Xplosive Blog

October 27, 2014 • No Comments

For those newly engaged, or for a family planning a milestone celebration, you are likely to find yourself at a vendor showcase or two. It’s one of the best and most popular ways to find the right professionals for your event. These event planning shows, whether referred to as showcases, expos, or conventions, are typically specialized by event. These showcases can also be especially productive because they allow you to meet vendors you might not have otherwise, and you can do so all at once in one central location. Additionally, there are often great incentives and prizes that make attendance especially appealing. But, while showcase attendance has a number of benefits, they can also be overwhelming. That’s why we’ve put together some great tips to help you get the most out of your next showcase.

• Make Labels. Vendors will often have forms with contact information they will ask you to complete. So, before attending, create a label that includes your name, event date, email, mailing address, and phone number. If you’re feeling particularly ambitious, you can include a picture to help the vendor put a face to the name when the event is over.
• Create an email for your event. This is the best way for vendors to collect email addresses for continued contact. To avoid overloading your personal inbox with potential marketing e-mails, create an email address specific for your upcoming event. Event emails are free to setup and as simple to create as “joshandamy2019@gmail.com” or “Alexmitzvah2019@yahoo.com”. As you can see, we recommend including your name and event date (at least the year) in your event e-mail address, just to keep things clear. 
• Do some pre-showcase planning. Go into a showcase knowing what you’re looking for. For instance, if you’ve already booked a photographer, skip right past all the photography booths. Move on to the vendors that offer services that you still need. It’s too easy to get stuck in a long conversation. If provided, get the list of participating vendors in hand before the event. This way you can narrow down the list of who exactly you want to meet with.
• Show up early! We cannot stress this enough. Arrive early to the showcase and be sure to target the vendors you are most interested in first. Shows tend to get busy quickly. And, some customers are very talkative with vendors. Get there first and you won’t have to wait in lengthy lines with other, more chatty customers.
• Examine each vendor’s booth. A vendor’s display at a showcase will tell you a lot about their company. The vendor booth displays should be clean and tidy. More importantly, is the vendor standing alert and eager to chat with you? Or, are they sitting disinterested behind their table? Showcases are an opportunity for companies to put their best foot forward. If they don’t, then perhaps they don’t deserve your business.
• Ask vendors for referrals. Get insider reviews. Well respected vendors earn the compliments from others in the business.
• Don’t fall for pressure tactics. Showcase “specials” are a common place, but you should never be forced into booking on the spot to get that discount. If you set an appointment with the provider to follow up and explore his/her services, that incentive should still be applicable. If it’s not, it might be a scam. 
• Try to win prizes! Want a free honeymoon? A complimentary spa day? A hefty discount on your event entertainment? Many vendors at showcases provide these kind of prizes to get their service spotlighted. Take advantage of this.
• Bring a friend or family member. Get the opinions of people you trust, especially those who have planned events like yours before.
• Don’t lead on a vendor. If you are not interested, tell them so. If you lead them on, you are likely to be engaged in an unnecessary, lengthy conversation. You may also be bothered with persistent phone calls and emails. Don’t waste their time, and they won’t waste yours. Simply be courteous and say ‘no thanks’. 
• If your preferred entertainment vendor isn’t performing, ask where they’ll be next. Bridal shows and event showcases typically have a performance or a main MC for the night. This is the perfect opportunity to get an idea of how your perspective vendor performs live. It can give you a much better feel for their style, and whether that matches the feel you’re looking for at your event. If they aren’t performing at your showcase, ask where you’ll be able to see them in the future. Chances our they have several other local showcases lined up, and you’ll be able to attend another to see them in action. 
• Phone, event binder, or planner; have your schedule ready. While some vendors may not be able to access their calendars, those who can may be able to book your appointment right there. Knowing when you’re available will make those appointments much easier and quicker to schedule.

* To see where we’ll be next click here