"THE CHECK LIST of Check Lists"  

FOR OUTDOOR ART & CRAFT SHOWS AND FESTIVALS

It goes without saying that some of us aren't great organizers nor very good with details. Even apart from the art or craftworks we may plan to sell, there's so much involved to get ready for a show. Nobody wants to spend tons of time on this and yet... we all know how very important it is to be amply prepared and organized for the art or craft shows we attend. If we're not, we're likely in for some last minute stress and rushing about, before, during and after the show.

This is a comprehensive list of well over 200 items that every artist, artisan, and crafter should consider taking with them to an outdoor show or event. Many of the items within this list are equally applicable to indoor shows, too. Every item listed won't necessarily be applicable to everyone. Glean from this whatever works for you. It obviously depends upon the kind of art or craft you're involved in.

We trust this Check List will help you with your shows. The more you can have this part of "the selling equation" all organized and prepared, the better time you're going to have and likely, the more successful your show will be.

Feel free to use this list, and let your friends and peers know about it, too. We want to make sure you are well-prepared and amply armed with everything you need to make the best of your next art or craft show.

A few preliminaries first —

AMPLE INVENTORY

How much art or craft product you take to any show or event is really a judgment call. If you're not already doing it, it's also a good idea, with every show you attend, to note the kind of buyers that were there, what sells, what doesn't, and what to do differently with your product mix next time.

• It's better to take more than less, just in case you do need it. I think most people tend cram everything they can into their vehicle. Some may bring far too much of certain works, especially those based on a seasonal theme. Make sure you have good "rhyme & reason" for your product selection. And even for your main seasonal shows bring other non-themed art or craftworks, too. Be sure to have a broad range of priced works to fit every kind of budget. It's surely not only one kind or level of customer that attends a show. For example, a child or teen looking to buy something small as a gift for a parent may be looking for something they can afford, versus the bigger-ticket works you might have only considered bringing...and so on.




• There's nothing worse than having a great day where everybody's buying from you, and you're suddenly running short of stock. You don't need to stuff your booth silly, but be sure to have some extra product sitting in your vehicle, or trailer, or quickly accessible if you live nearby. You might think you can justify a suddenly embarrassing near-empty booth by the personal satisfaction of knowing that you sold so much that day. But do you think the customer really cares, who might have wanted to buy from you, but there wasn't enough there for them to choose from. It might not happen often, but cover yourself so that it never does, so that when you get one of those incredible days, you'll have more than enough to sell art or craft hungry customers.

STORAGE BINS

It's all about making it easier for you so that you won't wear yourself out even before the show starts. The more efficient you can make everything for yourself, the better a show you're going to have. The same applies for tearing down your booth and packing up after a long tiring day.

For our purposes here, I'm referring to storage bins for those supplies and other things we take with us to a show, not our art or craftworks themselves.

• As you're doing your advance preparation and getting everything together for a show or event, group all your items in some sensible order that will enable you to quickly know where any one thing may be packed. Store all of your items in some strong and yet lightweight heavy-duty cardboard boxes, or ideally, plastic bins or containers that can be easily packed or stacked in your vehicle. Don't use too large of boxes or bins as the weight when filled could become a problem, or awkward to move easily. If you haven't got one yet, consider getting a dolly or cart to help you move these to and from your vehicle. Be mindful that you also may want to keep some of these bins perhaps hidden under your tables at your booth, for quick access to key items. Many stores sell surprisingly inexpensive plastic storage bins that are ideal for these purposes.




• Label all of your bins accordingly and tape a Contents Check List on the lid (or visible on the side of each bin if they stack), so that from an inventory standpoint you always know exactly what's in each bin. If you need it in a pinch during the show, you won't have to ferret through all your bins or boxes to find the item.




• Between shows, if you store all of your show "stuff" in one place at your home or workshop, and keep it "readied" for your next show, you may not even need to use a check list everytime. Instead, do an occasional inventory check-up to make sure everything is still there and ready for use. Be sure to replenish regularly used supplies, etc.

VEHICLE EMERGENCY SUPPLIES

We're not talking about those kind of emergency supplies to have in case you get stranded while travelling in a winter blizzard or something — We're only referring to a few simple common-sense basics that might one day come in handy on your way to or from a show. Many of you may already have this in your vehicle.

