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March 15, 2017

HOW TO PREPARE FOR A CRAFT SHOW & PREPARATION CHECKLIST

This article is to help you get ready for a craft show you’ve been accepted to.

 

If you haven’t been accepted to a craft fair yet and are looking for ones to apply to or want to increase your chances of being accepted, check out these articles.

 

And if you’ve been accepted, keep reading…..

 

HOW TO PREPARE FOR A CRAFT SHOW

 

 

Congrats! You’ve been accepted as a vendor at a craft show. That’s a bigger deal than you may realize. Craft shows, markets, festivals and other events are getting more and more competitive so the fact that you were chosen is amazing.

 

Now it’s time to get busy!

 

Take it from someone who was always up late the night before an event; the sooner you can start prepping and getting organized, the better.

 

All the little things add up and even if I had completed my sewing the day before, I usually didn’t get to bed until after midnight because I was packing display fixtures and props, tagging items, printing off signage, etc.

 

Let’s make all those late nights of mine have some meaning shall we? I’m hoping you can learn from my mistakes and make use of my craft show prep suggestions.

 

The tasks listed in this email and the free checklist you can download at the end of this article, are pulled from my ebook MAKE MORE MONEY AT CRAFT FAIRS.

 

If you need further explanation on any of the points, you can download the full ebook here. You can also download the free sample chapter for the book, which will come in handy for some checkpoints.

 

 

 

1) UPON BEING ACCEPTED TO AN EVENT

As soon as you get that email stating you’ve been accepted and right after you have a happy dance and maybe a mini freak out wondering how you’ll get everything done, check the following tasks off your list:

 

MARK THE DATE OF THE EVENT & SET REMINDERS

Obviously you don’t want to forget which weekend the event is and you don’t want to double-book yourself at two craft fairs. So enter the date(s) of the event into your calendar.

 

Next, you want to ensure you stay on track.

 

If possible, complete stock production a few days to a week before the event so you have time to complete all the tasks that fall under “Days before the event”, found near the end of this post and on the checklist.

 

Have a look over those tasks now, determine how many days you think you’ll need to complete them and mark that date on the calendar. For example, if you need 5 days, count 5 days before the event and mark that day as “stock complete”.

 

Then you can set reminders between the current date and the stock completion date for tasks that need to be completed under “UPON BEING ACCEPTED” and “WEEKS BEFORE THE EVENT”.

 

 

DETERMINE HOW MUCH STOCK TO MAKE

A complete set of formulas and calculations can be found in the full ebook MAKE MORE MONEY AT CRAFT FAIRS. They’ll walk you through exactly how to determine stock levels for each craft fair, based on your goals, the event, your average sales per hour and many more variables.

 

Let’s say you’ve determined you need to make around 100 items and you have 30 days before you need to have your stock completed. You may set some general benchmarks to hit for each week and mark them in your calendar. For example:

  • 30 products made by week 1
  • 60 products made by week 2
  • 84 products made by week 3

 

 

GET EVERYTHING BOOKED & PLANNED

Travel & stay

If the event is out of town, book your accommodations and plan your transportation.

 

 

Helpers

If you need a helper, notify them and if they’re available, ask them to book the time off.

 

 

Set your goals

It’s so important to set goals for each craft show if you want to treat it like a business. Once you set your goal, you can start putting elements in place that will help you reach it and factor it into how much stock you need to make.

 

Chapter 2 of MAKE MORE MONEY AT CRAFT FAIRS is dedicated to goal setting and making sure you set realistic goals for craft fairs that will stick.

 

 

Licenses, permits, insurance, etc.

You’ll need to check your local laws as well as find out what’s covered by the organizer. For example, some events will have their own insurance, which you’ll be covered under while others require you to have your own insurance.

 

 

Payment collection

How are you going to collect money? Cash keeps things simple but keep in mind, a lot of people don’t carry cash these days and not every venue has an ATM. It could cost you a few sales if you don’t accept credit cards.

 

 

Policies

Think about any policies you should have in place to protect your business and profits. Are you going to accept returns if someone gets halfway through the venue and decides they want a refund so they can buy from someone else? Will you accept custom orders or will that take up too much of your time? What if a vendor asks to do a trade? These are much easier to answer (and answer confidently) when you’ve thought about them and defined your rules.

 

 

PURCHASE MATERIALS

You’ll of course need to purchase enough materials to make the amount of stock you’ve calculated. If you order supplies online, be sure you get on that right away so production isn’t put on hold because of shipping delays.

 

You’ll also want to place an order for packaging supplies. Think about:

  • tags
  • boxes
  • shopping bags
  • tissue paper
  • stickers or stamps
  • ribbon
  • business cards (check out this fun trick if you want to save some costs on printing and keep your business cards and postcards out of the trash)
  • postcards
  • etc.

 

How your packaging can increase sales is covered in the FREE chapter of my ebook. You can download it for free here. It also includes a bunch of examples when it comes to packaging your products and wrapping them for a sale. You want your brand to be carried throughout the shopping experience, right down to the shopping bag you hand them. 

 

 

 

2) WEEKS BEFORE THE EVENT

Aside from prepping stock in the weeks leading up to the craft show, you’ll also want to consider the following.

 

YOUR DISPLAY

Do you need to purchase or prepare any display fixtures or props? Tablecloth, risers, decorative elements, etc. If anything needs to be painted or stained (such as wooden risers) be sure you leave enough time to dry before packing day.

