Craft Shows can be an exciting time. You've created a product and now you're ready to promote and sell it at the local craft fair. However, it can be challenging to pack, load your vehicle, drive to the sale and then set up.
An organized system with a good check sheet is essential. Keep the check list on your computer and update and print it whenever you need it. If an item is forgotten, it may result in a poor display and a loss of income. Load your vehicle a day in advance so you have extra time to think of last minute items. Pack as compactly as possible, and arrive early so you can unload before the vendor parking area is congested. Use a dolly or cart to move your load quickly in and out of an event.
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Inventory
Your display must never look bare as this discourages buyers. Sales will be made in the late afternoon before closing so ensure you have enough items for late customers, as they may not purchase if they feel that the display has been picked over.
Inventory boxes should be the same size so they stack easily. Plastic totes protect the contents from dampness if it is raining or snowing and are stackable. Although more expensive than cardboard, they are a good choice. Label your boxes with a list of the contents to make retrieval easier.
Application Forms
Keep all your papers relating to the show in a zippered bag. This includes your show application, map or directions to the event, receipt and parking passes and badges if they were mailed to you. Some larger shows may require liability insurance. Bring a copy of your sales tax certificate and a copy of the inventory you have with you.
Collapsible Displays
All display units should be collapsible to take up minimum space when transporting. If necessary, bring a cordless drill to assemble shelving units at the event. If folding screens are used, check for height restrictions. If you have a cash register, bring a portable stand for it.
Setup Box for Table Coverings
Use a bright colored plastic tote box to pack table skirting, covering and masking tape. Table skirting and covers can be made from no-iron cotton sheets as the wrinkles fall out after the display is set up. A double or queen size sheet can be ripped lengthwise and hemmed. Select dark neutral colors and not printed fabrics as your merchandise must show up against this background. If special fireproof table coverings are required, the show will usually provide them. If the show is longer than one day, bring covers for the tables at night. Keep this box handy as this will be first box that's needed when you set up your display. When packing to go home, use the box for purchases, leftover food, and personal items and put the table coverings and skirting into the inventory boxes.
Set-Up Box for Electrical Cords
A second set-up box is needed for extension cords, power bar, clamps, duct tape (to tape cords down), electrical tape, glass cleaner, paper towels and spare light bulbs. Put your name on all extension cords with a felt marker so there is no confusion when you are leaving. Include any tools that you will need, such as a screw driver, hammer and pliers. Pack a few small shims (pieces of plywood or thin wood) to go under table legs if they are wobbly or if the floor is uneven.
Bags and Packing Materials
There is sometimes space at the top of inventory boxes to include bags and tissue paper, which provides additional cushioning for your items in transit.
Lights
Clip-on lights are essential for spot lighting and to emphasize your display and should be packed together in a separate box.
Stools
Chairs are usually provided, however, it is better to sell at eye level, so stools are more useful. A folding director's stool, with a back, if you can find one, is the best. A folding lawn chair allows you to rest during quiet times, especially at a long show.
Advertising
Bring business cards and holders, plus handouts. A list of your upcoming shows is helpful as people will look for you at future shows. Include your website address on all material.
Cash Box or Cash Register
Include ample float and extra rolls of coin in your cash. Bring credit and debit card equipment. A canvas apron for cash works well with either two or three pockets. Velcro can be sewn at the top of one of the pockets to ensure that bills don't come out.
Snacks
Bring a cooler with ice pack, water, cold drinks, sandwiches, plus a thermos of coffee or tea and snacks. If you are busy, there is no time to go to the concession for food.
Business Sign
If you don't have a sign, print one on your computer and put it in a picture frame, or print it as a banner.
Tool Box
If specific tools are required for your craft, such as jewelry pliers, pack a separate tool box. If you will demonstrate your craft make sure you have sufficient supplies.
Other Items to bring:
* Booth decorations if there is a theme, such as Christmas.
* Calculator, price tags, labels, pens, markers, display signs, scissors, tape, stapler, staples, pins, tissues, box knife, sales pads or cash register tape, tape measure, string, glue, rubber bands, paper clips, wet wipes and mirror (if selling jewelry or clothing).
* Notebook to record ideas for future shows, addresses, etc.
* Camera to photograph your booth so you can review the different arrangements.
* First Aid Kit - Keep band aids, first aid ointment and headache tablets handy.
* Personal Items - water bottle, cell phone, medication, extra comfy shoes to change, sweater, jacket and grooming items.
* Music - A portable CD player provides soft background music, however the event may have entertainment.
* Rubber anti-fatigue mat or piece of carpeting to stand on. If necessary, tape the edges down with tape so it is not a tripping hazard.
* Fan - If there is no air conditioning and the weather is hot bring a fan. If you have space for a larger fan, blow it into the shopping area to encourage customers to browse longer.
* Costumes - If costumes are required, select loose-fitting garments made of light-weight materials as it is important to be comfortable while selling, especially if the display lighting is hot. A long frilly apron with a shawl can be worn over street clothing for a quick costume.
Outside Selling
If you are selling outside, ensure that the canopy or awning is weighted down in case of wind gusts. Display stands may also need to be weighed down. Empty milk or juice jugs can be filled with water or use bricks for weight. A fan for a summer show or a portable heater for a winter event can make selling more comfortable. Other items are: umbrella, hat sunglasses, suntan lotion, rain gear, tarp to cover your display if it is raining, and a blanket.
It takes planning and a good check sheet to organize the items that you need for a craft event but with experience you will learn to pack efficiently, and if you do it right, there will be time for a cup of coffee before people arrives at your booth wanting to purchase your wares. Happy Crafting.
©Linda C Butler 2006
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