A single phone call can help pinpoint the appropriate organizational staff person responsible for community outreach and introduce your event to the organization. Most organizations will request a formal written invitation explaining the purpose of the fair and general logistical information such as time, date, and location. An organization will sometimes provisionally accept or decline the invitation by phone. However, many agencies will need time to check their schedules and staff work loads. Keep in mind that people and organizations are constantly in flux.
Nothing is ever definitive until the day of the fair.
Remember, if an agency declines, invite them to send materials instead. All organizations are invited by phone. A formal written invitation is mailed to all parties. Organizations that cannot attend are invited to materials. Formal Invitations Send a letter of invitation and a form of engaging a fair representative for a one confirmation to interested vendors.