Category: Event Tips

When it comes to planning an event, we certainly know a thing or two.  Giving attention to detail, setting things apart with flair and without a doubt, the importance of vendors.  The truth is, that without support, it would be nearly impossible to pull off a successful event.  For those of you who are just starting out, or for those of you who are always looking for new tools, here are a few reminders to keep in mind when planning your event and some vendors that might come in handy along the way.

1. The Overall Plan

Before you pick up the phone, send an email or ask the neighbor to borrow a gadget, it is important to get the basics of your events identified.  

Objective: Understanding the why behind the event allows you to keep things focused and streamlined, especially when you need to start making decisions based on budget, complexity and necessity.  Create a short one sentence phrase that describes the reason for your event.  Make this your mantra when you are in a tough situation and oftentimes it will help you recognize what is most important.

Budget: It is exactly what it sounds like.  In order to keep stress down and understand how much you have to spend, it is important not only to identify your overall budget but as many estimated details as possible.  This helps you inform vendors, control your spending and wrap your project quickly.

We like to approach our budgets like a story, creating categories for consideration and then identifying line items within each.  

Don’t worry if things change along the way; this guardrail will always shift and change.

*At Vendorspace we are here for all of your planning needs.  Make sure to check out the tools and templates section of your profile for access to useful tools that will give you a head start

2. The Style

Now that you know what you are looking for, it is time to make your event uniquely yours. Check out these big bucket items and remember, there is no wrong place to start and refinement will always come naturally!  Cast that net and see what you catch in your planning.

The Venue: Keep an open mind when it comes to your venue.  Oftentimes this will be a larger piece of your budget but asking the right questions can also wind up saving you time and money!  As you call around and discover your options, ask what the venue comes with.  Do they have a sound system, lighting, tables and chairs?  Do they come with the package?  Can you bring in your own and shave off some cost?  It’s always good to ask these questions up front, this way when you book your venue, you will also know what other required items might get checked off the list.

The Floor Plan: Consider drawing out the available spaces for your event.  Think about the guest flow from entrance to restroom and everything in between.  Place your tables and chairs, entertainment and catering considerations into the space so that you are prepared when things come together onsite.  If you are building something more complex, think about hiring an event consultant to help you build a scaled version of your event.  This will let you know how many things you can fit into the space and ensure the plan comes together.

The Theme: Another way to save time and bring together your event is to choose a theme.  This can be as simple as choosing some principle colors, fonts and overall decor or can be as extravagant as a party from Outer Space or themed after your child’s favorite Netflix characters.

The theme is important to get up front because it will help guide you from invite to delivery.  Knowing that time is money, a theme will also keep you focused and streamlined when you enter into shops and discussions with vendors.

Electronic Expressions: The revolution of technology allows us to create much greater impact with less effort.  As you are building your events, think about the power of storytelling through digital screens/tvs, LED lighting, lasers and fog machines and projectors.  The clean up is easy, the freedom to showcase more with less is powerful and it can often fill open space with entertainment.  Just keep in mind that going digital requires a bit of planning so keep a jump drive handy, get your digital dimensions and get the content ready as early as you can.

3. The Main Event

We just love to bring it all together!  After all of the planning, getting everyone and everything in place is where all of the hard work starts to pay off.  As a general rule, inviting your vendors to the space or to a pre-event meeting where you cover off on the plan is a great way to ensure that they know the basics.  Think through everything from where they will park to unload, park during the event and set themselves up.  The more information you can share ahead of time, the easier your event build will be.

The Build Out: Try to think about what is most important first.  In order to set your tables for example, you will need your tables and tablecloths to arrive and be put into position.  It is likely that all of your deliveries and pickups will be happening through the same “doors” so when you ask vendors to arrive, give them a little cushion for load in so that they aren’t stepping on each other’s toes.

Catering: Oftentimes catering takes up more space “out of sight” than in front of your guests.  Make sure to understand what they need to succeed ahead of time so that you can fill any gaps and prepare the space for their arrival to keep things smooth.  

Entertainment: Whatever method of entertainment you bring in, make sure to have enough time before your guests arrive to get things set and checked.  This may require talent to be onsite an hour or more before your event starts.  Keep this in mind when you are discussing your expectations and agreements with vendors.  If it’s a live band for example, you will want to understand how much space and power they need.  What they are bringing and what they expect you to provide.  You will want to be sure to do a sound check and get things set at least 30 minutes before your event starts.  For playlists or simpler entertainment, make sure to get everything tested and running so that guests can experience the vibe at the right time in the right way/.

Interactive: This day and age there are no shortage of interactive options for events.  From what we have seen the most popular and easy to integrate is the photo booth.  WIth great flexibility built into most packages, you have the freedom to choose photo frames, green screen backgrounds and props to take a small footprint, turnkey set up and make it exclusively yours.  If you are planning a family event, consider bringing in games to play or elements that last like face painting or sand sculptures.  Other fun interactive elements could include characicatures, paint by number murals, or DIY arts and crafts stations.

*We have many great entertainment, catering and unique event options on Vendorspace!  Make sure to explore our options, add your services and review your past bookings!

4. Wrapping it Up

As much as we would love for the event to be over when the doors close, that just isn’t the reality.  Tying the knot at the end of your event will ensure that you are able to close the book and move on to the next adventure with a clean slate.

Giving Thanks: Never underestimate the power of thank you.  Event life is stressful and oftentimes requires us to sacrifice evening and weekend hours, sleep and sanity.  Saying thank you to those who have come together to make the magic happen generates great energy and leaves you in a perfect position to collaborate with the same vendors for future events.

Making Payments: Getting rid of that money you had allocated to your event is the best way to get your event wrapped.  Be sure that your vendors know how payment is coming and confirm that they have received payment.  If you have an agreement for installments or delayed payments, make sure to mark your calendar with reminders on due dates to ensure you check it off your list.  

Using resources and tools when planning your event has never been easier.  At Vendorspace we want to make your event a less-stressful experience by providing you with great solutions, vendor services and planning tools.  The next time you are planning an event, list your needs for free, explore our platform for inspiration and let us know if there is anything that we can do to bring your amazing event to life!  

Happy Planning!

