Becoming a vendor at a festival is a great way to grow your business, sell your products, and meet new customers. Whether you sell food, handmade items, clothes, or art, being part of a festival can give your business excellent exposure.
Over the past years, more events have been welcoming small businesses and food vendors. As lifestyle festivals and local markets become more popular, many entrepreneurs are taking advantage of vendor opportunities to build their brands and earn income.
Some of the most popular South African festivals that welcome vendors include Hey Neighbour, Soweto Kota Festival, DStv Delicious Festival, and the Rand Show. These events attract thousands of visitors and offer an ideal space for small businesses to connect with customers.
Thinking of becoming a vendor at events? Here’s what you need to know to get started, from essential tips to practical advice to help you prepare and make the most of the opportunity.
Start with Research
Before applying, do some research to find the right festival for your business. Check the event’s theme, audience, size, date, and location. Make sure the products you sell match what people expect at the event. Also, check vendor fees and what’s included; some organisers provide tents, electricity, or tables, while others don’t.
Read the Application Carefully
Vendor applications are available online on the event’s website. Read all the details carefully. Make sure you understand what is allowed or restricted. Some events, for example, don’t allow vendors to sell branded drinks or products. Food vendors may need to meet hygiene and safety standards and may need to provide certificates or permits.
Complete the Application
Fill in the form and enter all the required information. Be clear and professional when describing your product. Include high-resolution photos of your stall or items if requested. Submit all documents, such as your ID, business registration, or health certificate, before the deadline. On your side, don’t forget to keep a copy of everything you send, including proof of payment.
Plan your Stock
To determine the amount of stock you will require, you will need to consider the expected number of visitors that will be at the event. For food vendors, prepare ingredients in advance and plan how to store them safely. If you sell products like clothes or crafts, bring extra stock of popular items and make sure everything is priced and packaged neatly.
Get Your Stall Ready
A good stall setup helps attract more customers. Make sure you have a strong gazebo or tent, especially at outdoor events, and also tables, chairs, and clean tablecloths. Use clear signage, banners, and price boards so people can easily see what you offer. It’s also important to bring marketing materials like flyers or business cards and packaging such as paper or plastic bags so buyers can carry their purchased items.
Offering branded or complimentary bags is nice so that customers remember your business. Don’t forget to have small essential tools like scissors, tape, and zip ties to keep your setup secure and neat.
Prepare a Payment System
The majority of customers want to pay by card or digitally, so carry a functioning POS machine like Yoco or a QR code to use SnapScan or Zapper. Make sure that your phone is charged and carry a power bank as a backup. It is also important to have some petty cash and change, which should be stored somewhere safe, such as in a money belt or cash box.
Hygiene and Safety
Hygiene is a must for food vendors. Take gloves, hand sanitiser, paper towels, and rubbish bins. Put on hairnets or hats, and ensure that food is kept at the appropriate temperature. When using gas, observe safety regulations and possess a fire extinguisher. Every seller must keep their stall clean and well-organised.
Get Support, Be Comfortable
In case the event is a whole-day event, take someone with you to help with sales or even cover your break time. Wear comfortable clothes and footwear. Bring snacks, water, sunscreen, and a small fan in case it is hot.
On the Day of the Event
It’s better to get there earlier to prepare before the people come in. Welcome customers and discuss your product, and maybe give them samples. Keep your stall stocked up and clean during the day. Capitalise on the moment to market your brand. Distribute flyers and business cards, and request customers to follow you on social platforms.
Post-Event
After the event is completed, pack up and leave the area neat and clean. Calculate what you made and which inventory was sold the most. Share posts and photos on your social media to remain top-of-mind among customers
Through the rise of local events and festivals, it has never been more rewarding to be a vendor. Festivals can become a very good business venue, as long as you can do your homework, apply in the right way, and prepare.
