unpredictable, someone is always looking for a vendor to step at the last minute. That vendor could be you!

Monetize your event.

After tickets and sponsorship, vendors are the #1 way to monetize your events. With vendors, you have an opportunity to reach a specific audience in one place and brands want to take advantage of that. We created the platform for you to connect with them. 

The same way you’d set up your event to sell tickets is the same way you’d set up your event on Vendorspace to sell vendor opportunities. From booths to signage, you can now directly market your exhibitor and advertising options to your target vendors. 

Tip for Organizers: Clearly outline all the opportunities you have available at your event. There’s no limit on how many you can add. If you have a lot to offer, just submit your website link or deck and our team can help you get set up. 

As you can see, there are a lot of benefits of doing business on Vendorspace. We are the world’s top platform to connect vendors and event organizers online. Our mission is to help make great events happen. Now more than ever, we are committed to helping event professionals monetize their events and get back to business amid COVID-19.

Create a free account today to learn how we can help you create or participate in an awesome event!