If you’re planning a marketplace, trade show or expo, chances are you may need some extra help filling your booths. Even the biggest of conferences and festivals still invest time and effort into recruiting the right vendors for their big event.

There are so many factors to consider when hunting for exhibitors: Do they fit the theme of the event?  Are they the right fit for our audience? Are they offering a similar service or product to an exhibitor we already have? and so forth and so on. With so much to plan on your plate, sometimes your vendor advertising falls short and here are a few reasons why:

1. You don’t know where to find them. 

 Marketplace vendors are businesses that want to sell or share their products with your audience. They’re not sitting around on Instagram waiting for your event. You have to find them. Sometimes that means discovering them at another event, or connecting with them in a LinkedIn group. Try thinking outside the box to locate your ideal vendor. 

2. You’re sharing your event in the wrong places.

Because you don’t know where to find them, you’re probably putting your event in all the wrong places. While it makes sense to advertise your exhibitor and booth opportunities on ticket sites, that’s just what they are — ticket sites. Majority of the traffic is from attendees that want to buy a ticket to attend, not to buy a $500 booth. There may be times where you get lucky but other times, you may get frustration days before your event.

3. You’re not offering mutual benefits. 

Let’s be honest, vendors are the real life of the party and they can bring energy and excitement to any space. So start treating them as such! Is your pricing fair for vendors? Can they recoup the money spent on your booth while they’re at your event? Will they get the traffic they need to secure a potential client? Vendors invest in your event; you should invest in their experience and make sure its worth it. The right package thats valuable and affordable will never be denied!

Next time you’re in a bind looking for vendors, here are some steps you can consider: 

• Start with past events that are similar to yours. Exhibitors will be more receptive to joining your event since they’ve already done one like it.
• Think like a vendor. Search unique groups on Facebook, Meetup, LinkedIn or even local organizations that share the interests of your vendors.
• Post your event on Vendorspace. The easiest choice of them all 🙂 Our platform is designed to connect you with the right vendors in the right area that actually have interest in your event. No guessing whether they’ll be a good fit because we vet every vendor on your behalf. Just post your event and watch the bids come in.

If you have a marketplace event coming up and need some help finding vendors, sign up for a free account and start getting matched with vendors today!

As we closeout Black History Month, we leave you with a presentation from August Spree on “Intentional Inclusion: Creating More Opportunity for Diversity in Vendors” that first aired at The Vendor Summit 2021. 

This session is particularly important this month because it reminds planners and organizers of ways to change our thinking and be intentional about seeking out vendors and businesses owned by historically marginalized people for the purpose of building and supporting a diverse community.

Watch the full session below and check out our list of black-owned vendor recommendations. This is just a reference list to get you started but hopefully gets you thinking in the right direction. For more black-owned vendors to work with, visit our marketplace. 

Service Vendors

1. Chef David Stample
   
   David Stample is a trained chef and certified Reiki practitioner who believes in the healing power of food. Throughout his career, David has been guided by the idea of “culinary philanthropy,” his belief that food is a powerful medium through which we can take care of ourselves and others. His passion for community involvement and bringing people together around the table has informed his work as a chef and culinary instructor, as well as in food banks, and other nonprofit organizations and purpose-driven food brands.
   
   
2. Venue56 Event Spaces
   
   Venue 56 is a rich, elegant facility that can be used for: Weddings, Family Reunions, Class Reunions, Retirement Parties, Corporate functions, Church Services, training classes, and Concerts
   
   
3. Fansub
   
   Fansub is an all-in-one tool for fan engagement, live streaming, and event ticketing. Fansub was founded in Atlanta in 2020 as the simplest way for creators and organizers to create special, ticketed experiences for their fans — no matter where they are in the world.
   
   
4. Pink Sugar Vegan Cupcakery
   
   PinkSugar is a vegan cupcakery preparing cupcakes fresh to order! All of our cupcakes are deliciously prepared fresh to order using all-natural, plant based, vegan ingredients. We refrain from using any dairy, and animal by products in our desserts!
   
   
5. Kamon Sheriff
   
   Kamon Sherriff is an Atlanta-based visual artist; painter, illustrator, and designer. Throughout his life, Kamon has always had an interest in drawing and creating. But after suffering a spinal cord injury in 2010 while in school for software engineering, he found himself with a lot more time to focus on art. After a journey into creating music, Kamon has settled into and found his purpose through creating visual artwork.
   
   
6. Melas Media
   
   Melas Media, LLC. is an innovatively ground-breaking media production company created in 2010 under the Melas division of Myriad Entertainment Group, LLC. Boasting a diverse portfolio of photography, video production, and design projects, Melas Media is poised to be one of the world’s cutting edge media companies. Centered around developing captivating creative content and high definition videos with high quality special fx, Melas Media caters to all industries looking for effective and strategic marketing campaigns.
   
   
7. Pretty Luxe Picnics
   
   Pretty Luxe Picnics & Affairs Atlanta is a full service luxury picnic company, that specializes in creating luxurious and upscale picnics settings and beautiful table-scapes for any gathering, whether large or intimate. We love nothing more than creating beautiful designs for each of our clients, from a sophisticated high-class afternoon tea picnic with the girls to a romantic & intimate evening that ignites the love between two people.
   
   
8. Ideal Media
   
   As a DJ/Audio-Visual Technician/Music Producer, DJ-HD can creatively combine Sound, Lighting, and Video to get you the outcome that you’re in search of.   “My aim is to combine skill, technology, interactivity, fun, and quality to provide a professional service for all of my clients. Being passionate about the craft of DJ’ing, assisting others with their important moments, and getting a kick out of seeing people have fun, is what makes this the best profession (for me anyway).
   
   
9. TableMade
   
   TableMade is your one stop shop for all your entertaining needs. Our assortment is expansive and unique. We have everything from 24K lined charger plates to specialty dyed glassware. Simply rent from our collection of curated collections and return once the party is over! So, call an old friend. Treat your loved one to an at-home dinner for two or dream up the most amazing tablescape at your reception. Bring together the gals, or guys, and reconnect at the table.
   
