Vendor Coordinator

Duties
  • Give previous vendors advance notice of next show dates as soon as known.
  • Handle inquiries from vendors.
  • Set dates for various milestones, including vendor invitations, application deadlines, first and final vendor selections, and mailing of confirmations.
  • Work with Show Chairs to set booth prices and number of booths.
  • Prepare contract forms which vendors must sign.
  • Provide vendors with application packages and confirmation packages.
  • Collect vendor contracts and fees.
  • Provide list of accepted vendors and their web sites to Show Webmanager
  • Send notices to vendors who are not accepted.
  • Decide which vendors get which booths and make an assignment schematic.
  • Prepare information for publication in Quips and/or special publications.
  • Prepare information for publication in the show's Printed Program.
  • Work with Sign Signage committee to get signs for all booths.
  • Work with Floor Plan Coordinator on booth requirements and setup, such as tables and drapes.
  • Handle vendor check-in and check-out during the show dates.
  • Prepare vendor information packages and ID badges for check-in.
  • Work with vendors during the show as required to make things go smoothly.
  • Work with Show Chairs/Vendors to make final report, including recommendations, suggestions and comments.
  • Recruit assistants and committee members through Volunteer Coordinator.
  • Maintain computerized vendor data base.
  • Write thank-you notes as appropriate.
  • Maintain records of expenses and receipts, working closely with the Treasurer and Show Co-Chairs to stay within budget.
  • Maintain list of helpers who assisted you (besides show volunteers), and give to the Volunteer Coordinator.
  • Prepare information for publication in Quips and/or special publications.
  • Prepare final report and update committee notebook.
Liaison Requirements
  • Show Co-Chairs
  • Treasurer
  • Floor Plan Coordinator
  • Show Webmanager
  • Printed Program Coordinator
  • Sign Signage Coordinator
  • Volunteer Coordinator
Approximate Time Constraints
  • 16 months
Previous Vendor Coordinators
  • 1988
  • 1990
  • 1992 Erika Rogala, JeNeal Carter
  • 1994
  • 1996 Elaine Rich, Mary Shepherd
  • 1998 Karen Depwe
  • 2000 Mary Shepherd. Elaine Rich
  • 2002 Carolyn Gullatt
  • 2004 Carolyn Gullatt
  • 2006 Shirley Hart