Craft Show Checklist: Check Everything You Need

Attending a craft show is a great way to showcase your artistry, connect with other artists, and boost sales. However, before you head to the event, there's a lot to prepare. You'll need to design an attractive booth, check inventory, prepare marketing materials, etc.

With so many details to manage at once, it's easy to feel overwhelmed and lose track of what matters most. So that's why we are here.

This blog works as a full craft show checklist to help you stay organized and prepared from start to finish. It clearly outlines:

• What to plan and decide before attending a craft show
• Essential items for outdoor booth setup
• How to prepare and manage inventory and packaging
• What you need for sales and payment processing
• Practical tools and supplies to handle on-site issues
• Personal comfort items to help you stay energized all day
• Key branding and marketing materials to attract and retain customers

Before the Craft Show: What to Prepare First

The preparation phase before attending a craft show really matters. Careful thinking and planning help you stay organized and avoid last-minute stress.

You can start by deciding on your booth layout. Think about how much space you have and how your products will be displayed. Your booth should look clean and organized for customers to browse easily. Also consider whether the event is indoors or outdoors, as this will affect what setup items you need.

You'll also need to plan how to transport your products and equipment. Make sure they are easy to load and unload, and everything can fit in your vehicle. It's best to check the event rules for parking and setup times in advance so you can arrive prepared and avoid delays on the event day.

Then decide on your product pricing and prepare clear price tags. Clear pricing reduces repeated questions about product costs and makes the buying process smoother.

Craft Show Checklist: Bring Everything You Need

If you have a clear idea of what to prepare before a craft show, it's time to make sure nothing gets left behind. A well-prepared craft fair checklist can help you organize all the essentials, from booth essentials to branding materials. To check and make adjustments anytime, you can even keep a craft show checklist PDF on your phone, tablet, or laptop.

Generally, there are 6 types of items that you should never forget to bring with you. Check the details below:

Outdoor Craft Show Vendor Booth Setup Essentials

Outdoor vendor booth essentials should always be at the top of your craft show checklist. When you are planning your vendor booth display ideas, you should think ahead about all the items you will need. The materials and tools you bring to your booth will directly affect visibility, customer comfort, and, most importantly, sales.

A great way to stay organized is to compile all your items into a clear checklist table. You can place the most important items at the top so you can easily notice them. And remember to leave a space or add a checkbox before each item for tracking, and include a notes column for any extra reminders or details. This ensures nothing is forgotten and makes setup smoother on the day of the show.

Here's what you should bring for your vendor booth setup:

• Tent: A customized craft fair tent protects items and customers from bad weather, and at the same time, makes your booth easy to spot. Among numerous choices, the most recommended is always a pole tent. It is easy to set up, and has a high-peaked roof ideal for uses like trade shows and market fairs.

• Table and Table Cover: Choose a solid craft fair table to display your products neatly. Meanwhile, use a clean, attractive table cover to enhance presentation.
• Signage: Prepare clear signs with your brand name, logos, or promotions. This helps attract attention and communicate key information to visitors.
• Lighting: You should also prepare battery-operated or portable lights if the fair runs into the evening or if your booth is shaded.
• Free Samples and Gifts: Giveaways encourage visitors to stop, interact, and remember your booth. Prepare small, low-cost items that visitors can easily take away, such as mini product samples, coupons, or branded tote bags.
• Decorative Elements: Simple decorations, banners, or table props can draw attention without overcrowding the space.
• Cleaning Supplies: Paper towels, wipes, or a small trash bag help maintain a tidy booth throughout the event.

Inventory & Package

Managing your inventory and packaging helps everything run smoothly. Proper inventory organization ensures you don't run out of popular items, keeps your booth looking neat, and helps with quick sales. Packaging also affects customer perception, making your products look professional and ready to take home.

When you are planning for the inventory and packaging, consider adding items like:

• Extra Stock: Keep enough of your best-selling items on hand to avoid running out during the show.
• Packaging Materials: Include bags, boxes, or wrapping paper suitable for your products, so customers can carry their purchases easily.
• Price Tags and Stickers: Clearly label all items with prices and details to save time and avoid confusion.
• Display Racks or Shelving: Use spare racks, holders, or shelves to organize products at different heights. This can make your booth visually appealing and easy for customers to browse.
• Storage Bins: Use bins or small baskets with stickers on them to keep extra inventory, bags, or packing materials organized and out of sight.

Sales & Payment

The right sales approaches and payment methods also matter during a craft show. They ensure fast, accurate, and secure transactions, so as to improve customer satisfaction and prevent losses.