   
10. Machee Creates
    
    Machee Creates is a creative business owned by Machee Kelly. Machee is a Washington DC native and creative enthusiast.  Since her youth, creating has been her passion. In high school, she would design fashion illustrations and transform them into garments, but soon realized she enjoyed illustrating more than sewing textiles. Her entrepreneurial journey began in college, as she worked to create extra income for education expenses and her daughter. During that time she focused on print design and
    
    
11. Amarachi Ikeji Photography
    
    Amara Ikeji, the woman behind the lens of Amarachi Ikeji Photography, first picked up a camera during a fashion internship in college and hasn’t put one down since. She serves clients in New York City, Philadelphia, and Europe and strives to capture “stylish moments of love and beauty.” She has been featured BRIDES, New York Times & more and was also named Best Wedding Photographer in America by Brides.
    
    
12. Get Plated
    
    GetPlated is locally owned by a husband and wife team: Keyon & Alexandria Hammond! This duo shares a love for the kitchen and family. Keyon is the leader of the squad, a classically trained chef with an edge that brings bold flavors, refinement, approachability and more than 12 years experience as a platinum country club chef.
    
    
13. The Jam Band
    
    The Jam Band is a Port Saint Lucie, FL-based wedding band that services the coasts of Florida and beyond. Owner Jamilia Anderson, otherwise known as Jamilia Hall, started this band in 2013. Since then, this group of talented performers has thrilled wedding guests with a high standard of live musical entertainment.
    
    
14. Sister Fitness
    
    We are Daneka and Karadai we are 2 sisters and qualified fitness coaches who have come together to bring soca power fitness to you, we run fitness sessions and instruct online to power music that gets people moving.
    
    
15. Party Starter Photo Booth
    
    We are a photo booth and photo installation company that specializes in brand and corporate events.  The company is run by a photographer who has a high level of attention to details, highly organized, with the creative expertise to develop the best photo experience for your event. We have digital booths, virtual booths, printing booths, event photography, and 360 video booths.
    
    
16. Encaptivating Events
    
    Encaptivating venue is perfect for: Bridal Shower, Baby Shower, Corporate Meetings, Pop Up Shops, Private Dinners, Rehearsal Dinner Tailgate party, Wedding Reception, Wedding Ceremony and so much more!
    
    
17. Axum Creative
    
    Great photographers visually reflect truth, inform or educate audiences by making images which provoke thought and promote “Life-Stylized” as well as narratives of hope, beauty and culture rather than highlight ugliness or mockery. Axum Creative is for community-conscious businesses using social-first strategies to redefine the negative visual landscape, represent identity and cultivate community. We champion advocacy for equity in education, entertainment and social justice sectors by crafting distinct photographic images which result in positively shifting societal perceptions of the mis-represented.
    
    
18. Nina Lei Images
    
    Lesia is a freelance photographer beginning her journey on September 1, 2018. She has been an integral part of grand openings, engagement sessions, graduations, maternity shoots, etc. where the clients are most full of JOY! We pride ourselves on quality customer service and lightening fast return on images.
    
    
19. Quinn Conyers Emcee Extraordinaire
    
    Quinn Conyers has over 16 years of in-person and virtual public speaking and event hosting experience. She has served as an engaging Event Emcee for organizations such as Nike, Tedx, Black Speakers Network, Maryland Public Television annual Women’s Conference, and the Better Business Bureau to name a few. Quinn’s superpower is her E-Factor which includes a beautiful blend of Energy, Engagement, and Excitement resulting in the transformation of an average event into an epic experience.
    
    
20. Acute Inflections
    
    A velvety mix of Erykah Badu & Billie Holiday paired with the cool grooves of her 007 on bass” is how one reviewer described Acute Inflections, New York’s sultry duo led by a former Broadway singer. They can often be found entertaining their clients (United Nations, Mercedes-Benz, etc.) at high-end events across the country. They have shared the stage with Jennifer Hudson, Keith Urban, and other notable artists at some of these events. Their albums are always favorites on the jazz charts, and their shows are both fun and enchanting. Just prepare yourself, because these sassy artists love engaging their audiences!
    
    
21. Innovative Specialty Gifts, LTD.
    
    Promotional Products are tools used to market, create visibility and generate conversation about a Brand. Branding is about what you’re known for and who you are.  It’s about the style in which you market yourself and how your distinct from everyone else.  Think of a Corporate Gift as not just a gift but an investment in your Brand! Unlike other advertising media, Promotional Products are much more than simply a way to publicize a business or Brand. Their physical presence and long-lasting usefulness increase recipients’ engagement with the team, reinforcing the logo or message through multiple impressions.
    

Marketplace Vendors

22. Nywele Luxe
    
    Nywele Luxe is a luxury haircare company where your crown is our inspiration. We believe that there is a better, easier, and more affordable way to keep your protective styles and natural hair preserved, fresh, and most importantly long-lasting with our long bonnets, shower caps, and refresher kits. Our hair products refresh, soothe, stimulate and speak to all senses.
    
23. Forever PRG
    
    Make customizable metal tumblers, keychains, pens, and badge holders. I make bariatric gowns that are customizable w/the option to add vinyl images 3D mask and scrub caps
    
    
24. Leap Forward Publishing, LLC
    
    We are a black and woman owned book publisher dedicated to developing and promoting books with a focus on diversity and inclusion. We also offer self-publishing coaching services.
    
    
25. The Emerald Effect Co.
    
    The Emerald Effect Co. was started from a love a crafting and creativity. The month of May is near and dear to my family. From this an EMERALD was born. The Emerald is a symbol of inspiration, patience, embodies unity, compassion & unconditional love. Wouldn’t you like to experience The Emerald Effect?
    
    
26. Diane’s Dazzle
    
    Diane’s Dazzle sells beautiful 100% nickel and lead-free Paparazzi jewelry, that will make your heart glow with happiness.
    
    
27. Mommies Beauty
    
    Mommies Beauty is the creator and maker of the organic rice water, hair oil, shampoo and conditioner.  Made with love and care,  our products ensures and promotes blood circulation and hair growth.
    
