The ultimate craft fair seller’s checklist

ByWowThankYou


No matter how many times we’ve done craft fairs, I always slightly panic that we forget something as we drive to the venue. Even if I remember something I forgot, there is never enough time to turn round and go back.

Over the years, we’ve forgotten the table cloth, all change and money float, part of products stock that I was working on the previous night and lots of other little things.

There was always something I forgot, whether it was small and we managed to get by without it or whether it was something we had to go a buy or improvise around. Every time it cost us energy, mental strength and often money to work out how to replace what we forgot.

So, to prevent a mini melt downs and to enjoy our craft fair days, I’ve put together the ultimate craft fair checklist. We always use it and tick off the items as we put them in the bags, boxes or a car. No doubt, you’ll want to amend the list to suit your handmade business, but that’s absolutely fine! Here it to the day, when we don’t forget anything!

HANDMADE BUSINESS TIPS

Important Documents

Insurance certificate

Before you start selling your crafts, it’s important to make sure that you have the legal permission to do so. This includes obtaining a seller’s insurance and most craft fair organisers even require you to have one before applying, so make sure you bring it with you on the day.

Product safety certificates – for the craft fair organisers or if any customer asks

Craft Fair Event Details & Directions for Parking

Stall Set Up
Enough products – stock
Table (if using)
Gazebo (if using)
Price tags, plus spare for last minute price changes
Fabric/table cover
Display Props
Chair (if using)
Extension Lead (if using lights)
Lights/lamps
Lights (battery operated)

Your craft stall setup and display can make a big difference in attracting customers

Canopy tent: Consider getting a tent for outdoor craft fairs to protect you from the sun and rain.

Weights for your tent: If you live in a windy area, look for at least 15 pounds for each leg. 20 is the recommended weight. You could also fill buckets up with sand or stones.

Table cover: Use anything you like, such as sheets, drapes, tablecloths, or whatever else you can get your hands on. Make sure the tablecloth is long enough to reach the ground on all sides and the fabric is firm and not too creased.

Price tags: You could individually price each item or group items together by price. Over the years I’ve used paper price tags that I simply folded to make them to stand up. I’ve also used small chalk tags, which allowed me to write up the prices or change them during the day if I needed to.

Displays to showcase your work: Consider investing in some good risers to display your products. In the past I’ve used empty boxes placed towards the back of the table (with the table cloth covering the boxes so it looked like steps). That’s probably the easiest and cheapest way to display your products, or you can buy small shelves, special risers or display cabinets.

Chairs or stools: Use foldable chairs and folding director chairs.

Packaging
Your branded/non-branded bags
Gift Wrap
Ribbon

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Marketing
Stall Banner
Business Cars
Leaflets
Any other marketing material (e.g aprons with logo to wear)
Paper/notepad
Camera/phone to take photos with

Having signage, marketing, and promotional material can help attract potential customers to your craft stall.

Business cards: Pass out business cards with your business name and website address so that customers can purchase your crafts online at a later date. If you don’t have an online presence, consider starting up a store on Etsy.com.

Other promotional material: Consider bringing additional promotional material, such as coupons, branded postcards etc.

Paper weight or display for promotional material: Bring something to hold your business cards and promotional material down in case it gets windy.

Banner or large sign with your brand name: Consider making a vinyl banner or making your own.

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Selling
Card reader – fully charged
Display notice to say, that you accept cards
Charger
Tablet, mobile or laptop (whatever you need for your set up)
Receipt Book
Money belt/safe zipped pocket in your trousers/skirt
Invoices book
Receipts Book
Change – money float (at least £50) – counted
Calculator or Mobile
Mobile
Newsletter Sing up Notepad

Having multiple payment options is really important these days as not everyone will have a large sums of money on them when they visit the craft fair. This is why we always have a card reader and the ability to accept credit and debit cards on the stall.

Also make sure to bring cash and coins in different denominations and a box or a utility apron to hold the money. To make your life a bit easier, choose prices for your products that can be easily added or offer special prices such as £4 per item or 3 for £10 (that way you don’t need to do any complicated adding up)

Useful tools & things
Pens
String (strong!)
Safety Pins
Scissors
Tape
Bin Bags & large plastic bags

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Things to help you to enjoy your day
Trainers or good sturdy shoes – you’ll be on your feet all day
Hot Drink Flask
Food – slow release type of food/ something small non greasy, non sticky in case you can’t leave your stall
Mints
Tissues
Hand Sanitizer
Wet Wipes
Painkillers
Extra fleece or jumper (church halls are surprisingly drafty even on a hot summer’s day)

Extra crafts or work: Bring some of your craft work to help you to pass the time during slow times

HANDMADE BUSINESS TIPS

Originally published 21 January 2021 and last updated on 12 December 2023.