The perfect event will proactively anticipate the needs of everybody
that will be attending. This can be a big job if you don’t know where to start.
This guide can help lead you through some of the big decisions and preparations
that go into planning and hosting a crop. Remember, as a vendor I will also be
here to help you during the event planning.
Early Decisions
Here are a few things to think about when you start planning a crop.
·
For Winter Events
o
Have a cancellation policy.
o
Make sure the facility is properly heated or be
prepared to provide space heaters.
o
Decide where people store coats and winter gear.
o
Be sure there are mats for wet shoes or boots.
o
Have somebody available to plow the walkways for
rolling bags in case it snows.
·
For Summer Events
o
Make sure the facility is properly air
conditioned. (Fans do not work well at
crops.)
o
Have plenty of water available so people stay
hydrated.
·
Will you allow children? Do you need a day care
policy? Decide this early and publicize it!
·
Do you have a large enough location for your
event?
·
Help! You
will need lots of it! Help setting up,
help with food, help breaking down and cleaning up.
A good crop is like a good party… it will follow a theme. By developing
a theme, you will find yourself thinking in a particular direction rather than
wandering around the whole gambit of party ideas. For instance, a crop to raise money for
Project Grad can have a graduation theme where all the decorations will be the
school colors. You may be having a baby shower theme with pink or blue. If it
is a crop for “The Cure,” the colors would be pink with ribbon decorations. It
could be a beach party theme, winter theme, birthday theme, polka dot theme or
even just a color theme such as red or purple.
·
Directing the Brainstorming Process for Ideas
·
Simplifying Decisions for Food, Decorations,
Advertisement and Giveaways
·
Building Excitement for the Guests
·
Creating a Memorable Atmosphere at the Event
If you are in the Greater St. Louis area, your first call should be to
me.
Don’t forget other possible vendors such as a Stampin’ Up representative,
Close to My Heart, or even a Creative Memories representative. (Especially if you know those attending your
crop like/use these brands.)
Think outside the box, a Mary Kay Consultant, a masseuse, Jewelry,
Tastefully Simple, Miche’ Bag, Sentcy. The
possibilities are endless! (Every vendor
you invite should offer a door prize, and if it is a charity crop, a portion of
their proceeds should go to aid the organization.)
Door Prizes
Prizes can bring excitement to guests as well as being a great method for
bringing in funds. For personal parties you should consider purchasing a few
gifts for giveaways or goodie bags. You will want to take this idea more
seriously if you are planning a charity event. Remember, the more you can give
to the croppers for their money, the happier they will be when they leave.
Scour the city looking for door prizes.
A gift certificate to any restaurant works, but so does a gift
certificate from any craft store, jewelry store, theater or venue, just think
of things you like and start asking around.
Remember, the worst they can do is say no. Accept whatever they are willing to give. You
may ask if they would like to give you coupons or flyers to be handed out or
use their information in as a sponsor for the event. Some locations might even
be willing to donate supplies for a charity event such as food, napkins, trash
bags, signs, banners or prizes. Be sure to get enough supplies for all the
attendees you expect at the crop.
By bringing in vendors, you can obtain door prizes or raffle
items. You can set up the “gifts” as a
silent auction, or sell tickets and allow them to place their tickets into
corresponding buckets for the gift they want.
There are all kinds of ways to do this; we can discuss it more when you
start planning.
Food
When choosing food options, think about the cost of the food,
cleanliness and ease of eating, potential allergies, food preparation and guest
preferences. Don’t forget to ask for
donations for food if this is a charity crop.
Many places are willing to help.
Venue
Make sure you have a place that works for cropping and crafting. You
may not be able to find a location that meets every need perfectly, but keep
these general guidelines in mind when planning:
Rental Fees
Plenty of Parking
Plenty of Light
Convenient Bathrooms
Plenty of Tables
Chairs with Backs
No Stairs
A Place to Prepare and Store Food
Easy to Find
Directions and Convenient Location for Attendees
Heat and Cooling
Control
Available
Electrical Outlets for Food, Computers and Electronic Tools
Plenty of Space
for Croppers and Vendors
Space for Children
(If Needed)
Advertising
·
Ask anyone who is vending or donating to hand
out flyers.
·
Call local radio stations, they will often provide
free advertising for charity events.
·
Use your church bulletins. Church goers are often big scrapbookers.
·
Use Facebook, Twitter, blogs, forums and
e-mails.
·
Use local craft stores, clubs or groups.
·
Post On Public Boards at Grocery Stores, Schools
or Community Buildings
·
Include ads in public website, newsletters and
free local papers.
·
Most of all, just keep talking about it. Word of mouth is your best advertising!
Day of the Crop
Remember, set up time will take twice as long as you plan on and you
want to be completely set up at least 30 minutes prior to the start of the
event.
You will need:
·
Trash Cans and Bags
·
Tablecloths
·
Background Music
·
Driving Direction Signs
·
Table Signs
·
Posters/Signs for Each Vendors
·
Labels for Everything Possible
·
Name Badges for Volunteers, Helpers and Vendors
·
A Designated Place for Lost-and-Found
·
A Method for Making Announcements (a karaoke
machine works well) If no microphone is available, make sure the person you
choose to do the speaking can be heard by everyone.
·
Extra Batteries
·
Extension Cords and Cables for All Electronic Equipment
·
Registration Table
·
Lock Box For Cash Transactions and Plenty of
Cash and Change
·
Raffle Tickets and Raffle Bowl or Box
·
Cell Phone, Contact Numbers and Phone Charger
·
Extra Supplies Such as Pens, Paper, Scissors,
Tape, Stapler, Calculator, etc…
Registration Table
A Registration table provides a convenient and organized way for
croppers to register during larger crops. Make sure the person at the registration
table can answer all questions or will know where to go to get the answers.
Registration tables are a great place to keep a list of attendees, manage
financial transactions, sell and collect raffle tickets, keep Lost-and-Found
items and answer guest questions.
How do I fit in?
Make me the first call so that I can be there with you from the
beginning to help organize the details and plan the crop. I can offer advice, help with the hard
decisions, and even help look for vendors and door prizes.
What I will do:
·
Make calls to help find vendors
·
Make calls to help find door prizes
·
Help you scout out a great place
·
Help you with food and supplies
·
Help you to organize and set up the room
·
Anything and everything prior to the crop, and
anything after I get the store set up on the day of the crop
What I will NOT do:
·
Man the door during the crop
·
Run the raffles
·
Make or provide food
·
Tell you what to do