    
28. Oil On My Hands’
    
    Oil On My Hands’ creates organic ingredient items to soothe the body and soul. Organic ingredients such as Shea Butter, Coconut Oil, Vitamin E, Sweet Almond Oil to name a few that will help nourish and moisturize your skin with their natural properties. Oil On My Hands’ products are handmade with love for every “Beautifully Flawed” person!   We hope that you love our organic-made to order products just as much as our family and friends.

Ways to support these vendors: 

• Book them for an upcoming event. 
• Refer them to an organizer or agency that plans events. 
• Follow, like and share their work. 
• If you’ve worked with them, leave them a review.
• If they are product based, buy something! 
• Invite them to speak, sponsor or vend at your event where they can meet potential clients and customers.

These are just a few examples but there are several ways to support. Let’s be more intentional with our vendor relationships and help make events a more inclusive industry. 

In the spirit of love for Valentine’s Day, today’s feature vendors can create any experience your heart desires. Whether you’re planning a last-minute celebration for a loved one or creating a love-inspired activation at your next event, check out these vendors to pull together your best event experience yet!

Each week during Black History Month, we’ll feature 7 new black-owned businesses that have services and solutions for your events. These vendors range from chefs and musicians to digital platforms and exhibitors…and everything in between!

We believe it’s important to diversify your event team and encourage organizers to hire black vendors for contracts and gigs . Vendorspace works establish these relationships by promoting black-owned businesses that are ready to work! 

Check out this week’s feature vendors below:

Pretty Luxe Picnics
Category: Event Planning, Decor, Unique Solution

Pretty Luxe Picnics & Affairs Atlanta is a full service luxury picnic company, that specializes in creating luxurious and upscale picnics settings and beautiful table-scapes for any gathering, whether large or intimate. We love nothing more than creating beautiful designs for each of our clients, from a sophisticated high-class afternoon tea picnic with the girls to a romantic & intimate evening that ignites the love between two people. 

The team at Pretty Luxe have an engraved belief and appreciation for  living life extraordinarily, celebrating life out loud because yes you are royalty!! living in the moment and creating magical and extraordinary memories with the people we love and those that makes us the happiest.

IG: @prettyluxepicnics

Ideal Media
Category: DJ, Audio Visual Solutions, Draping, Uplighting, Photobooth 

As a DJ/Audio-Visual Technician/Music Producer, DJ-HD can creatively combine Sound, Lighting, and Video to get you the outcome that you’re in search of.   “My aim is to combine skill, technology, interactivity, fun, and quality to provide a professional service for all of my clients. Being passionate about the craft of DJ’ing, assisting others with their important moments, and getting a kick out of seeing people have fun, is what makes this the best profession (for me anyway). ”

IG: @idealmediaevents

Table Made
Category: Decor, Curated Tableware, Table-scaping, Event RENTAL

TableMade is your one stop shop for all your entertaining needs. Our assortment is expansive and unique. We have everything from 24K lined charger plates to specialty dyed glassware. Simply rent from our collection of curated collections and return once the party is over! So, call an old friend. Treat your loved one to an at-home dinner for two or dream up the most amazing tablescape at your reception. Bring together the gals, or guys, and reconnect at the table.

IG: @tablemadeco

Machee Creates
Category: Art & Stationery 

Machee Creates is a creative business owned by Machee Kelly. Machee is a Washington DC native and creative enthusiast.  Since her youth, creating has been her passion. In high school, she would design fashion illustrations and transform them into garments, but soon realized she enjoyed illustrating more than sewing textiles. Her entrepreneurial journey began in college, as she worked to create extra income for education expenses and her daughter. During that time she focused on print design and decor for events. 

Machee then took her passion to the classroom, teaching graphic design to elementary and middle school youth, inspiring young people to discover their own passion. As a young professional she’s designed for schools, non-profits, and most frequently local women-owned businesses.

Today Machee creates art and products inspired by women, their beauty and versatility, and colors that evoke joy.

IG: @macheecreates 

Amarachi Ikeji Photography
Category: Photographer

Amara Ikeji, the woman behind the lens of Amarachi Ikeji Photography, first picked up a camera during a fashion internship in college and hasn’t put one down since. She serves clients in New York City, Philadelphia, and Europe and strives to capture “stylish moments of love and beauty.” She has been featured BRIDES, New York Times & more and was also named Best Wedding Photographer in America by Brides.

IG: @amarachiikejiphotography

Get Plated
Category: Catering

GetPlated is locally owned by a husband and wife team: Keyon & Alexandria Hammond! This duo shares a love for the kitchen and family. Keyon is the leader of the squad, a classically trained chef with an edge that brings bold flavors, refinement, approachability and more than 12 years experience as a platinum country club chef.

Alexandria  brings the  distinct eye for details; from the logistics to the plates for every event. Her keen ear for listening has proven invaluable to bringing our private and corporate clients’ vision to fruition. Have a crazy idea-she’s definitely your girl to chat with.

Together they bring  a well-defined palette, fun culinary attitude and most importantly love to GetPlated. The guy loved the food! The girl loved the guy! Together they created GetPlated! 

IG: @getplateddc 

The Jam Band
Category: Musicians, Entertainment 

The Jam Band is a Port Saint Lucie, FL-based wedding band that services the coasts of Florida and beyond. Owner Jamilia Anderson, otherwise known as Jamilia Hall, started this band in 2013. Since then, this group of talented performers has thrilled wedding guests with a high standard of live musical entertainment.

Jamilia began her entertainment career in Miami, FL, at The Edwin Holland School of Dance. She followed her passion to NYC to train to the standard she dreamed about. Jamilia has performed in music videos, a hip-hop company, and on cruises as a production singer. Gathering together experienced and diverse music professionals, Jamilia created The Jam Band.

Wedding services offered by The Jam Band include live music, DJ service, MC service, and sound and lighting equipment. These musical professionals include vocalists, pianists, guitarists, bassists, keyboardists, brass instrumentalists, and percussionists. You may draw on their talents for your wedding ceremony and reception as well as your rehearsal dinner and after-party.

IG: @thejamband 

Ways to support these vendors: 

• Book them for an upcoming event. 
• Refer them to an organizer or agency that plans events. 
• Follow, like and share their work. 
• If you’ve worked with them, leave them a review.
• If they are product based, buy something! 
• Invite them to speak, sponsor or vend at your event where they can meet potential clients and customers.

