Who Will Meet Vendors Before Your Event Opens?
Give a volunteer the vendor arrival time and meeting point on your Proximatic schedule. Know who is there to greet them before the public event begins.
The first vendor arrives an hour before the event lead. Another needs directions while the welcome team is briefing. If vendor arrivals don’t have a named crew, those questions will keep pulling people away from getting the event open.
Use Proximatic to make vendor support part of the schedule. Create arrival shifts with the full hours, meeting point, duties and number of people needed. Volunteers can take a defined commitment, and the organizer can see whether each arrival period has cover.
The early helper can be at the loading entrance before the first vendor arrives, ready to direct them to the right place. If deliveries continue after the welcome briefing begins, keep a vendor-support person available during that overlap. The welcome lead can finish briefing the guest crew instead of repeatedly leaving to find an exhibitor’s table.
Put the contact and arrival instructions on the vendor-support shifts. The lead then has someone to expect at the entrance, and that person has the information needed to help. If an early place is still open, you can recruit for it before the morning starts with a phone call from a waiting vendor.
Plan your vendor arrival crew.
Related: Conference Volunteer Scheduling: Cover Rooms Without Losing Your Crew.