Supplier Nights like the Texas IFT Longhorn Section are fast-paced, crowded, and full of opportunities. For food manufacturers, R&D teams, and purchasing managers, they’re one of the few chances to meet dozens of suppliers in a single evening.
But many companies unintentionally miss out on valuable partnerships simply because of a few avoidable mistakes. Here are the most common ones and how to prevent them.
1. Arriving Without a Clear Sourcing Plan
Many visitors walk the floor without knowing what they want to evaluate. They collect samples, but not information.
Why it matters:
A tradeshow moves quickly. Without a plan, it’s easy to leave with bags full of seasonings but no real progress.
How to avoid it:
Before the event, prepare a simple list:
- Ingredients you need
- Expected volumes
- Required certifications
- Preferred origins
- Technical questions you want to ask each booth
It keeps the visit focused and makes supplier comparisons easier.
2. Looking Only at Price
A few buyers start the conversation with:
“How much per pound?”
Price is important but it’s only one part of the decision.
What’s more important:
- Consistent quality
- Micro results
- Origin transparency
- Lead times
- Inventory stability
- Clean-label compliance
A slightly higher price often reduces long-term issues and prevents rejections or delays in production.
3. Skipping Technical Questions
It’s common for visitors to taste samples but forget to ask critical details.
Questions that matter:
- What sterilization method do you use?
- How do you control allergens?
- Can you provide recent CoAs and micro data?
- What are your standard lead times?
- What is your MOQ?
- Can you confirm the exact origin, not only “packed in the U.S.”?
This information helps you understand if the supplier fits your standards.
4. Judging Suppliers Only by Samples
Samples at a tradeshow can vary in freshness and batch date. A cup of chili lime doesn’t tell the full story.
Better evaluation steps:
- Ask for production batch samples
- Request spec sheets
- Review micro results
- Check consistency across multiple lots
You’re not evaluating one blend you’re evaluating the supplier’s ability to deliver the same result every time.
5. Delaying the Follow-Up
After the event, many companies wait weeks before sending requests. By then, details are forgotten and timelines become longer.
What helps:
Send a short follow-up within 48 hours:
- Ingredients you’re looking for
- Volumes
- Required certifications
- Packaging type
- Any issues with your current suppliers
You’ll get faster quotes and clearer communication.
6. Keeping Challenges Vague
Some buyers simply say:
“We’re exploring new suppliers.”
Being open about your needs helps suppliers understand how to support you.
Examples of helpful context:
- inconsistent heat levels
- origin requirements
- micro issues
- unclear lead times
- quality fluctuations across lots
Good suppliers want to solve real problems but they need clarity.
7. Overlooking Smaller or Specialized Booths
Many visitors head straight for the biggest brands with the biggest displays.
What they miss:
- better pricing flexibility
- specialized ingredients
- faster customer service
- more attention
- niche expertise (e.g., smoked paprika, custom blends)
Walking the entire floor often leads to the strongest partnerships.
8. Not Reviewing Documentation on the Spot
Some buyers rely on verbal confirmation. At a tradeshow, documentation speaks louder.
Ask for:
- GFSI certificates
- Organic certification
- Allergen statements
- Country-of-origin documentation
- Example CoAs
If a supplier can show these immediately, it’s a good sign.
Why This Matters for 2025
The food industry is dealing with:
- cost pressure
- global logistics delays
- tighter label regulations
- higher demand for clean-label and origin-specific ingredients
Supplier Nights help you secure reliable partners who understand these pressures but only if you evaluate them properly.
Final Thought
Tradeshows offer a rare chance to compare suppliers side-by-side. Avoiding the common mistakes above helps companies make better decisions, build stronger partnerships, and find ingredients that support stable production throughout the year.
If your team attends events like IFT Longhorn, use this guide to stay focused and make every conversation count.