by Brian Koons, CPP on Aug 31, 2017 1:49:33 PM

5 Tips to Obtain Vendors for a Chapter Event or Statewide Meeting

Planning a chapter meeting or a Statewide/Regional Meeting takes a lot of hard work and effort. It can be easy to forget the most essential thing to planning a successful meeting- the networking. It is up to you and chapter members to network with vendors to help sponsor chapter events or supplement your statewide budget by being part of a vendor fair.

For example: The Charlotte Chapter asks vendors to host our chapter meetings. In exchange, vendors are provided a few minutes to talk about their products or services and leave information so members can follow up later. Vendors sponsor chapter events to introduce themselves to the chapter members. Thanks to vendor sponsorships, the Charlotte Chapter does not charge our members to attend meetings.

There is a difference between chapter meetings and Statewide/Regional Meeting sponsorships. Vendors typically have a budget for attending and sponsoring a statewide. It is important to inform vendors what is provided (table, chairs, electricity, wifi, etc.) and the number of participants expected to visit the vendor area.  Some vendors have limited time to interact with attendees and providing a list of participants is normally required by the vendors.  

Now that you understand the importance of vendors and how they can be beneficial for your chapter’s event, here are five tips to help your chapter obtain vendors:

  1. Start with yourself. Ask yourself, "which vendors do I interact with on a regular basis?" The answer can include HRMS vendors, time & attendance manufacturers, Federal agencies, accounting firms, and bond issuers.
  1. Check out the APA’s PAYTECH and PAYTECHOnline each month for a list of service providers. There are always a number of providers listed on these mediums that would love to sponsor your event.
  1. If you, or someone you know, attends APA’s Annual Congress, collect business cards from vendors in the Expo Hall and be sure to introduce yourself.
  1. Reach out to your peers and ask for their vendor contacts. Sharing is caring!
  1. Ask the vendors you network with if they can suggest other companies who might be able to participate in a vendor hall. Don’t be shy-these folks see each other at different events throughout the year.

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Sponsors gather in the Expo Hall to support the 35th Annual Congress in Orlando, Florida.

Do not limit yourself to having only one vendor from a specific category. Contacting and working with a multitude of vendors is a great way to promote your chapter. If you have questions about networking with potential vendors, feel free to contact me. I can be reached on the CHAMPS referral program, under the Statewide Planning category.

Do you have any advice for gaining new vendors or receiving sponsorships? Leave a comment down below!