FAQ for Vendors at a Scriven
Please note that feedback is always very helpful for future shows. Advice
is most welcome. Patience is requested. With luck, this will continue as a
regular event and grow into something truly amazing!
1. When can I register/reserve a space?
a. Watch our media for dates.
b. A form will be sent and must be returned so the organizers may evaluate and approve
vendors. Vendors must be approved by the organizers of Scriven before sending
payment. Once payment is sent, then your place as a vendor is secured. This is the policy
since often there are people who send in forms and then never their funds assuming that
because they sent in a form that they are registered. Please note that “friendship” does not
afford anyone any special privileges in the fairness that must be offered to all vendors.
2. How much does it cost? This includes what? Refund policy?
a. Usually costs $100 for a 6-foot space (includes one 6-foot table and two chairs)
b. $80 fee for a 6-foot is available in limited quantity for early registration to former
vendors.
c. $70 fee for a half-space is an option if we have more vendors and some are willing to
take a smaller space to be present, offered only later in the registration time.
d. Refunds for cancellation: if you cancel by April 1st
3. Can I have electricity?
a. Depends on the venue
b. Inform the organizer WHEN YOU REGISTER (on your form)
c. Limited number of tables with access to electrical outlets on a first declare first receive
basis till we are out of available spaces with access
4. Can I bring extension cords?
a. Yes
b. BUT, you may NOT string them across any walking path
i. If you must understand why: dangers of tripping or snagging
5. Will I face competition? Am I the only one with the products I have on my table?
a. YES! Welcome to the real world of business. Competition exists, especially in a themed
fair like this one.
6. I was told I could not vend or could not sell a particular set of my products! Why?
a. Venue rules might forbid your products
b. Venue insurance may not cover your product’s potential for damage
c. Space is limited.
7. When can I arrive to set up?
a. Vendors may set up 1 hour before the venue opens to the public
b. Sponsors may set up with organizers 2 hours before the venue opens to the public
8. Is there an elevator or way to help me with my stuff for set-up or clean-up?
a. Depends on the venue
b. Be prepared to handle this on your own (bring your own help), and to do any possible
stairs
9. I need to leave my table for a bit (give/attend a presentation, get food, use facilities, etc.). Will
there be help for me or someone to watch my table while I am gone?
a. Expect the answer to be NO, make your own arrangements
b. Sometimes volunteers will be available to help watch your table for a very short period
(no more than an hour)
c. Tables abandoned without supervision for more than 30 minutes could get you banned
from the next year’s show, and it puts your stock at risk of theft
10. I will be late for setting up. What should I do?
a. Don’t be, it is unprofessional
b. But if you MUST be:
i. Contact the organizers ASAP
ii. If you are more than 2 hours late (from start of setup time), then your table is
forfeit, do not bother coming
iii. If being late becomes a habit, your name will be black-listed and you won’t be
allowed to register in the future
11. I will be away from my table a lot. What should I do?
a. Don’t be, it is unprofessional
b. But if you MUST be:
i. Make your own arrangements to have a helper (without leaning on another
vendor who has to also manage their own table)
ii. Contact the organizers ASAP and turn your table into a basic info table with no
products that need to be watched/sold
iii. Frequent/long abandonment with no arrangements/helper will get you banned
from future events
12. I have to leave early. What should I do?
a. Don’t, it is unprofessional
b. But if you MUST:
i. Contact organizers ASAP; emergencies happen, we do understand
ii. Pack discretely so as not to disturb other vendors or their customers
iii. Try not to leave any earlier than 2 hours before doors close for the public
13. When do we pack up?
a. You have ONE hour to pack up after the doors close to the public
14. Can I have help setting up and/or packing up?
a. This is your table. Only you know how it should be set up and packed up.
b. If volunteers are present, you might get assistance taking things from and to your vehicle.
But do not count on this possibility.
15. Is the venue “accessible” for vendors/clients?
a. Depends on the venue
b. Generally, YES. There might be a lift or ramps.
16. Is there adequate parking for clients?
a. Depends on the venue
b. Assume street or lot parking with pay meters.
