Most card shows still run on a spreadsheet, a stack of emails and a cash box. That works until you have 80 tables, a waitlist and three vendors asking which spot is theirs. Here's how to run the whole show from one place, from the first application to the recap.
Take vendor applications in one place
Instead of collecting applications by email and text, give vendors one way to apply. In VaultXchange, vendors apply in the app or through a public link you share. You see every application together and choose to approve, waitlist or decline.
Tip: decide your rules before you open applications. How many tables per vendor, which categories you want more of, and how you handle a waitlist.
Build the floor map once
A floor map answers the most common day-of question: "Where am I?" Build it with priced table tiers (corner tables, standard, premium) and let approved vendors pick their own tables. No more swapping spots over text the night before.
Get paid when you approve
Chasing table fees is the worst part of running a show. With VaultXchange, the table fee is charged when you approve a vendor, and the money goes to your own account. VaultXchange doesn't take a cut of table fees.
Make sure collectors actually show up
Getting collectors to the door matters as much as filling tables.
- List the show where collectors look. In the free VaultXchange app, collectors find card shows by distance from where they are.
- Remind them the day before. Collectors who mark your show as Going or Interested get a push notification the day before the show.
- Share the vendor list and map. Collectors can see who's coming before they decide to make the drive.
Check everyone in by QR
At the door, vendors and attendees check in by scanning your event QR code. It's faster than a paper list, and you end the day knowing exactly who came.
Run giveaways through the app
Giveaways keep people at your show longer and give them a reason to check in.
- Attendees are entered automatically when they scan your event QR code at check-in. That links their VaultXchange account to your show.
- Only checked-in attendees can win, so prizes go to people who were actually there.
- Winners get a "You won a prize!" push notification in the app.
Wrap up with a recap
After the show, look at what happened: check-ins, vendors and how the day went. Use it to plan the next one and to show vendors why they should come back.
What it costs
The Events plan is $49.99 a month or $499.90 a year. It can also be added to a Shop or Vendor plan for the same price. The app is free for collectors.
The checklist
- Open vendor applications with one link.
- Build a floor map with priced tiers and let vendors pick.
- Charge table fees on approval.
- List the show so collectors can find it and get a reminder.
- Check in vendors and attendees by QR.
- Run your giveaways through the app.
- Review the recap and plan the next show.
