Applying to events can feel like sending your stall into a black hole - especially when organisers are juggling hundreds of applications. The good news? A few simple tweaks can move you from “maybe” to “must‑have".
I come across so many messages to event organisers on Event Owl that truly make me cringe, to be honest - why on earth would an organiser be interested in anyone asking on an email or message form;
- "Can I come to your event? We sell ice cream" - Organiser - I get at least fifteen ice cream vendors per event, delete.
- "Hello, I am just enquiring to see if you still have any stalls available for this date/market. I look forward to hearing from you" - Organiser - yes, I do, thanks. But I don't have time to respond. Delete.
- "Good afternoon, Please could i reserve a stall space for name of business at the xxxxxxxx market. Thank you." - Organiser - No, you've not told me what you even sell or want to do! Delete.
- "I sell delicious Indian Street Food" - Organiser - I'm sure you do, and your USP is? Delete.
- "We sell fresh coffee from a converted horse trailer" - Organiser - you and thousands of others I get emails from, I'm looking for something novel now. Delete.
Painful - very, for the Organiser. We feel disrespected, to be honest.
I work with hundreds of small businesses every year in my day job, and I want to grab some of you by the ears and bring you into my office for a lesson on how to get noticed by an event organiser. So let's get some of you lot sorted out! When you use the pink 'Contact the organiser' buttons on Event Owl's events pages, this message goes directly to the event organiser, so take care in what you write - first impressions...
Start with a strong, clear pitch.
Organisers want to know exactly what you sell and why visitors will care. Keep it short, specific, and benefit‑led. “Hand‑poured soy candles with clean scents and refill options” beats “candles and gifts” every time. Sometimes you can provide more information, but make sure it's to the point and descriptive enough for the event organiser to paint a picture in their minds:
I’m Jane Dough, of The French Baker, Bakersfield. After two years of training at one of France’s leading patisserie schools and serving as a pastry chef at a renowned two‑star Michelin restaurant in Southern France, I now bring that same craft to my own bakery and out to events in the North of England. We hand‑make all our French cakes, pastries and other patisserie products daily using core ingredients of organic butter, flour, eggs and sugar.
Our 3m x 3m or 6m x 3m branded gazebos feature a Parisienne Patisserie-style, vinyl-walled interior, complete with fresh flowers, branded packaging, and powder-blue and cream uniforms, creating a beautiful, high‑quality experience that draws crowds. With macarons from £2.50 and patisserie cakes at £8 for three, our social media reviews speak for themselves. @thefrenchbaker on Facebook and The French Baker on Instagram. Our team are also happy to provide your visitors with demonstrations on simple glazing techniques and finishing touches.
Now, why wouldn't you want this lady at your event? Or next to you at an event!!
Show your best self visually
Good photos are your secret weapon. Use natural light, clean backgrounds, and include at least one image of your full stall setup. Think about the display - unfussy, clean, safe, quality. Is it clear straight from the off as to what you sell? Gazebo branded or styled? Uniforms? Organisers want to imagine you in their event - help them do it instantly.
Be event‑ready on paper.
Insurance, hygiene certificates, risk assessments… they’re not glamorous, but they’re essential. Upload them once, keep them updated, and you’ll glide through applications while others scramble.
Tailor your application.
If the event has a theme, audience type, or charity partner, mention how your products fit. A tiny bit of personalisation goes a long way. In Jane Dough's case, for say Clitheroe Food Festival she might mention 'We appreciate your event highlights local produce, we would be proud to show you invoices from suppliers in Lancashire who we use on a regular basis. Also, the two stars we attained at this year's Great Taste Awards"
Respond quickly.
If an organiser messages you, reply promptly. It signals professionalism and makes you easier to work with - a big plus when they’re managing 300 stalls and a mountain of logistics.
Learn how to use prompts in AI
Something I have been learning about is how to prompt properly, and how to produce standard templates for application form 'Sales' pitches of varying lengths using Copilot or Chat GPT. AI can be used in your favour. Although cut out the very annoying 'em dashes' (I didn't know they were called this either!), and make sure it's in UK English - watch the z's!
And finally: use platforms that try to make you look good.
Event Owl keeps your documents, photos, and details tidy and ready to go, so you can apply in minutes rather than hours. Less admin, more selling. Keep your profile up to date. If we ask you to update your insurance docs, do it ASAP and save the organiser the hassle of chasing you for it. Owe money - make your payment/s promptly, be that trader everyone wants - and needs! Logo dated - freshen it up and upload it. Have new images of your stall - add them to your profile and delete the old one's.