Preparing the following tools will help you focus on selling rather than dealing with payment issues:

• Cash Box: It keeps your cash organized and secure for easy access during transactions.
• Mobile Payment Options: Support different payment methods like credit cards, digital wallets, or QR code payments to offer convenience for customers.
• Small Safe: For storing larger amounts of cash securely during the event. A small safe helps prevent theft or accidental loss and keeps your cash organized in one place, giving you peace of mind while focusing on customers.
• Receipt Book or Printer: This is for transparency and record-keeping. Offering receipts reassures customers about their purchase, and helps you track sales, manage inventory, and reconcile cash at the end of the day.
• Calculator or POS Device: These machines can quickly total purchases and reduce mistakes during transactions. A calculator works well for simple setups, while a POS device can handle multiple payment types, track sales automatically, and make checkout faster.

It's better to make sure all payment methods are tested before the show. And keep your cash and devices secure but accessible, and always have a backup plan in case of technical issues.

Craft Show Supplies & Tools

Proper craft fair supplies and tools help you set up your space quickly, keep everything organized, and handle unexpected situations during the event. Having a full range of equipment will make your booth look professional and offer a better experience for you and your visitors.

Normally, the necessary supplies and tools for a craft show include:

• Canopy Weights: They can secure your tent, especially on soft surfaces or in windy conditions. Typical canopy weights include sandbags, water bags, or weight plates, which stabilize the tent and prevent it from shifting or tipping over, thus ensuring the safety of both your display and visitors.
• Basic Tools: Scissors, tape, zip ties, clips, and a small toolkit are needed for securing displays, hanging signage, and fixing minor issues during setup.
• Extension Cords and Power Strips: They are useful when you need electricity for lighting, payment devices, or small equipment. Having your own power setup helps you avoid layout limitations and keeps cables organized and safe.
• Floor Mats or Anti-Slip Mats: Help define your booth space and improve comfort, especially for long events. They also reduce slipping risks on uneven or hard surfaces.

Personal Comfort Essentials

Another item to add to your craft preparation checklist is personal comfort essentials. Craft shows often last an entire day. Personal comfort items ensure that you will not be distracted by fatigue, hunger, or stress. Then you can stay more focused and energetic throughout the event.

To make you feel comfortable all day long, remember to bring essentials like:

• Water Bottle: This helps you stay hydrated, so as to maintain energy and focus during a long craft show day.
• Snacks or Light Meals: Quick snacks prevent hunger and allow you to stay at your booth without leaving for food.
• Comfortable Shoes: Standing for hours can be tiring. Supportive shoes like cushioned sneakers or walking shoes help reduce foot and back strain.
• Chairs or Stool: A resting seat allows you to take a break during slow periods without leaving your booth unattended.
• Weather Protection Items: Hats, sunscreen, sunglasses, umbrellas, or a light jacket help you stay comfortable in changing outdoor conditions.
• Personal Hygiene Supplies: Tissues, hand wipes, or hand sanitizer help you stay clean when interacting with customers.
• Notebook & Pen: They are useful for taking quick notes, tracking custom orders, recording customer requests, or writing down ideas during the show.

Branding Material for Marketing

There is no doubt that the ultimate goal of joining a craft show is to increase sales. Even if visitors don't buy anything, you should at least let them remember your brand. So it is worthwhile to invest a lot of time and effort into your branding materials. Strong branding helps you stand out, builds trust, and increases the chances that customers will come back later.

To create memorable branding, you should prepare the following materials:

• Business Cards: Place them at the front of your table or near the checkout area so visitors can grab one easily without asking.
• Brand Signage or Banner: Keep the design simple and readable from a distance. So you should focus only on your brand name and one key message.
• Logo and Brand Colors: Use the same logo and color scheme across your tablecloth, signage, and packaging to create a unified look.
• Flyers or Brochures: Highlight your best-selling products or upcoming promotions instead of listing everything you offer.
• Social Media Handles or QR Codes: Display them where customers naturally look, such as on the table edge or near product displays.
• Branded Packaging or Stickers: Use these on bags or boxes so your brand continues to get exposure after the event ends.

Conclusion

Preparing for a craft show is never an easy thing. Before you head out, make sure to read this article and use it as your craft show checklist. If you're looking for the best vendor tent for this event, you can contact us anytime.

With nearly 10 years of experience, Sheltent offers high-quality tents and practical ideas to help make your craft show more successful. Our tents are made of durable materials, including aluminum alloy frames and 100% weatherproof covers.

In addition to craft shows, they can also be used for various events like outdoor parties, trade shows, intimate gatherings, etc. With proper storage and maintenance, our tents can last up to 20 years!