'Tis The (Craft Show) Season - Part 1

With the holiday season fast approaching, it's time to start thinking about getting ready for the busy craft show and flea market season.  I’d like to share over the next few weeks a few basic rules of thumb, tips, and tricks to help make it fun and profitable.  For those seasoned sellers, it will serve as a reminder, and for those just venturing into show selling it just might save you some headaches.  I’ll start with some insights I’ve gained into all the pre-show necessities, then in subsequent weeks we’ll talk about topics relating to the show itself.

The topics I’ll share today are 1) determining if your product is compatible with the show experience, 2) doing your homework, 3) marketing, and 4) getting ready for the show.

1) Determine if your product is compatible with selling at shows

First, you must determine that the types of items you make/sell are compatible with a show scenario.  This will differ for different people, depending on several factors including the type/size of vehicle you have access to, the amount of space you’ll need to display your items attractively, and the amount of work you’re willing or able to do.  If you make small items like jewelry or small accessories, or resell such small items, it will be easier for you than someone who makes or resells larger, bulkier items.  It's much easier to pack, transport and set up smaller items.  Plus you can buy a smaller space and save money on your fees.

When I started doing shows I was selling my silk florals.  Although I did well selling these, it was a major effort to pack them and they took up a lot of space.  At the beginning of every show, I had to fluff all the flowers and greens, reform all the bows, and repair anything that was damaged in packing and transit.  A real PITA that took a lot of time during setup.  I didn’t mind it at first, because I was so excited about doing the shows.  But I eventually tired of all the extra work. 

In recent times, I am much happier (and less exhausted!) selling my handcrafted jewelry, beaded accessories, and crocheted items.  Packing takes no time at all, and it all fits into one or two plastic tubs!  Much easier and cut my preparation time down considerably.

I encourage you to look at your products objectively, keeping these types of issues (and any others you can think of) in mind before you ever sign up to be in a show.  It’s also a good idea to scrutinize your ideas for your booth setup and layout in the same manner.  To help you decide, do a practice run of packing up, loading your vehicle, unpacking, and setting up at home or your studio first, including putting up your canopy.  Once your trial setup has your booth looking perfect, take a photo to bring with you to the show for reference.  Knowing what it takes to set up, and documenting your optimum display setup will save you a lot of agony later.

2) Doing Your Homework

If you want to do just local shows, your home town Chamber of Commerce is a good resource.  Also check with your local newspapers and community centers.  If you're looking for out of town prospects, most towns and Chambers of Commerce have websites that include community calendars.  Larger, well established venues such as the Harvest Festival have their own websites.

Whether you’re doing a small, one day local show, or a large weekend event, it’s good to know what to expect.  Don’t hesitate to call the show coordinator and ask questions.  If it’s a well-established venue, they will have info about past performance of their particular show.  Ask about the types of vendors that attend.  Definitely ask for ‘gate’ statistics, i.e. how many people on average have attended at past shows.  If it’s a local show, it doesn’t hurt to visit the site and take a walk around the show area before you request a space.  Some shows allow you to set up the night before.  If you want to take advantage of early setup, inquire about security and if possible have extra tablecloths to cover your tables.

Find out if tables and chairs are provided.  Many indoor venues do provide these.  Find out the size of the tables, so that when you do your trial setup at home, you will know how much room you’ll have and what size table coverings you will need.  If the venue does provide tables, find out how many.  If they only provide one, and you need more than one, make sure they will allow you to bring your own.

Make sure there are adequate bathroom facilities.  If you need electricity, make sure it will be available.  Ask if there are any requirements to stay until a particular time on any given day.  Some shows require that you are there for the full show, or at least until a certain time, before you can pack up and tear down your display.  Some shows have requirements for table coverings, including that they are fire retardant.

Find out what documents you will need to provide.  Most shows require at minimum a resale license for the state you live in.  If you don’t already have one, apply for it well in advance of the show dates.  Most shows also include in the booth fees an amount that covers the cost of a temporary local license to sell in that town, along with liability insurance.  If this isn’t obvious, ask.

3) Marketing

A reputable, established venue will advertise the show well in advance.  Once you’ve signed up, you can market yourself as well.  Utilize public bulletin boards in your town.  Announce the show on Facebook, Twitter, and any other social media you use.  Take advantage of free classifieds, both print and online.  Tell your family and friends, and ask them to spread the word.  Remind everyone again right before the show dates.  If you are selling at several shows over the course of the season, make up some flyers or note cards to insert into the bag when you make a sale.  And don’t forget to have plenty of business cards available, with your online store(s) listed, to put in with your sold items, and to hand out even to lookie-loos.

4) Preparing for the Show

Don’t rely on your memory alone to remember everything you need to do and take with you.  Start making lists early, and add to them as soon as you think of something.  Once you have a detailed list you will be able to use it over and over again.

Don’t wait until the last minute to assemble everything and pack.  Designate a staging area where everything is in one place, it will be easier to deal with when it comes time to load up.  Try to start packing a day or two in advance, it will be less stressful when show day arrives.  Use your lists, and check items off as you complete them.

Document the inventory you will be taking, and make sure you have sufficient product to sell if you must be in attendance for the entire show.  

Recruit someone to attend the show with you to help.  Two sets of eyes are better than one to avoid theft of your product, especially if you sell small items.  Also everybody needs a potty break from time to time.  Your neighboring vendors will be busy with their own booth, and shouldn’t be counted on to watch your booth with 100% attention.

If your booth is outside and you will be using a canopy, make sure you are comfortable with setting it up, and will have help if you need it.

Make sure you have a ‘bank’ with sufficient small bills for change.  You’ll need plenty of ones and fives, and a decent supply of tens and twenties. 

Make sure all your product is clearly marked with prices.

Give yourself plenty of time to get to the venue and set up before the opening time of the show.  If you have to rush, you may forget something important.

Finally, get prepared to have fun!

Hope some of these pointers have helped!  Next time I’ll go over some do’s and don’ts for selling at shows.