Skip to content
Support Request
  • There are no suggestions because the search field is empty.

4.2 Planning for Retail Events

Successful retail events require careful planning. Choose high-traffic events, pack a variety of pops, and bring essential supplies like dry ice and payment devices. Ensure staff are trained, arrive early for setup, and engage customers with a friendly attitude. Have clear pricing, encourage upselling, and track sales for future improvements. After the event, count inventory, review performance, and store any unsold pops properly. Thoughtful preparation leads to smoother operations and higher sales.

First-Time Events

First-time events can be challenging due to their unpredictable nature, but effective preparation significantly increases your chances of success. In the absence of historical data, start with a conservative approach, making adjustments based on event specifics and anticipated attendance.


Packing Guidelines for First-Time Events


Pack enough pops to sell to 10% of the reported expected attendees, as event organizers often overestimate attendance numbers. This translates to preparing for one sale per every ten attendees.

Adjusting for Audience and Event Characteristics

Tailor your packing strategy based on the event’s specific conditions and audience profile. Consider these factors:

1. Increase Your Stock When:
    • The event primarily attracts families or children.
    • There are limited or no competing dessert vendors at the event.
    • The forecast predicts hot, sunny weather, which typically drives higher pop sales.
2. Reduce Your Stock When:
    • Significant competition from other food or dessert vendors is expected.
    • The event size exceeds 5,000 attendees, as selling more than 1,000 pops from a single cart location in a day is rare. The current single-day record is 2,600 pops, achieved at a major event under exceptional circumstances.
    • The audience skews toward adults, especially in events with heavy alcohol consumption and few children present.

Pro Tip: Maximize Efficiency

    • Consider logistical constraints such as cart space and transportation. For larger events, pre-position backup stock nearby or arrange for a restocking plan to avoid missed opportunities while minimizing waste.

Event Preparation Checklist

    • Confirm attendance projections with the event organizer but plan conservatively.
    • Assess venue layout to identify high-traffic areas for your cart.
    • Evaluate local weather conditions leading up to the event.
    • Monitor vendor competition for insights into potential customer preferences.
    • Plan for on-the-spot adaptability based on real-time observations during the event.


Events with Sales History

For recurring events or locations where you have previous sales data, leverage historical performance to make informed packing decisions. This approach helps optimize inventory while minimizing waste.

Packing Strategy for Recurring Events

1. Analyze Historical Sales Data:

      • Identify the sales data from your top three highest-performing days at the same event or location.

2. Calculate the Average:

      • Add the total sales for the top three days and divide by three to find the average.

3. Include a Buffer:

      • Increase the average by 20% to account for potential growth or unforeseen demand spikes.

4. Adjust for Context:

      • Consider factors such as weather, competing vendors, and any changes in the event’s audience or size that might influence demand.

Example Calculation

Scenario: Historical Sunday sales at a park:

        • Sales Data: 29, 109, 54, 111, 31, 77, 210, 7
        • Step 1: Identify top three days: 109, 111, 210
        • Step 2: Calculate the average:
        • Step 3: Add a 20% buffer:

Additional Tips

        • Plan Conservatively: If recent trends or event changes suggest lower attendance, adjust the buffer downward.
        • Bring Backup Inventory: If feasible, keep additional pops nearby in a cooler or vehicle for rapid restocking.
        • Monitor Trends: Over time, refine your estimates based on updated sales patterns and audience feedback.



Deciding Which Flavors to Pack

Choosing the right mix of flavors is an art that develops with experience. A thoughtful selection can maximize sales, delight customers, and minimize waste. When planning your inventory, take into account customer preferences, weather conditions, and the nature of the event.

General Flavor Guidelines

 

1. Balance Traditional and Adventurous Options:

      • Traditional Flavors: Staples like Chocolate Sea Salt and Strawberry Lemonade are consistent crowd favorites. Stock more of these for guaranteed appeal.
      • Adventurous/Niche Flavors: Include smaller quantities of unique flavors to intrigue adventurous customers.

2. Adjust for Weather:

      • Hot and Sunny Days: Favor refreshing fruity flavors with a 60% fruity and 40% creamy split.
      • Cooler or Evening Events: Balance the inventory with a 50/50 split between fruity and creamy flavors.

3. Incorporate Specialty Products:

      • Include King of Pups for pet-friendly events.
        • Use backup coolers for events requiring more than 450 pops to ensure a steady supply.

Packing Examples

Example 1: 250 pops on an 80°F Partly Cloudy Day

      • Strawberry Lemonade: 75 pops (30%)
      • Cookies n’ Cream: 50 pops (20%)
      • Chocolate Sea Salt: 50 pops (20%)
      • Raspberry Lime: 25 pops (10%)
      • Blackberry Ginger Lemonade: 25 pops (10%)
      • Banana Puddin’: 25 pops (10%)

Example 2: 150 pops on a 95°F Sunny Day

      • Strawberry Lemonade: 50 pops (33%)
      • Cookies n’ Cream: 25 pops (16.5%)
      • Chocolate Sea Salt: 25 pops (16.5%)
      • Raspberry Lime: 25 pops (16.5%)
      • Blackberry Ginger Lemonade: 25 pops (16.5%)
      • Piña Colada: 25 pops (16.5%)
      • King of Pups: 1 case

Example 3: 400 pops on a 65°F Mostly Sunny Day (Event Extends into Evening)

      • Chocolate Sea Salt: 100 pops (25%)
      • Strawberry Lemonade: 75 pops (18.75%)
      • Cookies n’ Cream: 75 pops (18.75%)
      • Raspberry Lime: 50 pops (12.5%)
      • Banana Puddin’: 50 pops (12.5%)
      • Turkish Coffee: 25 pops (6.25%)
      • Pineapple Habanero: 25 pops (6.25%)

Pro Tips for Flavor Planning

      • Track Trends: Regularly review your best-selling flavors at similar events to guide future decisions.
      • Engage Customers: Use event feedback to refine your selections.
        • Plan for Variability: Keep an adaptable mindset—event dynamics like unexpected weather changes can influence customer preferences.