These are just a few examples but there are several ways to support. Let’s be more intentional with our vendor relationships and help make events a more inclusive industry. 

If you know are black vendor in events or know one we should feature, send us an email at: hello@vendorspace.co 

In honor of Black History Month, we’re highlighting 28 black owned vendors you should consider for your next event.

Each week, we’ll feature 7 black event businesses that have services and solutions you should know about. These vendors range from chefs and musicians to digital platforms and exhibitors…and everything in between!

We believe it’s important to diversify your event team and encourage organizers to hire black vendors for more contracts and gigs. Vendorspace works to foster these vendor relationships by promoting black-owned businesses in our platform that are ready to work! 

Check out this week’s feature vendors below:

Chef David Stample
Category: Chef, Catering

David Stample is a trained chef and certified Reiki practitioner who believes in the healing power of food. Throughout his career, David has been guided by the idea of “culinary philanthropy,” his belief that food is a powerful medium through which we can take care of ourselves and others.

His passion for community involvement and bringing people together around the table has informed his work as a chef and culinary instructor, as well as in food banks, and other nonprofit organizations and purpose-driven food brands.

IG: @chefdavidstample

Venue 56 Event Spaces
Category: Venues

Venue 56 is a rich, elegant facility that can be used for: Weddings, Family Reunions, Class Reunions, Retirement Parties, Corporate functions, Church Services, training classes, and Concerts. Venue 56 is currently accepting bookings for the 2022 event season.

IG: @venue56es

Fansub
Category: Virtual Platform

Fansub is an all-in-one tool for fan engagement, live streaming, and event ticketing. Fansub was founded in Atlanta in 2020 as the simplest way for creators and organizers to create special, ticketed experiences for their fans — no matter where they are in the world.

IG: @fansub 

Pink Sugar Vegan Cupcakerie
Category: Dessert Chef, Vegan, Food Vendor

PinkSugar is a vegan cupcakery preparing cupcakes fresh to order! All of our cupcakes are deliciously prepared fresh to order using all-natural, plant based, vegan ingredients. We refrain from using any dairy, and animal by products in our desserts!

IG: @pinksugar

Kamon Sherriff
Category: Artist, Illustrator, Art Vendor

Kamon Sherriff is an Atlanta-based visual artist; painter, illustrator, and designer. Throughout his life, Kamon has always had an interest in drawing and creating. But after suffering a spinal cord injury in 2010 while in school for software engineering, he found himself with a lot more time to focus on art. After a journey into creating music, Kamon has settled into and found his purpose through creating visual artwork.

Kamon can bring

IG: @karmonsheriff

Oil On My Hands
Category: Beauty Vendor

We create organic ingredient items to soothe the body and soul. Organic ingredients such as Shea Butter, Coconut Oil, Vitamin E, Sweet Almond Oil to name a few that will help nourish and moisturize your skin with their natural properties.

Oil On My Hands’ products are handmade with love for every “Beautifully Flawed” person!   We hope that you love our organic-made to order products just as much as our family and friends.
IG: @oilonmyhands

Melas Media
Category: Photographer/Videographer/ Audio-Visual

Melas Media, LLC. is an innovatively ground-breaking media production company created in 2010 under the Melas division of Myriad Entertainment Group, LLC. Boasting a diverse portfolio of photography, video production, and design projects, Melas Media is poised to be one of the world’s cutting edge media companies. Centered around developing captivating creative content and high definition videos with high quality special fx, Melas Media caters to all industries looking for effective and strategic marketing campaigns. From runways to mixers, we want to help you capture the moment or show people what they missed

IG: @melasmedia

Here are some ways you can support these vendors:

• Book them for an upcoming event. 
• Refer them to an organizer or agency that plans events. 
• Follow, like and share their work. 
• Leave them a review.
• Invite them to speak, sponsor or vend at your event to find new customers/clients. 

If you are a black vendor in events or know one we should feature, send us an email at: hello@vendorspace.co 

Who says virtual events have to be boring?! There’s a variety of vendors you can use to enhance your next online event.  Here are some of our favorite ways to add experience and engagement with vendors from Vendorspace: 

1. Group Games: Try interactive gaming that allows your audience to work together. 

Vendor Recommendation:  @WeBooth. This crowd favorite delivers engaging, multi-user experiences, where people interact together in real time and create shareable content. Experiences are tailored to your event and company, including collaborative photo booths, competitive games, watch and launch parties, team building activities, and more!

2. DIY Kits: Send your guests a DIY kit to create a beverage or dish during the event. 

Vendor Recommendation: @MansaTea offers DIY kits for events where attendees can make and brew their own teas. They celebrate and connect your remote team with a virtual tea tasting event and tea packages delivered to their door! Led by founder and tea sommelier, their 1-hour LIVE tea workshops are fun, engaging, and inclusive. Where guests walk away with practical tips on tea brewing and tasting!

3. Wellness Activities: Add yoga, therapy or mediation to your event to allow people a space to de-stress

Vendor Recommendation: @sisterfitness is an amazing sister duo from London that has brought a lot of energy to our virtual events this year. You can always trust them for some good sweat & soca vibes. These two sisters are qualified fitness coaches who have come together to bring fun fitness sessions and instruct online to power music that gets people moving.

4. Entertainment: Add a live performance from a comedian, poet of band to make things more exciting.

Vendor Recommendation: @acuteinflections creates a beautiful soundtrack for any event. Their virtual performance will make you feel like you’re live at a concert…the perfect source of entertainment for your guests.

5. New Environments: Create your own virtual mall or aquarium that breaks the traditional setting. 

Vendor Recommendation: @wikipoint is a hidden gem! If you were at #TVS21 then you saw them in action with our digital playground. They can build almost any virtual environment you desire to bring some fun elements to your next online event.

Check out more experience vendors on Vendorspace or reach out if you want more recommendations!

What’s your favorite experience from a virtual event?

Producing events in the virtual world certainly has its advantages, but navigating the waters in the vast sea of possibilities can be overwhelming.  At Vendorspace, we are here to support your pursuit and have listed some of our learnings for your consideration.  Happy planning!

