Vendor Booth Prep: My First Time

Feeling a bit lost on how to set up and make the experience impactful for your business and the attendees?

No worries! There’s a first time for everything. First blog, first IG post, first sale, and for me, this was my very first event with a vendor booth.

Naturally, I immediately went down the rabbit hole searching for outdoor photography business trade booth setups. I combed the internet for tips, tricks, and must have supply lists. Now that I’ve completed my first event, here’s what I learned and what I’d recommend to anyone heading into their first show,

1. Start Planning Months in Advance

Seriously! Your future self will thank you. I started working on my posters and content early, and when crunch time hit, it was one less thing on my plate. That prep work, yup I totally thanked myself big time.

2. Consider the Weather

I didn’t factor in the wind and spent way too much time chasing down my poster displays. If you’re outside, make sure your setup can handle the elements.

3. Run a Contest or Special Offer

If you sell goods, create a special event price. If you offer a service, trade a discount on their next booking for an email address so you can add them to your email list. It’s a great way to connect with potential customers.

4. Skip the Handwritten Email Addresses

Trust me, you will not be able to read everyone’s handwriting (I know from experience, whoops). Use a QR code they can scan to enter their info, or take it down for them.

5. Collect Phone Numbers Too

Some people rarely check email (idk who but it happens), or your message may land in spam. With a phone number, you can follow up directly.

6. Follow Up Fast

Reach out to potential customers or business partners within a day or two. Keep the momentum going while the connection is fresh.

7. Make Your Branding Visible (without breaking bank)

You don’t need expensive banners, but make sure your name and logo are easy to spot. I displayed my business cards and a few 8.5x11 posters so people knew who I was and what I do.

8. For Photography Businesses

Have samples of your work and the products you sell on display. An album, a canvas on an easel, or if you only offer digitals have a tablet/computer with a digital gallery. Show, don’t just tell.

9. Have a Go To Script

Think ahead about questions you’ll get and be ready with answers. My openers were:

• “Have you ever had professional photos done?”

• “Have you ever thought about getting professional photos done?”

From there, I’d talk about how valuable it is, something you never regret. If I spotted a puppy or a senior dog, I’d mention how quickly these moments pass and why now is the perfect time to capture them.

10.  Be Ready For a Long Day

Have everything you need to stay comfortable and energized: food/snacks, comfy clothes and shoes, protection from the elements if you’re outside, plenty of water, and a charged power bank for your devices.

P.S TAKE PHOTOS!! Take photos and videos of your booth and the event in general so you have something to share on your socials.

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