Getting invited
Not every supplier day suits every supplier. We screen each enquiry against the buyer brief, the category needed and the practical limits of the day before we send an invitation.
How suppliers are found
We look for suppliers that fit a live buyer requirement, not just a general category list. That means we start with the buyer's need, the towns they want covered, the goods or services required, and any delivery realities such as remote sites, security access, coastal storage conditions or power cuts at operating locations.
Suppliers usually reach us through the enquiry form on our contact page, but we also review businesses we come across through trade activity, referrals and category research. An enquiry does not mean an automatic table booking. We first check whether the offer matches the buyer day and whether the supplier looks ready to meet a large organisation in a short timed slot.
- Category fit to the buyer brief
- Service area within South Africa
- Ability to supply at the required scale
- Clear product or service description
- Basic business documents available for review
What vetting includes
Our vetting is practical. We are not awarding contracts and we are not promising approval onto any buyer panel. We simply check whether a supplier appears suitable for an introduction at a structured supplier day, and whether the information handed to the buyer will be tidy, relevant and easy to review.
We look at what the supplier actually sells, where it can deliver, whether lead times are realistic, and whether the paperwork is current. If a buyer day is for mines and industry, for example, we may ask extra questions around site-readiness, transport to remote areas, packaging, maintenance support or spares. If the buyer group is retail focused, we may look more closely at pack sizes, barcoding, shelf readiness and replenishment ability. Small gaps can often be corrected before the day, but a poor match is better declined early than forced through.
- Business profile and category relevance
- Trading footprint and delivery capability
- Core documents in date and legible
- Product sheets, service lists or catalogues
- Presentation readiness for a short meeting slot
Step by step from enquiry to invitation
The process starts when a supplier sends an enquiry. We review the category, compare it to upcoming buyer days and note whether there is a possible fit. If there is, we request the basic information needed for screening. Once reviewed, suitable suppliers are shortlisted for that buyer day. Final invitations go out only after the buyer format, table plan and meeting schedule are confirmed.
Invited suppliers receive the event details, arrival window, table guidance and the information deadline for the buyer pack. In some cases we may ask for one round of corrections first, for example where a capability summary is too vague or a document scan is unreadable. This keeps the day moving properly and saves time for everyone on site, simple things but they matter.
- Supplier sends an enquiry
- We check fit against an active buyer brief
- We request supporting information
- We screen for readiness and relevance
- Suitable suppliers are shortlisted
- Formal invitation and event instructions are issued
What you should prepare before we screen you
The easiest way to move through screening is to have a clean supplier pack ready from your side before we ask. That does not need to be flashy. It does need to be accurate, current and easy to read on a phone or laptop. A two-page capability summary is often more useful than a bulky file full of old material.
Have your company overview, service area, product range and normal lead times set out plainly. If you use installers, subcontract teams or field technicians say so. If you only supply within certain provinces, say that too. Buyers appreciate direct answers more than broad claims.
- Registered business details
- Short capability profile
- Main products or services list
- Areas you can deliver or support
- Lead times and order constraints
- Key compliance and tax documents where applicable
- Good quality logo and contact details for your representative
How pricing is worked out
Pricing for a supplier day is not a flat off-the-shelf amount because the format changes from one buyer to another. Costs are generally shaped by the venue, the table layout, the screening admin, the size of the buyer pack, travel requirements and the amount of coordination needed before the day. Some buyer days involve a simple half-day set-up in Johannesburg. Others require more handling, tighter document control and extra on-site management in another province.
Where a supplier contribution applies, the basis is explained upfront before participation is confirmed. We keep it tied to the actual event format rather than adding vague extras. If no current buyer day matches your category, there is no reason to push you into the wrong room just to fill tables.
- Event location and venue requirements
- Length of the session and number of meeting rounds
- Document handling for the buyer pack
- On-site table set-up and signage needs
- Travel and coordination outside Johannesburg where required
Aftercare and next steps
Our role does not stop when the last meeting ends. We compile the agreed supplier information into the buyer pack and make sure the buyer has a tidy record of who attended, what each supplier offers and the documents supplied for review. That helps prevent good conversations from getting lost after a busy day.
For suppliers, aftercare usually means clear follow-up guidance. If a buyer asks for extra information, updated documents or a refined scope note, we pass that on in an orderly way. If your business was not selected for a specific day, we may still keep your details on hand for a better-fit brief later, provided your category remains relevant and your documents stay current.
Being invited is the first filter, not the finish line. The suppliers who do best are usually the ones who arrive prepared, keep their pitch focused and respond quickly afterwards.
What our Supplier Day customers say
Verified Google reviews
Questions we get asked
Does sending an enquiry guarantee an invitation?
No. We only invite suppliers that match an active buyer brief and appear ready for the format of that supplier day.
Can a small supplier still be considered?
Yes, if the offer suits the buyer requirement and the supplier can explain coverage, lead times and support clearly.
What if my documents are not ready yet?
You can still enquire, but screening moves faster when your core documents and capability summary are current and easy to review.
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Plan a supplier day
Send a note through our contact form with the kind of suppliers you want to meet and where, and our team will reply to plan your supplier day.
Open the contact form