How I Prepare for an Event
After participating in several conventions, I can now call myself an expert at preparation! I kid, I kid! But I’d say I am getting QUITE good at planning and preparing what I need for the day or weekend. In this post, I’ll go over the time frame and the steps I take to ensure a smooth process!
30+ Days
Ok, don’t fret. At over a month out, there is plenty of time to get everything together. I suggest starting to wrap up any projects that you intend to have available as products at the show. Now would be a good time to order any test prints of new illustrations, stickers, etc. I would like to say I follow my own advice, but I’m always trying to squeeze out just one more design…
In the beginning, I tried to knock out as many illustrations as possible, thus only leaving myself with a couple of weeks before the event to order merchandise. I don’t recommend doing this. Not only is it stressful, but there have been a couple of times I had to send something back due to unsatisfied results which took up valuable time.
It’s worth mentioning to your following and community that you will be participating in the event, so if you have Facebook, Instagram, or an email list, start getting the word out!
30 Days
I count my products to ensure I have enough.
About a month before the show, I count my inventory and add any new merchandise to my sales app. I use Square and find it very user-friendly. The process involves adding a picture for easy reference, a price, quantity, and any discounts if applicable. As I’m focusing on stock for each item, I make a note of any low amounts and if I need to order more.
I also inspect my other supplies - plastic sleeves for prints, bags for cards and stickers, business cards, etc. to make sure I have enough for the duration of the event. I observe my price signs to make sure they reflect accurate and updated information. Any other supplies, like newsletter sign-up sheets, will be created and printed as well. I use the FedEx down the street because I don’t have a quality printer, and their jobs are satisfactory to me.
2-3 Weeks
If you ordered your merchandise on time, this would be the window for it to arrive. I check the quality and count my new items before adding them to my Square app. If you have an e-commerce store, this would also be the ideal time to add your new items to your shop.
Again, if you have an email list, send out a newsletter to update your community! Let them know what event you will be attending, what you will have to offer, and what’s new in the shop.
I like to figure out ahead of time how I will display my merchandise.
A couple of weeks out, I set up a table to figure out how I’m going to display my products. I usually add a few new products with every show, so I have to rearrange my merchandise accordingly.
The goal is to have the products displayed in an appealing and simple way for the customer to look at everything with ease.
I don’t want them overwhelmed when they stop to look at my booth! Another goal is to have all of my supplies conveniently accessible but out of sight.
My husband likes to give me crap about assembling my booth every time, but I am adamant about this part! It really helps to have a game plan (and pictures), especially if you are nervous about setting up the day of. Additionally, I take this time to fix new display prints onto poster boards and glue magnets on the back - it’s currently how I attach my big prints to my backdrop.
After I have everything to my liking I will tear down my booth and organize the stuff I’m taking with me. I wash my table cover and backdrop curtain to prepare for the packing stage too.
1 Week
It’s down to the wire now! Make sure everything is packed, organized, and ready to go. The checklist I created to help me remember everything really comes in handy. Download it here. Any last-minute things like picking up snacks and water for the event should be done during the last week too.
Night Before
Be sure battery packs and devices are charged and primed for a day of use! Also, make sure to confirm the location in whatever maps app you use before you set out on the road. I understand if you are anxious, but try to go to bed at a decent time! You’ll need all your energy for the big day(s) ahead!
There you have it! I hope you found this post beneficial for you. As I was typing certain tasks out, I caught myself going, “oh yeah, I still need to do that.” So, it was helpful for me at least! If you’re interested in any more behind-the-scenes processes or have any questions, let me know in the comments!
