GENERAL EVENT INFO & REMINDERS

Time Travelers Vintage Expo

Please review the information and stipulations below.

• PROMOTION:

Please help us promote the event as much as possible. The success of the event depends on all of us!

We will provide digital promotional material to you prior to the event.

Our advertising/marketing plan involves influencer partnerships, daily social media posts, Facebook & Instagram ads, and poster/handbill drops, as well as billboards, YouTube ads, and press appearances.

We work very hard to get as many attendees in the door as possible.

Thank you for helping to make our event a success!

PLEASE DO NOT CREATE YOUR OWN FACEBOOK EVENT PAGES- this is confusing for everyone and muddies our branded messaging.


• VENDOR SPOTLIGHTS:

Please submit your social media content via a new email to tulsatimetravelers@gmail.com.

We are looking for clear, well-lit photos and videos of your showstopper items.

For small items like jewelry- we prefer close-up photos.

No collages. No screenshots.

Content must fit the theme of our show which is retro/groovy/vintage/funky to be considered.

We will tag your page in all spotlights.

Submissions are not guaranteed to be posted.

• RESTROOMS/REFRESHMENTS:

Vendors can access the restrooms inside the event facility. There will be concessions available for purchase.

99% of venues have food & beverage exclusivity. This means we cannot book other food vendors/ food trucks.

We have been able to book pre-packaged baked goods vendors in the past at some venues, but we have to pay a "buyout" from the exclusivity agreement in order to offer those.

We do not set the prices of concessions. Concession prices are always high, whether it be a concert, sporting event, etc. It is what it is, unfortunately. We do not make any profit on the sale of concessions. That is facilitated by the venues.

Most often, we do not have a say in what items the concession stands provide.

You can always order food via door dash, pizza, jimmy johns, etc.

Or you can pack a lunch and bring your own snacks.

Vendors are always allowed to bring their own food & drinks to every show.

There are almost always water fountains on-site if you don't bring your own water/want to purchase water from concessions. We typically have a few extra water bottles if you run out and don’t have access to a water fountain.

• DRESSING ROOMS:

It is up to you if you want to allow try-ons. There will be a designated fitting room area inside the expo hall which will be noted on your map.

No merchandise may leave the hall to be tried on. No try-ons in the restrooms.

You can hold collateral like Driver’s Licenses or keys for attendees to try on your clothing if you wish.

• LARGE PURCHASES:

The FAQ on our website states:

[CAN I PULL MY CAR UP FOR LARGE PURCHASES?

YES, PLEASE TALK WITH THE VENDOR YOU ARE PURCHASING FROM AND THEY WILL CONTACT SHOW MANAGEMENT. AT THAT TIME SHOW MANAGEMENT WILL COORDINATE PULLING YOUR VEHICLE UP CLOSER FOR PICKUP.]

If the customer would rather the item be held until the end of the show, we can arrange that too.

Please come to the merch booth to arrange this or text me. You all have my cell # from the info emails.

One of our team members can help with loading large purchases.

• POST-SHOW FEEDBACK:

After every show, we send out an anonymous vendor survey via email so that you can provide us with any feedback you may have.

As we continue to grow, it’s important to us that we hear the needs and ideas of all our vendors.

We consider all feedback carefully and update our processes accordingly.

Helpful Tips for Vending 

  • Have a range of prices. Having items ranging from lower to higher pricing will open up your opportunities to make money. 

  • GREET EVERYONE! Be friendly and talkative! We know it's a long day and it can be grueling, but people love interaction and chatting with potential customers gives you more of an opportunity to make a sale. Sitting with your head down, looking at your phone, will affect your sales.

  • Come prepared to be busy! Eat before you come and bring snacks/water. 

  • Arrive early! We highly recommend loading Friday so you are not rushed on Saturday morning. Be ready and at your booth by 9:45am Saturday morning. 

  • Book travel in advance! Hotels, flights, rentals, etc. Do not wait as pricing will go up. 

  • Accept both cash and credit. ATMs are always available, but credit cards are the #1 customers prefer to pay. Having Venmo/Paypal/Cashapp as an option is good too. 

  • Have proper signage with pricing and info - this will eliminate (at least help) you from having to answer the same questions 900 times a day. 

  • If you are traveling alone, meet your neighbors and make friends! Once accepted, join our Vendors Only Facebook group! This group is great for connecting with your fellow TTVE vendors, asking questions and tips from others, coordinating travel, and much more. (If you don’t answer group questions, you will be denied.)

Facebook Group: https://www.facebook.com/groups/867999214339138/



Vending Checklist: (varies per vendor)

  • Change bag / register and change (ones, fives, tens and change for taxes) 

  • Tape

  • Table cloths 

  • Signage/Banner (and whatever is needed to hang it depending on your booth)

  • Business cards (or print outs for scanning)

  • Hand sanitizer / wipes / gloves 

  • Bags for purchases / bubble wrap / padding for fragile items 

  • Zip ties or hooks 

  • Hand cart / dolly / wagon (venues do not provide or they are very minimal)

  • Glass cleaner 

  • Counterfeit marking pens  

  • Snacks and water (venue will have concessions as well but can be limited/expensive)

  • Anti-fatigue mats (soft mats to stand on - you’ll thank me later on this one)

  • For larger booth vendors - tables / chairs / displays 

  • Payment processor and device (phone, ipad / square, paypal, etc.)

  • WIFI hotspot (if you can - I recommend not having to buy WIFI each time or relying on data inside some of these venues)

  • Batteries

  • Pricing (stickers, pricing gun, whatever.. Just clear pricing on items)

  • For inventory, if it's not in a device - a notebook to keep track of your sales

  • Clamps (for table displays, banner hanging, etc)

  • Cordless charger / portable power supply

  • Scissors

  • First aid kit