Clearly understand your objectives

Just like in a physical event, understanding the objectives will be critical.  It is important to filter all of your concepts through your objectives so that you stay on point and put your energies toward hitting your target.  Here are a few starting objectives and some things to consider.

1. To Make Money:  If the goal of your event is to make a profit, it is important that you create a “pie of possibility” and monitor the data along the way.  Prepare to make adjustments and be heavily involved in the marketing of the event to potential ticket purchasers.
   1. Don’t assume that ticket sales alone will be your money maker
   2. Don’t wait too long to find sponsors
   3. Create a campaign that differentiates itself, driving excitement and purpose to your audience
   4. Be aggressive against your objectives. Don’t assume that if you post your event on EventBrite that people will come. Direct outreach, targeted communications and constant monitoring will all be useful in boosting your event attendees.
2. To Strengthen Your Network & Grow Awareness: If you are looking to make a good impression, it is important not to take on a virtual event on your own.  Remember, you grow your awareness not just at your event but as you are planning your event.  Every touch point is an opportunity to engage and create an impression.
   1. Delegate Responsibilities to a Supportive Team
      1. From speaker coordination to technical management, from graphic design and partnerships, a virtual event takes a village.  Ensure you are leveraging your network to support your event.
   2. Incorporate your story in a well presented and professional manner
      1. Create commercial spots that can bookend panels or speakers
      2. Create visually appealing, cohesive event slides that introduce speakers, contests, promotions and future events
      3. Feature your team proudly and boldly, with bios, links to social channels and company websites and webpages
      4. Create a communication strategy (and pre-write your content) to allow your team to highlight and emphasize opportunities that interest your audience
      5. Follow up with attendees, prize winners and those that didn’t make it post-event
      6. Use the stage as a platform of conversation.  Yes, the stage should have a solid run of show, but keeping things open to impromptu moments, when something worth sharing comes up, can create an approachable authentic element to your event.

Whatever your objective might be, list it out on a post-it and stick it to your computer or write it on the top of your team whiteboard to stand prominently throughout the process.  Rest assured there will be distractions that make their way into your planning basket. If the items you are considering do not directly support your objectives then put them aside. 

Rehearse your speakers and your content

With the way that the virtual event space has been created, the line between backstage and on-stage is significant. Once the stage is live and begins broadcasting, it is rare to be able to stop the broadcast and go dark for rehearsal.  It is inevitable that participants and speakers will have questions and anxiety around how they will be integrated into your event. Here are a few things we have learned:

1. Speakers cannot practice sharing their screen backstage
   1. The only way to test your content is to practice at a pre-event time.  When sharing content both visual and audible components should be tested.  There could be compatibility issues with the operating system (ie all speakers should be tied in on Chrome, not IE or Firefox)
   2. Before broadcasting your content, check your formatting and spelling. Some presenters create their content in PowerPoint and then convert it to Google Presentation at the last second.  Font styles and sizes as well as color pallets can shift significantly so it is important to double check before the presentation.  Our recommendation is to double check your spelling, your links and your format and then export your presentation to PDF to lock in the look and feel.
2. Bandwidth issues
   1. At almost every virtual event, someone will experience bandwidth problems.  There are a few things that can be done to create a game plan but it’s always best to find out who might be the most in need before the event
      1. For those experiencing broadcast issues, the first troubleshoot would be to have them “kill their video” and speak only through audio.  If this happens, it is always great to have a “speaker slide” for each segment or panel on standby to throw up on the screen while they are speaking
      2. If the problem still persists, you may need to shift gears quickly.  If it is a panel discussion with one person having issues, move on within 5 minutes of start time and troubleshoot offline with the individual having troubles.  If a solo speaker is unable to join due to technical issues, here are a few other suggestions:
         1. Entertain your audience with a raffle, some trivia or other hosted mini-event
         2. Send your guests to the event expo (if you have one) and let them know you will make announcements through chat on the status of the stage
         3. Throw up a “let’s take a quick break” slide and throw up some energetic music to keep the audience engaged

For events with many speakers or exhibitors, you may want to have two or more rehearsals, this way everyone is able to test getting onstage, presenting content or running the event activity.  It is best to run your rehearsal a few days prior to your event so that you can work out any major kinks that come up.  Panels should be rehearsed together if possible and it also allows speakers to get to know each other.  Remember, every touch point matters so keeping spirits high and engaging through your rehearsal can be a real win!

These practices have helped us get ahead, we hope they help you too.

Pre-Record Complex Components 

As virtual events continue to develop and push the envelope of creativity, there is a magic tool that assures things continue to run smoothly.  It is the power of pre-recording content.  Depending on how you are broadcasting, there are several ways in which pre-recorded content can be shared.  

1. What to consider pre-recording:  Anything that could be considered an event within an event could be pre-recorded.  Understanding that there is finess required to integrate pre-recorded content into a session, it is not something that we recommend doing for all of the portions but it is a great way to keep the quality of the show up and the stress levels down.  The rule of thumb is: for activities with loud sound, high energy, multiple instruments, multiple camera angles, multiple performers, it is strongly suggested that pre-recording is done.  The chance of mishap both technically and physically is much higher and when things don’t go right, it can create an unpleasant experience for the audience.
   1. Consider Precording:
      1. Fashions Shows
      2. High Impact Fitness Courses
      3. Live Musical Performances
         1. Solo Singing
         2. Full Band
      4. Demos with loud sound
2. Sharing Options:
   1. Embed in a slide or frame: From Google Presentations you can embed a video that will play within the slide or frame you are playing it from.  This gives you a clean and easy way to add basic information to the video for guests to takeaway (ie, IG handles, artist names, website info)
   2. Play Full Screen:  When you go to share your content, there are options that allow you to bring in content from other sources.  Play with these tabs and approaches to find what works best for you.  
   3. When integrating pre-recorded content, put 10 seconds on the front end so that you can hit play and let the system “catch” your video before getting into the content.  
   4. If audio is an important part of your content, make sure the video is not muted.

If pre-recording is something that you are really not interested in doing there are ways to deliver high-quality content to your audience.  This typically requires bringing in a technical production team, which can increase your event budget, so make sure that if you are going down that road you put some funds into a line item for on-site production.  We also highly recommend a separate rehearsal for any high energy activity looking to make it to the stage.

