- Why have a Bazaar for a
Fundraiser? There are lots of
reason to host a Bazaar for a Fundraiser but
I think the biggest reason is “Simplicity”.
If you’re organized and have a game plan it
really is one of the easiest ways to earn
money for your cause. You don’t need to buy
merchandise or enlist others to sell
door-to-door. Also, rather than having a
rummage or “garage” sale you needn’t deal
with loads of donations to be stored,
sorted, priced and moved around. One person
can literally handle the entire affair and
the only critical thing you need is SPACE.
- Where should we have a Bazaar?
This is where SPACE comes into it. You need
a large lawn area or preferably (to avoid
inclement weather) an indoor room such as a
gymnasium, cafeteria, church room, etc…
Ample parking is vital as well. Outdoor
events are great for roominess but inclement
weather is just too risky so I always
recommend an indoor area if possible. You
don’t necessarily need to supply tables as
most Vendors will be very willing to bring
their own, just limit the size of their
table to whatever you feel would be
acceptable. If you do have access to a
cafeteria you can use the tables available
and that will make it easy to set up as you
can do the arrangement beforehand.
- Where do we begin?
The first step to planning your event is
deciding on the date. Make sure it’s a
weekend to ensure optimal attendance. Next
you have to begin assessing the space you
have to work with. Again, if you have
tables available arrange them in such a way
to allow good traffic flow. Make sure
they’re not too close together but utilize
as much of the space as possible because
SPACE = MONEY for your cause! Once you know
how many tables you can fit into your space
you need to determine what you will charge
for each table rental. For example, at my
daughter’s school we used their cafeteria
tables. The entire table is 10’ long by 30”
wide with benches on both sides. The table
is actually separated by a few inches so I
sold “half” tables (5‘x30“) for $10 each &
“whole” tables (the entire table 10’x30”)
for $20 each.
This amount was quite affordable & I found
it to be on par with our local flea market
table rental prices but you can set any
price you like, just be fair so you’ll
attract vendors. Be sure to make a drawing
showing where your tables are located so you
can pen in the prospective Vendors as you
sell the table spaces. Please be sure to
keep “like” vendors apart from each other as
this will allow for a more balanced selling
venue for all involved. (ie: Do not put
Mary Kay Cosmetics next to Avon, etc…)
- How do I find Vendors?
After you have your table plan drawn up you
need to start finding Vendors! Of course I
highly recommend utilizing this website,
www.VendorEvents.com, as your first
course of business. Here you will find
loads of Vendors that would love to attend
your event. Be sure to email or call each
of them and let them know the date, time,
location and table cost. Put a time frame
on them securing a table (at least 2 weeks
prior to event) and let them know that the
space must be pre-paid by that date. The
last thing you want are empty tables due to
Vendors that didn’t get their payment in or
forgot about it. You will have to follow up
with certain Vendors many times but be
PERSISTENT! These folks usually have a lot
on their plate and won’t mind you reminding
them. Another great idea is to make up a
VENDOR APPLICATION that your Vendors can
submit to you with their payment. It should
list their Name, Phone Number, Merchandise
they will be bringing, Table size they would
like, Amount they’re paying and YOUR SET UP
INSTRUCTIONS such as time they may arrive,
time & length of event, time they must leave
by, location, who the payment should be made
payable to, your contact info, etc...
If you haven’t filled all your tables via
this website then hit your local flea market
and pass out a flyer to each Vendor there.
Also, just about every newspaper will allow
you to advertise your Fundraising Event for
FREE so be sure to contact the Communities
Editor and give them your info. Signs &
flyers around town are also very helpful
along with a mention in your newsletter if
possible. Above all else, DO NOT GIVE UP
until EVERY TABLE IS SOLD!
One more idea is to have a “Community Info”
table available for Vendors that want to
attend but simply can’t due to prior
engagements. Tell those Vendors you’ll be
happy to display their business cards or
brochures for say $5 on this table so they
will still benefit even though they couldn’t
attend.
Remember SPACE = MONEY for your cause!
- What do I do after I secured
the Vendors? If you have
rented all of your table space then you’re
on Easy Street. Now you can relax and begin
promoting your Event, if you haven’t already
begun to do so. The first thing you want to
do is list your event on
www.VendorEvents.com “By State
Directory” and then again, ask the local
papers (big & small) to give you some free
advertising for your Charitable cause...I’ve
yet to find one that hasn’t done so. More
signs & flyers around town and be sure to
spread the news word of mouth as well.
Enlist any kids that may be involved to help
with decorations, hand made signs, blowing
up balloons, etc….they’ll love to do this
for you. Make one last call to each Vendor
a few days before as a reminder and show up
on time!
- Any other Tips for me?
Just a few!
First, be sure
to let your Vendors know they should bring a
cloth to cover their table, and any props
they would like.
Secondly, do be sure not to
book Vendors from the “SAME COMPANY” such as
2 Avon Reps, etc…
Third,
the sky is the limit for Vendors. Contact
Security Companies, Animal Shelters (if
permissible), Home Décor companies,
etc...ANYONE who will add an exciting mix to
your Event. Maybe even enlist a Face
Painter or Clown for the kids that may be
attending.
Fourth, have a
master Table List displayed prominently in a
few areas to help you ease the Vendors to
their prospective spots as they arrive. By
now you should have received all of your
payments well in advance so you won’t have
to go crazy dealing with bookkeeping.
And lastly, have fun and
MINGLE with your Vendors! Let them know how
happy you are that they attended and keep
their information on file for your next
event. They will be so grateful for this
and will most likely show up the next time
you call.
- WAIT! One more perk!
Either during the Vendor-seeking operation
or as the Vendors arrive to your event ask
them if they would like to donate a “basket”
or even just an item to go into a basket for
a raffle for your event. Sell tickets for
it and earn a few dollars more and lots of
goodwill for your cause!
