Element #11: Onsite Operations
Most events are retail in nature, so the customer is willing to pay higher price points. The majority of the orders will be impulse buys, so you have to ensure that the operational processes are quick and smooth. Mobile can be hectic, confusing and overwhelming. You must have a specific production plan established and in place to be successful. Time is money and time is very limited. You can’t do everything and you can’t take your entire shop with you. Decide what you are willing to do and set your operational parameters around that.
Establish policies and procedures that keep the machine(s) running efficiently, by providing a steady stream of detailed orders.
Rule 1: Do not offer the customer a myriad of options. Lead them quickly through the variable aspects of the order, while documenting the details. Limit the choices of fonts, thread colors, text layouts, stock designs, etc. Order-taking time should be 1-3 minutes.
Rule 2: Never let the customer see the computer screen!
Rule 3: Focus on the high profit items. Take the low profit items home and ship out.
Rule 4: Avoid having to reconfigure the machine. If you only take one machine, stick with either flats or caps.
Rule 5: Special orders should be gathered and run at one time, usually before the show starts.
Rule 6: Attendees take precedence over other vendors, as they are only onsite for a limited period of time.
The Production Process
You will need two people to effectively operate. One person should handle the sales, while the other concentrates on set-up and sewing. To insure proper communications, devise an order form that covers all of the necessary details, and allows each individual to work independently. There rarely is enough time to have a conference over each order. Also, the form should be detailed enough that you can reproduce the order in the future, should the customer reorder. In addition, you need a place to record the time that the order was taken, as well as the estimated time of completion. Once it gets busy you will loose all track of time, and invariably customers will come back before the estimated completion time and complain about how long it’s taking.
Depending on the event and the product, you may need to keep a copy of each custom design that you create. Put all designs on disk, rather than using a cable to transfer data to the machine. When the disk is full label it with the name of the event, the year, and a sequential number. Also include this information on the work-order form. Then if someone calls you back to reorder, you can locate and reproduce the exact logo every time. Of course, if you are doing an event where you are just personalizing things with a simple name or initials, it may not be worthwhile to save the designs.
Element #12: Electrical Needs
Whether the event is indoors or outdoors, you will need to understand how to calculate your electrical needs. Many shows will charge you for electrical service based on how much power you request. Thus you must understand the relationship between voltage, amperage and wattage and how to calculate their values.
Indoor events usually charge for power based on amperage.
Outdoor events usually charge for power based on wattage.
W=VA
Use this formula to calculate the wattage for each piece of electrical equipment that does not provide this information. Assume V = 110 Volts AC
A=W/V
Use this formula to calculate the amperage for each piece of electrical equipment that does not provide this information. Assume V = 110 Volts AC
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EQUIPMENT
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WATTS
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AMPS
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Single Head Embroidery Machine
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330
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3.0
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Personal Computer
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165
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1.5
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Computer Monitor
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198
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1.8
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Trailer Air Conditioner
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2200
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20.0
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Overhead Fluorescent Lights (each)
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100
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0.9
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Display Spotlights (each)
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50
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0.5
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Laptop Computer (charger)
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165
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1.5
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Table is for reference only. Different models and brands will have different electrical characteristics.
Element #13: Generator Basics
When working an outdoor event, you may have to depend on a portable generator for you electrical needs.  Buying a reliable generator will require some research and knowledge. Here are a few things to consider:
• Generators are rated by their outputs in watts • Two types of output ratings: peak and continuous. Peak is the maximum amount of wattage delivered for a short burst. Continuous is the maximum amount of wattage delivered continuously• Total up your anticipated needs and add at least 50% to determine the minimum continuous output rating. Extra capacity results in reduced fuel consumption and less wear on the generator • Ground the generator properly before each use • An uninterruptable power supply is a must A generator can be dangerous, so make sure you fully understand the proper operation and limitations of the model that you purchase. Element #14: Folow-up Sales
A successful mobile embroidery event will introduce you to many new prospective customers, so it’s critical that they have an easy way to reach you after the event. Since many events are not in your hometown, many of these customers will not be local. Simply giving them a business card and your shop location is not enough. Ideally you will have and interactive website or mail-order catalog that you can refer people to. This will make it easy for them to conduct “long-distance” sales with you. It will also provide a simple means for them to re-order the merchandise they purchased from you at the event.
Mobile embroidery goes hand-in-hand with retail catalogs and websites.
Closing Comments
Your first busy show will be quite stressful, but with a little bit of experience and a whole lot of organization, you should be able to make things run smoothly and efficiently.
It is important for you to realize that you may have to try different events and/or products until you find the combination that works. Simply showing up with a machine and a few items to sew isn’t good enough.
As the saying goes, “if at first you don’t succeed, try, try again”. |
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