Consider the Experience from Start to Finish, Leverage What Exists

When you are planning an event, there are several elements that you can leverage to make your event more pleasant for both those attending your events and those participating in your events.  Each time you engage with either of your audience groups, it is important to deliver focused and energetic pieces of information.  Even more so, as the event gets underway, it is important to consider what your audience might need or want and to put the right solutions in place to maximize the time and energy spent on putting together your event.

1. For your attendees: Not only do you want people to attend your event but once they arrive, you want them to stay, network and contribute to the overall event energy.  Here are some simple ways to do so:
   1. Integrate an On-Screen Host: It is inevitable that event organizers can get overwhelmed once their event gets underway.  Having an event host that is clear on the objectives, rehearsed in their delivery and clear on their agenda takes off the pressure of those that could be networking and engaging with their audience in a 1:1 way.  Event hosts are known for keeping things fun, well-paced and informed throughout the course of your event.
      1. (Check out Cameron Matthews?)
   2. Integrate a Host in the Chat: What better way to greet your audience and engage in conversation than having someone assigned to engaging with the event guests through the chats?  Better yet, have your Chat Host monitoring the backend to see where traffic is moving, pop into break out sessions and vendor expos to see what’s happening and promote and share key learnings directly out to the audience!  Chat hosts are also great for pasting speaker social handles, event giveaway and contest information and updates in real time as you move through your event.
   3. Enhance the Environment: Your event can take on a more vibrant and professional appeal by adding in just a few fun components that engage your guests. What’s even more exciting is that these elements can also be used through pre-event communications to get guests excited about the event and what they might gain from their attendance.
      1. Enhancement considerations:
         1. Music: Some virtual platforms (like meetyoo) allow you to incorporate music in through their already existing site.  There are also plenty of sites that allow you to find royalty free music (Free Royalty-Free Music: Hooksounds,  Ben Sound, Purple Planet, CC Mixter) that allow you to embed sounds that can live on in post-event content without worry of licensing. For private events, introducing playlists through Spotify and Soundcloud can be a great option.  *Keep in mind that when sharing audio it is typically shared from the source and picked up through your computer speakers, meaning whoever is playing it can also be heard if they are speaking or typing in the room.
         2. Using the stage as an introduction to other opportunities: It has been shown that the main stage is where the most traffic is consistently pulled.  To support your audience journey, it can be helpful to bring up those doing breakouts or running expo booths to introduce themselves, their product or their area of focus on stage throughout the event.
         3. Gaming: Sometimes the audience needs incentive to participate.  Working with your sponsors, vendors or partners to create gaming opportunities can push your guests to areas they wouldn’t typically visit, speak up and participate in conversations or become a stronger part of your community.  This could be as simple as hiding secret letters throughout your event and having guests track them down, to hosting a virtual photo booth and rewarding participants for sharing their images out on their social feeds to promote the event.
2. For your Speakers and Exhibitors: There is nothing more important than delivering a positive experience for those creating the collective of your event.  This includes informing and supporting your community to enhance their opportunities to be showcased. Here are a few considerations:
   1. Pre-Event Social:  Chances are that prior to your event, many of the speakers, panelists and exhibitors have never met each other.  Breaking the ice with a simple but effective pre-event social event can help to build community within the group that will be bringing your event to life.  This can include interactive elements of “building a beverage” and toasting together, a quick round of speed networking or allowing panelists to get to know each other before their on screen conversation.  Keep in mind panelists, speakers and entrepreneurs are full of high energy and are rarely camera shy.  Why not bring them together and strengthen your community before the event even gets underway?
   2. During Event Promotion: Leverage the Main Stage as a place to put up advertisements around books, workshops and tools that your participants have created.  Perhaps in exchange for the promotion, they will give away an item to raffle to the audience.  You can also include names, social handles and images of your participants and their brands on your event website, event collateral and post-event content.  
   3. Guidance In Activation: One thing we have learned is that the more present you are at a virtual event, the more likely you are to find success.  This applies to everyone who might participate.  Here are a few highlights to consider:
      1. Speakers and Panelists:
         1. Encourage speakers and panelists to stick around for as much of the event as possible. Your participation typically gets you an event ticket and the information that is being shared out might be more valuable than you think.  
         2. Offer speakers and panelists opportunities to lead a breakout session that can be focused more on topics that they are controlling or items they would like to promote.
         3. Offer speakers and panelists an opportunity to get interviewed for a blog post or broadcast prior to the event to build momentum around their area of focus
      2. Exhibitors:
         1. A major recommendation from the Vendorspace team is to have exhibitors live at their booth.  We have seen staggering differences in participation rates when the booth is unattended vs attended.  No one can tell your story better than you.  
         2. Beyond being present at your booth, Vendorspace also recommends activating your booth with how-to workshops, gaming opportunities and special guests.  The more energy brought to this space the better.
         3. Last but certainly not least, exhibitors are oftentimes small business owners, inventors, and creative leaders in their industry.  Consider bringing them onstage to discuss how their product is relevant to the event theme.  Too often we keep our vendors in their “expo space” and forget that they can bring great insights on to the main stage.

As we continue down the path of virtual and hybrid events, there will be a continuous stream of elements that we can leverage to build better and more impactful moments.  To stay posted on ways to enhance your experiences, join the Vendorspace community today!  

Why event planners and vendors love Vendorspace:

1. List multiple services or events under one account in a clean and organized manner
2. Receive notifications of posted events and services that match your needs
3. Submit bids to events and organizers can request for information straight from the source
4. Manage your communications and receive notifications directly to your email!
5. It’s completely free to join!

If you’re ready today, we welcome you to sign up directly here! (vendorspace.co)

Want to learn more about Vendorspace?!  Join us for our monthly demo on June 24th at 11am PST/2pm EST: RSVP HERE

Is 1:1 more your style? We are happy to hop on a quick call to show you a demo of how it works.Just select a time here: Vendorspace Demo

So often we underestimate how powerful perception can be as we slave away to create an amazing event.  With so many outlets developing that allow us to bring new solutions to life, it is important to remember that at the core, we are all humans, consuming our environment with the resources that have been built into our bodies to help us enjoy our experiences with the mind.