 

You’ll want to, at the very least, sketch your display setup and ideally, set up your full display at home to get a feel for it. If you’ve done several events, you may get away with skipping this step. But if you’re altering your display at all or this is your first event, a mock setup will help you see how each element looks and functions. You’ll also get a feel for how much stock you’ll actually be able to display (don’t overdo it, you don’t want your space to look cramped).

 

You don’t want to use any awkward fixtures that make it hard to shop. You also want to be sure you’re applying 1 – 3 techniques mentioned in this article (they’re ones used by multi-million dollar retailers to draw shoppers into their store).

 

Determine how you’ll transport your stock and display elements. Purchase any bins or containers or see if there are items at home you can use. Laundry baskets and suitcases can be helpful.

 

 

PREP FOR SALES

Do you need a lookbook?

If you can’t display everything you’d like or you offer custom work, consider whether you need a lookbook shoppers can flip through at the end of your table.

 

And if you’re hoping to make retail connections at the event, you’ll want to have lookbooks printed with all the details store owners need to place an order. Check out this article if you need info on putting together a professional lookbook and to see an example of one.

 

Invite your followers

You definitely want to be making the most of your existing customers and fans. They’ve already proven they love your work so be sure to let them know about your event and give them a reason to visit you (covered in the next point).

 

Plan your promotions

Give people who are familiar with your brand, a reason to come visit you. Make sure you’re still profiting but consider if you can run a special promotion for the first ______ shoppers to stop by, a discount for Facebook fans that mention a particular post or send out coupons to existing customers.

 

You may want to organize a giveaway or draw for people who stop in your booth or sign up for your newsletter. Or maybe you want to give out samples of your product to draw more shoppers in.

 

Think about what type of promotion you want to run (if any) and determine what needs to be done to execute it.

 

Work on your sales pitches

Don’t just wing it, think about what shoppers need to know about your products, what you do differently from other vendors selling similar products and the features shoppers truly care about. This is essential when you’re having conversations with shoppers and to determine what should be mentioned in your signage.

 

Need a little help in the sales department? Don’t we all? 😉 It was my least favorite part of craft fairs but I did find ways to make it more natural and share info shoppers actually cared about.

 

Not putting effort into making sales is leaving a lot of money on the craft fair table. Download MAKE MORE MONEY AT CRAFT FAIRS for tons of tips to step up your selling game and worksheets to guide you through what to say to shoppers.

 

 

ADDITIONAL STOCK

Swag bag items

If you’re contributing to swag bags, make sure you strategically plan what to contribute. Throwing your business card in likely won’t have an effect on sales. Think about what you would want to receive and what would make you head over to a table.

 

Download the free sample chapter from MAKE MORE MONEY AT CRAFT FAIRS and check out the GETTING A RETURN ON SWAG BAGS section for lots of ideas on what to contribute to see an increase in sales.

 

Online Store

Consider what you need to do when it comes to managing stock you sell online. You don’t want that one-of-a-kind item to be listed on your website and for sale at the event. What happens if you sell that one item to two people?

 

If you want to keep sales rolling in through your website while you’re at the event, determine if that affects how much stock you need to make and be sure to place any items aside that will remain listed on your website.

 

If the craft show affects your online sales; such as replies, shipping times, etc. plan for how you’ll communicate that to your online shoppers. A message at checkout or placing your shop in vacation mode will take away the stress of having to check website sales during the event.

 

Retail Stores

If you supply your products to retailers on a consignment agreement, notify them if there will be any changes to your ability to fill orders.

 

It’s not a good idea to pull inventory from consignment stores to take it to your craft show. You’ve agreed to supply them with the stock so it would be unfair to take it away last minute. What you could do is check in with them and see if there’s any stock they’d like you to pick up (if it’s been in there for several weeks).

 

Otherwise, simply let them know if you’re unable to restock them for a few weeks due to craft show prep.

 

 

 

3) DAYS BEFORE THE EVENT

As mentioned, it’s helpful to have all your stock completed at least a few days before the event. This will give you enough time to check off the tasks below and maybe you’ll even have time to relax the night before the event! (that was usually a pipe dream for me;)

 

Here are some tasks you may need to complete in the final days before an event:

  • Finish details for your product; tagging, packaging, documenting inventory, etc.
  • Prepare wrapping supplies; printing stickers, stamping shopping bags, pre-cutting ribbon, etc.
  • Gather and prep props; washing and ironing tablecloth, packing risers and stands into crates, etc.
  • Pack your car; if you have a secure garage, do this the day/night before the event
  • Plan your outfit for the event and make sure it’s washed and ready to go
  • Pack your lunch and snacks
  • Update your online stores; remove any stock you’ll be selling at the craft show or put your shop in vacation mode
  • Make sure you have the address and directions to the venue and your car is gassed up

 

Find more checklists in MAKE MORE MONEY AT CRAFT FAIRS including: 

  • Selecting Events Checklist
  • Craft Fair Application Checklist
  • Cohesive Display Checklist
  • Pre-Craft Fair Checklist
  • Craft Fair Checklist
  • Post-Craft Fair Checklist
  • Plus 6 printables to keep you organized for tasks like collecting emails at an event, tracking inventory, tracking craft shows you’ve applied to, want to apply to, have been accepted to, etc.

And if you don’t want the full ebook but would love the set of checklists and printables, you can purchase them for $5 (CAD) here.

 

You can download the Pre-Craft Fair Checklist for FREE by signing up for our newsletter below.


 

If you need further direction or details on any of the areas mentioned in this article, please download the full  ebook MAKE MORE MONEY AT CRAFT FAIRS.

 

 

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