Symbiotic Relationships are defined as close, prolonged associations between two or more different biological species. (In this case, businesses.) Both parties involved benefit from the interaction.
For those who don’t know what goes into throwing these events, here’s a short summary:
As a vendor, planning for events starts weeks to months in advance. At most events, the vendors have to provide their own tent, chairs, tables, displays, and have enough stock of whatever it is they are offering to accommodate the size of the event. On top of that, most events have vendor fees to even booth at the event ($100-thousands).
As organizers, I turn to my pawfessional furrends and all the conversations we’ve had to learn more about their end. There is finding the best location, paying the city fees, insurance, volunteers, finding the right vendors, following safety precautions, theme prep, marketing, marketing, marketing.
Thousands of dollars can easily be spent on a single event.
In this symbiotic vendor-organizer relationship, I’ve seen the partnerships be wildly successful or turn parasitic. And, TBH, the parasitic/toxic experiences inspired me to write this blog. When talking about the shared frustrations from both sides I realize that here’s no pamphlet, no written social contract.
So here is my proposed vendor-organizer social agreement:
ORGANIZERS WILL:
-vet their vendors. I think it is incredibly disrespectful to have direct competition at events you are hosting. Example, don’t put two watercolor pet portrait artists right next to each other. If you have 5 different one-ingredient treat brand that do the exact same proteins, that just signals to me as a vendor that you are a money grabber not a community builder. It’s already stressful and a lot of $$ for vendors to show up— respect their crafts and time PLEASE.
-provide tables and chairs either as a buy in option or include it for events charging $150+ as a vendor fee. Your profit should be coming from marketing, sponsorships, and a cut of vendor profit (which is usually $100 to cover costs). If you are charging more than $150 without providing even the option of renting a table or chair, VENDORS BEWARE. They are probably not going to be a very organized or thoughtful towards vendors at the event.
-provide timeline and map, unless it’s only 1-3 vendors inside a shop. Info should be given at least 1 week before the event. Why at least one week? Well, the list will also help us know who our neighbors are be so we can jointly advertise EVERYONE to make the event successful. We need to know when it is prime time to unload cars, where to park, and where to set up. If I’m renting a U-Haul to bring my game on for an event, I need to time everything especially if I’m coming out of town.
-over communicate. I would rather get multiple emails in the days leading up to the event to stay in the know than be out of the loop. Are there volunteers to help? How many? When can we utilize them? Is there water provided? Are there issues with weather? With the bathrooms? Electrical? Parking? Is there a vendor social after? There’s always something happening and if it affects all the vendors please TELL US.
-Provide the crowd. Your job is to advertise the event. Your job is to bring the people. Yes, vendors bring their own crowds if they have a big social media presence, but if your event is more than 50% my usual clients, I would do better NOT attending your event and setting up somewhere on my own. You should be approaching local news outlets, advertising in local stores, and spreading the word in your own base. That is your responsibility and not a reflection of your vendors.
-Make expectations clear and in the contract. To protect you too! Are we expected to stay the ENTIRE event? (Usually yes, but state it in the contract!) If the event is a themed event, are we expected to decorate too? Are we expected to post about the event? (This should be a definite yes and in your contract)
Organizers, remember that we all have a roll in the success of an event and EVERYPAWDY should be sharing gratitude for each other. The amount of organizers who act like they own all the success of someone else's business, or that they are owed a percentage of a vendor’s hard work and money.. it’s ick. Quality vendors bring interest and personality to your events. You won’t attract them by claiming any of their success. It should be a team mentality and you were NOT voted captain, just sayin’. Check that ego.
VENDORS WILL:
-be on time for EVERYTHING. Whether it be paying a fee, signing contracts, or just showing up— do it ON TIME. I’ve been to so many events where vendors show up RIGHT when the event was advertised to start. That is SO disrespectful to EVERYONE at the event, especially to the organizers who work incredibly hard on getting everyone set up. It is embarrassing for everyone involved. & I've heard of vendors not paying their fees until AFTER the event. Organizers have so much they need to pay off and that is just wildly disappointing.
-be team players. Find out who else is going to be at the event and support at least a few of them by resharing their product and hyping them up. No, you don’t have to share all of them and it should not be an expectation, but look at the ones that you might want to collaborate with in the future! This is a win-win to not only make the event super successful, but it also helps build community! Help each other set up if you are done with yours. Help clean up if you also finish before others. Stay after to say goodbye and chat later a hard day. Sometimes this isn’t possible due to the venue, but I would definitely recommend setting up a dinner after. I have made life-long friendships this way and I am so grateful for it.
-come prepared. Do not depend on the organizers to have extra trash bags for you, extra extension cords, batter chargers. That is your responsibility. Create a to-do list and be responsible.
-Help market. It isn’t your job to bring all the dogs to the yard but it is DEFINITELY in your favor to advertise advertise advertise. Tag the organizers in all your stories after! This is another symbiotic win-win situation where if their event does really well, you will do really well. If you help make it a success, organizers will want to bring you in more often!
-Communicate intentionally. Organizers have a million moving pieces, if it isn’t urgent don’t bug them. If you can figure it out yourself for ask other vendors, do that instead. Respect that organizers need some grace and space during this hectic time. Do not text them “what time is the event again?” The morning of the event when it is in your emails already. Smh.
Vendors, we are all in this together. We all have chosen a path that is vastly different from the norm and it took bravery to make that risk. When one of us succeeds, we all succeed! Another path to success can be carved and we can all learn from each other’s mistakes. We are all learning still and we are all doing our best. I avoid at all cost other vendors who tear competitors or organizers down. Ick. SO much ick.
Remember your ETHOS.
We are here to serve our clients. We are here to be pawfessionals in the field. Remember to check your egos, come prepared, and HAVE SO MUCH FUN! These events can be LIFE GIVING and RAGERS if we all chip in and spread pawsitivity towards each other. Remember we are all human and learning from mistakes. We're all learning from our experiences so please give everypawdy grace and space to grow! Now let's fluffing show up, do the work, and have a blast!
Is there more you’d like to add to the list? Comment below and I’ll be happy to add!
Want to work with Sheila at your next event? Learn more here!
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