Prepare for the Appointment.  Have the right materials to pass out. You should have - at a minimum:

a. Business Cards:  Bring along extras for distribution to each of the buyers for their business card files. If you are not in the office at all times, write in the name of the sales or management person who will be familiar with the account, discounts and related details. Don't do all the work and let the buyer call your office with no success in finding someone familiar with account pricing. It pays to have business cards which indicate order desk hours, the name and telephone number of the sales or order clerk assigned and other information which will aim the buyer directly at the right person without having to go through the central switchboard of your firm.

b. Category Listing:  If you have category list or brand name listing of your major lines, pass it out. Government agencies usually ask for brand name "or equal" and, to save time, buyers often send their price solicitations to the brand name dealers first. With your brand name list in our files, you may have an edge on competition. Make up the category and brand name list on your company letterhead and be sure to include a telephone number and  contact name for general product information.

c. Catalogues:  Do not give out any catalogues or brochures without a clear identification of the vendor on each page. Many times, when an agency requests information from purchasing, the catalogue page is copied and forwarded. When the requisition comes through, that same page will normally be attached. With your name on the pages, chances are excellent that you will be contacted for the item.

d. What to ask for?  When you do get to the officer, ask for a vendor list application form (to be certain your name gets on all of the right bidder lists), a copy of the pertinent purchasing regulations (state as well as local), a copy of the current purchasing manual (or a chance to review it), a list of using agencies (including contacts and telephone numbers) who may use your product or service, and permission of the agent to contact them directly to pass out brochures and get a feel for their organizational needs.  Some of these materials may be available for mailing to you when you call to set up the appointment. Check and find out if you can get them mailed to you before the meeting so that you will be familiar with the items and be able to ask questions about any of the problem areas you may find. By asking for this information in advance, you may save time during the interview.