Outdoor Craft Show Vendor Market Packing List

Whether you are new to markets, or maybe have never done an outdoor show, here is a list of items that you should consider packing. Outdoor events bring a variety of elements that you need to prepare for, including possible wind and rain.

Depending on the product that you are selling, you may need different items, but here is a general list.

Setting Up Your Booth for a Vendor Show 

• Canopy – Know your space dimensions for the event to see how large of a canopy you can bring.
• Canopy weights – These are typically a requirement for outdoor events. Without weights, your canopy can become airborne and create a hazard.
• Side panels for canopy – Removable panels can help to adjust your space for different set ups
• Extra rope & bungee cords
• Tent stakes & small hammer or mallet (check that the venue allows stakes)  
• Zip ties & scissors
• Folding tables
• Tablecloth(s)
• Stands, crates, or risers for products
• Folding chair or stool
• Tarps, plastic sheets, or shower curtain liners to cover product if it rains
• Clips
• String

Items to Sell 

• Your product – Bring more than you think you will sell. Offer items at a variety of different price points.
• Branded shopping bags

Items to Capture Sales 

• Phone or tablet for running your POS
• Credit card reader
• Locking cash box, apron, or other item to store cash
• Small bills and change
• Phone charger & battery pack
• Price tags & pricing signs
• Calculator
• Receipt book
• Signage stating what payment types you accept (Cash, cards, etc.)
• Counterfeit bill detector pen

Documents  

• Consider a folder to keep all of your important documents
• Vendor permit from organizer (if applicable)
• Business license
• Certificate of Insurance
• Required permits for your city or state
• Sales tax permit (if applicable)
• Inventory sheets & pens

Marketing Items for Craft Fair and Vendor Shows 

• Business cards – consider adding a QR code to your website
• Clipboard to collect email addresses
• Weather proof banners and signage
• Acrylic sign holders
• Branded shopping bags

Items to Add Just in Case 

While not essential, these items can come in handy.

• Table risers
• Folding step stool
• Battery operated fan
• Scissors
• Packing tape
• Portable mirror if you sell clothing or jewelry
• Super glue
• Batteries
• Velcro strips
•  

Items for Yourself 

As a vendor, you are typically laser focused on showcasing your product that you have. Don’t forget to pack some items so you can be comfortable and hydrated throughout the day.

• Reusable water bottle and enough water for the duration of the event
• Hand sanitizer
• Tissues
• Snacks
• Napkins
• Small cooler
• Comfortable shoes
• Sunscreen
• Bug spray
• Personal fan (battery operated)
• Lip balm
• Adhesive bandages
• Pain relivers
• Food or personal cash to purchase food if it is a longer event
• Umbrella or rain poncho

Items to Pack in Case of Rain 

If you sell art, or anything else that will be ruined with the rain, you want to be sure that you are prepared for a pop-up shower.

• Waterproof totes
• Tarps to cover product
• Towels to dry product
• Clear plastic shower curtains (you can hang these at the sides or entrance of your canopy)

Don’t Forget About Social Media 

Vendor markets are a great place to create content for your social media channels. Remember not to film other people or their property without written permission.

Have your phone charged and login to your accounts to remind your followers where you will be.

Insurance for Small Businesses  

If you are just getting started with your business, a BOP, or Business Owner’s Policy, may be worth considering. A BOP is a policy that combines both general liability and property insurance. If you are looking to select these coverages, a business owner’s policy may be more cost effective than purchasing these coverages separately.

Requesting quotes from different insurance carriers can be a time-consuming process. As a business owner, you are likely juggling day-to-day tasks. Our local insurance agency works with over 100 different carriers, from New England based companies to national names. We can work with you to show you insurance coverage options for your business.

Wondering how much it will cost to insure your small business? The answer can vary depending on:

• Your industry
• The number of employees you have
• Where your business is located
• The cost of your equipment and tools
• The coverages you choose

To get a picture of what it could cost to insure your business, reach out to our local insurance agency and request a quote. Starting the process is as simple as filling out our form here, or you can give us a call. From there, an insurance professional will connect with you to gather more information on your business.

Before Your First Outdoor Market 

• Get a sales tax permit (if applicable)
• Setup payment processing to take credit cards and obtain a card reader
• Promote the market on your social media
• Review any materials from the event organizer  
• Fuel up your vehicle or arrange transportation

How Early Should You Arrive to an Outdoor Market? 

The event coordinator should reach out ahead of the event to let you know when the window of time is for setup. It may be a few hours before, or it could be the night before. If you have never done an outdoor event before, it may help to do a mock setup beforehand in order to time yourself to see how long it will take. It’s always better to err on the side of caution and plan for more time than you need.

If you need to park in an area far from the event, you will need to account for multiple trips back and forth to your vehicle. Packing a foldable wagon can be very useful for this reason.

If it is a large festival or fair, parking and traffic may impact your arrival time, so plan to arrive as early as you can. If you have extra time, you can adjust the setup of your booth, network with other vendors, create social media content, or just relax for a bit.

What to Do After a Vendor Market 

• Record your sales, and take note of what your best-selling items were
• Take notes of anything you may have forgotten to pack
• Follow up with any networking connections you may have made
• Restock inventory as needed

How Much Does Vending at an Outdoor Market Cost? 

Every event is different, but you will typically need to plan for:

• Fee to organizer for vendor space
• Purchasing canopy and weights if you do not already own them
• Purchasing folding tables and tablecloths
• Your inventory cost
• Any permits, licenses, or insurance you will need

Don’t Make These Mistakes at Your Outdoor Vendor Show 

• Forgetting canopy weights – Don’t send your tent flying!
• Forgetting your card reader – Don’t lose out on sales because you can’t take card payments.
• Clearly mark prices – Don’t confuse customers. Have clearly printed signs or tags with your prices. They may walk away without asking.

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This article is for general informational purposes only and is not to be relied upon or used for any particular purpose. Cross Insurance shall not be held responsible in any way for, and specifically disclaims any liability arising out of or in any way connected to, reliance on or use of any of the information contained in this article. The information contained or referenced in this article is not intended to constitute and should not be considered legal, insurance, accounting or other professional advice, nor shall it serve as a substitute for the recipient obtaining such advice. The views expressed in this article are that of its author and do not necessarily represent the views of Cross Financial Corp. and its subsidiaries and affiliates (“Cross Insurance”) or Cross Insurance’s management or shareholders.