Preparing For An Outdoor Craft Fair Event
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As a crafter, you might inevitably be participating in an outdoor craft fair. If you have never been a vendor at an outdoor event, you might wonder what you will need to have and do to make the event as successful as possible. Here, I will share some of my insights and tips to help make your event as successful as possible. These tips are not all inclusive and some may not apply to your particular situation. These are tips that have been useful in my experiences at outdoor events.
Tips:
Find out if you will need a tent or covering and the specific requirements. Some events will require you to have a white or branded tent. Some will require that the tent have straight legs. Then make sure you have the specific tent or covering required and purchase well in advance of the event. Some venues will allow you to rent a tent. It might be worth renting a tent if you will not be doing many events that require a tent. Renting a tent is also beneficial if you do not have the help to set up a tent by yourself. My favorite tent is a pop up tent that you can pretty much set up by yourself. You pull the tent legs apart and then go underneath and there is a pop up button in the middle of the tent that you push up and it sets the whole tent in place without having to go around and click each side in place. Here is a link for my favorite 10x10 straight legged tent: https://amzn.to/3GcJUNP (See the link button below). In times when I need a smaller, more manageable tent (8x8 with 6x6 top), I love the portability of this smaller tent, especially during high winds. It doesn’t take that much weight to weigh it down and when the winds are strong, I can manage this tent by myself. It is also a pop up style tent with the button to push up in the middle for easy set up: https://amzn.to/3Gzs8We (click on this link). I also have a straight legged 8x8 tent for times when I need something more portable and more manageable but with a little more substantial coverage than the previously mentioned smaller tent. Here is my third favorite tent for these purposes: https://amzn.to/3VG0JX5 (click on this link). The cost of tents can be pricey, but I love my tents. If you click on the links, sometimes you will see other options to purchase a used but good or like new same model tent. I go through a lot of tents, so I often times purchase a used one that proves to be like new and just as good for a fraction of the price of a new one. Just a word, tents can a do break. I was at a windy event last month where the wind would pick up with great gusts all of a sudden. I had 50 pound blocks sitting on each tent leg, so I thought I was good to go. However, with the shaking winds, the wind shook the block off of the foot of the tent and so the weight was not holding down the tent and the tent blew over, breaking the tent. Needless to say, always tie the weight to the tent instead of resting the weight on the tent foot. It can shake off!
Find out the specific tent weight requirements if a tent is required. Some venues will not allow you to drive stakes into the ground. Some specify a certain weight for each tent leg. Obtain the necessary weights well in advance of the event. I purchased cement blocks here locally. There is a company called EZ Corners located in Waipahu, Hawaii that custom makes these blocks specifically for tents. I have even seen them paint the company logo onto the blocks! For my smaller tents, I use sandbag weights and these are very sufficient to hold down the tent. Here are my favorite sandbag weights: https://amzn.to/3VF2fII (click on this link). I love the look of these sandbag weights (they don’t come with the sand)—they are sleek and attractive looking and don’t detract from the tent.
Be sure to plan your space set up at home or map it out before the event so that you know the exact set up before you get there. Have the exact number of tables or displays for your set up. Also be sure that everything you need will fit into your vehicle.
Know if you will have use of only the front of your booth if space is limited or all 4 sides. Then plan your set up accordingly.
Have portable fold up tables. I use at least one 6-foot portable table or two 6-foot tables if I am in a corner space set up. If I am in an in-line space (only the front available to display, then I use the 6-foot table with two 4-foot tables, one on each side of the 6-foot table. Here are the tables that I purchased—they are durable and portable! https://amzn.to/3i7ml0O (click on the link for the 6-foot table). Here is the link for the 4-foot tables: https://amzn.to/3WVYT5p (click on the link). The height is adjustable for the 4-foot tables. Sometimes I can get more display space by putting a fold-up bench in front of the 6-foot table. Here is a link for the fold-up bench: https://amzn.to/3jFNatk (click on the link). This bench is very sturdy and can also be used to sit on.
Make sure to have attractive table cloths to cover your table. I use the stretch table cloths that can fit under the legs of the table or a fitted table cloth. The fitted and stretch table cloths are best for outdoors because they prevent the wind from continually blowing up the table cloth. The fit keeps the table cloth secure and under the table allowing for a sleek design. Here is my favorite table cloth that is fitted and can go under the table legs: https://amzn.to/3VETPRJ (click on the link). These do come in a variety of different colors. One thing with the stretch table cloths, the cloth can get worn out in the place where it stretches to go under the table leg. Instead of disposing of the table cloth, I use my handy sewing skills to simply stitch up any torn seam. This way, you will get many uses out of the table cloth.
Have folding chairs to sit on. The chairs that fold up are the best because they are portable. Here is my favorite fold up chair: https://amzn.to/3GxvOYt (click on the link). This one can also hold your drinks to keep hydrated!
Having heavy duty clamps to clamp down any displays to the table is a good idea. Here are the clamps that I use: https://amzn.to/3jIBvdp (click on the link). Zipties are also a great idea to tie things down: https://amzn.to/3IgnbTo (click on the link).
Be aware of the lighting of the event. If it is an outdoor setting then keep in mind the time of day that business will be conducted. If it takes place during the early morning or evening hours when there is little to no sun, then you will need lighting. Most times, there will be no electricity to plug in any type of lights, so battery powered lights would be best. Here are the battery powered lights that I purchased, they are long lasting and very bright: https://amzn.to/3G7Plxu (click on the link).
Be prepared for inclement weather. This includes direct sunlight. Know where the sun will be shining. Have tent walls that can block out the glaring sun to keep both you and your products shaded. Here are the tent walls that I use: https://amzn.to/3WPoPQ6 (click on the link). Have waterproof tent walls in the event of rain to protect yourself and your products. Have a wind mitigation strategy. In the event of heavy winds, you might not want to put up any tent walls as this creates a sail that can make your tent blow away very quickly. Have weights or clamps or ties to prevent your products from blowing down or away. I have used clear elastic to keep items from blowing out of bins and off of shelves. Clear elastic doesn’t detract from your display very much. Tie or weigh down anything that can become a projectile or flying hazzard.
Have tarp to lay down on the ground if it is the rainy season of the year. Here is a link to the tarp that I use: https://amzn.to/3IfWiiw (click on the link). The tarp comes in various sizes and can also be used as tent walls. I was once at an outdoor craft fair during monsoon-like weather. It was pouring. The tent was set up on a grassy area. The grassy area soon became like a river which was at least one foot of water. The tarp put down on the grass helped to keep us from flooding.
Have a battery operated fan or two if the weather is warm to help keep yourself cool. Here is my favorite battery-operated fan. https://amzn.to/3jHrwF2 (click on the link) It is fully rechargeable by plugging it into a regular USB charger (it comes with the cord). This fan has a hook that you can hang onto your tent. It also has a light, so it comes in handy for those night markets. Drink a lot of fluid throughout the day to keep hydrated.
Well, those are my few tips. I hope this is helpful a little. Best wishes to you all!
A tent can provide shade from the elements. Proper weights can prevent it from flying away.
Adding weights and clamps to displays can help prevent the wind from blowing them down. A portable battery-operated fan can help to keep you cool.