In our full guide, we breakdown lots of great additional details to consider when building an event that allows all of our senses to experience what we create.  For the full guide, download here or get it free by signing up for Vendorspace today!

Tip: Keep in mind that some attendees at your event may not have all of these senses in the way we normally think about them.  Considering all of the ways our bodies engage with our environment ensures that the event is pleasing to everyone.

Tip: Vendorspace is a vendor and event organizer community that is growing quickly!  Our goal is to get the solutions that vendors provide in front of those planning their next event.  Head to www.vendorspace.co and add in your skills and experience to get discovered today!

Sight

When planning an event, this sense is likely the one that is most top of mind whether in the colors we choose, the textures we incorporate or the dimensions you introduce to your environment.  All of it lends itself to the story you are telling.

As you are in the planning phase, you want to start by asking yourself one simple question, “what feeling am I trying to create within my attendees?”

Is it warm and inviting?  It is full of energy and intrigue? Do you want them to laugh?  Do you want them to cry?  

There is no wrong answer, but you should most certainly know where you are trying to take your attendees and incorporate these objectives into the decisions you make within your space.

Here are a few areas to focus on when you are considering what guests and attendees see at your event.

Lighting

Ambers and hues of red are known to be more complimentary to us.  Blues and greens tend to leave us feeling a bit cold, and fluorescent white can feel flat and stark.  

Best times and areas to integrate upgraded lighting:

1. Photo Booths or Step & Repeats
   • Boosting the ambers in this area will help your guests feel attractive, increasing the chances of photo sharing
   • Black and white can also be a fun way to keep things classy
2. Walls: Indoor or Outdoor
   • A fast way to make a big impact is to throw light on large walls.  For even more impact, think about moving lights that can throw motion into the lights for added dynamic.
3. Trees: Give your space dimension and create whimsy by integrating twinkle lights or LEDs into the trees surrounding your event space.  Make sure to consider how they will get power.  *if you borrow extension cords, make sure to label them as they come in to get them back to where they came from quickly and without confusion *battery operated lights are also a popular option

4. Entrance: Oftentimes guests don’t know where to go to get to their event.
   • Consider adding a gobo (projected logo  or message). Metal gobos and considerably less expensive than glass gobos.  Depending on the design, they can range anywhere from $45-$200.  Make sure you add in the Leko (type of light, usually around $50/light) that you would need to insert the gobo into.
   • Add a warm trail of lights to guide them to your event.  Consider using thick glass bowls (Dollar Tree usually has great options) and short reusable LED candles.  If you do use decorative bags along your path, make sure to weigh them down with some stones to ensure they don’t fly away at sunset.

? Our dollar download guide takes it further and introduces you to solutions around:

• What type of lights to use
  • Blending traditional and new solutions in lighting is the way to go, our guide discussed both!
• The Toolkit
  • Beyond the lights themselves, what else will you need for a successful install 
• Best practices in deployment
  • How and when to set up your lighting

Signage

1. Cohesion
   1. The eye loves a good story.  Remember to keep things as connected as possible. The best train of thought is to keep it simple.  Choose 2-3 colors one 1-2 logo styles to incorporate and integrate them tastefully throughout the event space.
2. Digital Displays:  Use a tv or project onto a wall and create a slideshow of images telling your story or display a static image
3. Traditional Displays:
   • Step and Repeat
   • Banners 
   • Branded Napkins
   • Digital Logos (Pre & Post)
   • Decal the Bar, The Reception Kiosk, the DJ Desk …
4. Non-Traditional
   • Floor decals
   • Hanging logos
   • Tattoos
   • Photo Booth Props
   • Green Screen

Decor

1. Use what you already have or borrow something from your neighbor, your church or other local resource
2. Integrate reusable fabrics to create dynamic looks that cover walls or dress your overhead space
3. Flowers always bring life and happiness to an event.  What type of greenery would work best?
4. Low-Cost solutions can often be integrated, especially if your event ties into a national holiday.  Check out 99c stores or the Dollar Tree for great solutions at a low price. 

Hearing

The audio track of your event should hum and buzz with energy.  Creating an environment that encourages conversation and commentary can perk the guest experience.

1. Adding a soundtrack: Adding music to your event helps support your theme and break the ice for your guests, driving conversation and energy into the space.
   1. Speakers:  If you are an event planner, consider bringing some speakers into your inventory.  
   2. The Sounds: How long will your event be?  2 hours, 4 hours, 6?  Making a playlist can cover the length of your event can take stress off of your shoulders.
   3. Sound Effects:  If your party is heavily themed, say Halloween or Mardi Gras, you will want to think about sound effects that take it up a notch.  

Tasting

Nothing satisfies the soul more than the right bite at the right time.  With so many unique ways to savor the flavor, consider bringing in a taste based experience for your guests to enjoy.

1. Theming food to your event could be just the thing. 
2. Get Creative
   • A Beer Tasting Experience
   • A Make Your Own Whiskey Experience 
   • What’s Behind the Spice?

Do you have a service that caters to providing these solutions?  Well get over to Vendorspace today and set up your account!  We will spread the word and work to get you recruited to amazing events that can use your services!

Smell

They say nothing sparks nostalgia like a memory enhanced through the nose.  From the moment your guests arrive you have the opportunity to welcome them through the smells in the air.

Another great list for you, with additional details on each point available for just a dollar!  Head to our dollar download page and make it yours today!

1. Candles
2. AromaTherapy
3. Perfumes/Colognes

Touch

1. Create a fun and fabulous space by creating interactive components that change when you engage with them or create an unexpected reaction
2. Make it cozy and comfortable with soft, fuzzy elements in places where guests sit and engage (especially great for outdoor environments)
3. Create a destress zones where guests can find a different mood that lets them take a breath and come out smiling.

The sky truly is the limit, and we here at Vendorspace have a million more ideas. There are way more tips and ideas in the full guide!  Grab that dollar download or join the Vendorspace community for full access to guides and other great resources!  No strings attached!

For a quick conversation with our team on how to amplify your event, reach out to events@vendorspace.co and book an event planning consultation with us.  As always, we are here to help.  Happy planning.