17. Will organisers provide: extra lighting, tablecloths, décor, extension cords, multi-outlet power
bars, and/or extra chairs?
a. NO, why are you even asking this?
b. You are responsible for your own table’s needs.
c. On occasion, there might be extra chairs available, sometimes at an extra fee
18. Can I be placed next to / not next to specific vendors?
a. Maybe, NO PROMISES
b. Placement depends on electricity needs and strategic marketing
c. Placement sometimes also depends on what will create the least vendor drama
d. Put your request on your vendor form for consideration
19. Can I play music at my table?
a. Depends on the venue
b. Usually YES, so long as it does not disturb/disrupt your neighbors and/or clients
20. Can I play promo videos?
a. YES! But not loudly, so long as it does not disturb/disrupt your neighbors and/or clients
21. Can I burn candles?
a. Depends on the venue’s safety rules
b. Generally, NO due to safety/fire risks
22. Is there security/first aid personnel?
a. Depends on the size of the event
b. Contact organizers or one of the volunteers in case of any emergencies
i. Someone will handle security
ii. There will always be someone who knows first aid
iii. Volunteers will be identified in some way
23. Is there wifi available?
a. Depends on the venue
b. If yes, there may be a fee for its use
24. I want to accept debit/credit payments. How do I do this?
a. You must do your own research on this matter and equip yourself accordingly
b. Recommendation is the Square Up device for cell phones that allow for card processing.
Though, there are other similar services.
i. https://squareup.com/i/F4E1C449
25. How can I make change?
a. Come prepared with change in advance
b. If you cannot or you run out, then see if another vendor can break the larger bill for you
c. Try asking the client if they wish to make other purchases so you won’t have to make
change for them (this is called up-selling)
d. Let them know you will hold the item for an hour till they can break the larger bill with
other purchases from other vendors
26. Is there food/drink available? Or a fridge/kitchen I can use?
a. Depends on the venue. Sometimes, but do not expect it
b. If so, it will not be for free
c. Come prepared! Bring your own food/drink and a cooler if necessary
d. Bring money to buy food or to order food in (delivery flyers will be available at the
Greeting Table)
27. I have a problem and want to make a complaint!
a. Be adult/mature, respectful & respectable, patient, calm, and professional. Try to solve it
on your own before addressing the organizers. People make mistakes and are only
human. Give people a chance to work it out.
b. Complaining to people around you, starting negative rumors/slander, actively trying to
undermine the sales of another vendor (“don’t go see them”), and yelling will not be
tolerated. You will be asked to leave immediately, even if the cause of your ire was due
to the actions of someone else.
c. Bring up your issue discreetly/privately with the organizers
d. If the complaint is about an organizer:
i. Organizers are only human and make mistakes, too
ii. Organizers are under FAR MORE stress running the event than you can or will
ever imagine, but they are trying their best
iii. Bring your issue to them discreetly/privately anyhow so that they may
learn/make amends
28. How do I deal with theft?
a. Theft happens, usually at larger events. You are responsible for your table and its stuff
(have your own insurance).
b. Be aware and prepared in advance (don’t look like a victim!)
i. Be alert, watchful, meet people’s eyes
ii. Give out receipts so they have proofs of purchase, and so do you
iii. Watch over your stuff, wandering off or turning your back is ASKING for theft
to happen
iv. Keep higher priced or easily stealable items closer to you or in an enclosed case
only you can access
c. Contact organizers/security/volunteers ASAP
29. I am NEW to all this! What should I know not already mentioned?
I was having trouble getting noticed last time; advice please?
a. Bring your own helpers
b. Bring your own lunch
c. Bring change to break larger bills when clients buy stuff
d. Bring tablecloths that do not distract from your products/services
e. Bring your own display units and lighting to show off your stuff
f. Bring your own extension cords and power bars
g. Bring your own trays/spill mats if you have open inks
h. Make sure your stuff is priced for clients to see. They often don’t ask about a price and
just want to look for themselves. Make little signs to be helpful or price items
individually.
i. Have a sign that clearly identifies WHO you are and what you do/sell.
j. Have business cards for people to take
k. Try to add something to the promotional/goodie bags as this is GREAT advertising.
l. TAKE YOUR GARBAGE HOME! Bring your own garbage bag for your trash and take
it with you when you pack up. SAME FOR RECYCLE!
m. Have a couple receipt books or a notebook/ledger to record your sales
n. Come prepared with pens, paper, extra card stock for making on the spot signs
o. Bring something to occupy yourself during the quiet lulls so you are NOT bored
p. YES, your kids can come and help you. BUT… you are responsible for them. No one
else will take care of them and they need their own entertainment. Do NOT let them be
disruptive to other vendors or the event. Remember, even a short event of 4 hours is
HARD for small children, more so when the event is all day long or multiple days.
q. Make sure the organizers have your links to add to their media outreach and website and
newsletter/program
r. Share the facebook event to all your venues and help to advertise and get the word out
s. Post a couple pictures of your stuff as teasers and link back to the event
t. Stand and greet potential customers with a smile; meet their eyes. This makes you seem
welcoming and approachable. Also… know your stuff.
u. If sales are slow, make the most of your time by networking
v. Remember to thank the volunteers who help out; they are working very hard for free
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