We recommend packing the following items in your trunk or van, where they can be easily accessed if needed without having to unload your vehicle to get at them:

• Can of Flat-Fix Tire Sealant for minor air leaks

• Spare tire and jack

• Battery charging cables

• Extra windshield washer fluid

• Heavy duty flashlight with new batteries

Pack the following in your glove compartment, too:

• Maps

• And unless you've got a GPS built into your brain, it's not a bad idea to have some clearly written directions to your destination, and your directions home. If the show you're attending is somewhere you've never been before or it's going to be a bit tricky to get to, remember that after a long day at the show, it may be hard to think clearly when you're very tired, and it's dark, and you're in unfamiliar territory, and you're trying to make your way home.

SOME SUGGESTIONS FOR YOUR BOOTH & DISPLAY SET UP

Those who've done too many shows and events to count, will already know most of this very well. However, for those who may not, or who are just starting to participate in shows, this will give you some advice to help you have a great show!

• If you bring your own tables, don't over-crowd your space. Some preferred booth setups are the "U" formation or an "L" table arrangement. Depending upon your booth size and layout, stand off to the side, never in front of your art or craftworks you're using to grab visitors' attention.




• Always allow customers some "elbow room" and to easily see everything at a glance. No one likes shopping where their butts are getting bumped. You want to make their shopping experience easy and enjoyable. Have you ever passed by a booth just because you weren't about to once again have to worm your way in for a closer look at yet one more crowded booth in a very busy show? How about the booth where the tables or displays enclose the visitor like a maze? Small space is more personal intimate space. It's almost obliging a commitment from you to buy if you enter one of these booths and visitors sometimes feel guilty walking away… So many therefore, just won't enter, unless you have something they can see from a distance that they really want. In contrast, have you ever made a quick exit off the crowded walkways into an interesting-looking booth because there was some breathing room?




• Avoid giving customers only one level to look at. Two tables butted together out in front of you is easy to setup, but is it the best usage of your booth space? If you have only one or two table's worth of art or craftworks, position your tables about half-way back into your booth space. This gives you plenty of room in the back to still be seen and gives enough room for show visitors to get out of the crowded aisle to "come-in" to see your wares. If they cannot stop to look at what you've created, they won't be buying from you.

  
  

  Use some riser pieces or boxes, or other furnishings to place your products on different levels. You'll find you'll be able to display a lot more of your products this way, too. Think 3D, not everything flat on the table where if there's people in front of it, no one else can see it. It can make the difference between potential customers passing right on by you or coming in for a closer look because something caught their eye.




Be both practical and imaginative as to how you create those levels. It doesn't mean you have to buy expensive display hardware to do so. Many a crafter uses some small boxes turned upside down and either wrapped in fabric or covered. Some use baskets, wire racks, and some use larger furniture pieces and shelving to house their creative wares. If you've got ample booth space, consider that people love to see "how it might look in their own home", so if you're selling that kind of art or craftworks and have the furnishings to place them on accordingly, do so. It all helps.




• Have some booth furnishings laden with interesting product at the rear and corners of your booth, and elevate some of that, for better visibility, Don't only place your best stuff up toward the front. Give visitors a panoramic view and they will tend to want to look more closely. Whereas, if a show is busy and people are crowded in front of your tables, many potential customers, will simply take a quick glance and walk right by. Your booth and your art or craftworks MUST be arranged in such a way to ALWAYS "INVITE THEM IN". Give them more to look at and you will improve your odds of them stopping & shopping. Then you can give your sales pitch or answer any questions.




• ALWAYS PUT YOUR "BEST FOOT FORWARD". Make sure you skirt your tables. Decorate your booth so it doesn't look sparse, boring or blah, or else it will make an impression that your art or craftworks may not be that creative or interesting either. If people see that you've gone to great lengths to make your booth uniquely attractive and pleasing to look at, they WILL want to take a closer look.




• If applicable, try to group your art or craftworks by theme. Make it easier for customers to find what they're looking for. Don't overwhelm them with crowded displays, but richly endow your booth with a good showing of all your best works. There's a lot of different tastes represented by any show crowd.

  
  

DISPLAYING YOUR PRICES — YES? or NO?

It's your choice, but we've all heard customers complain about this…

We highly recommend you ensure that ALL of your art or craftworks are clearly priced before you arrive at the show.

Why? You don't really want to scramble around doing this last minute while visitors are arriving at your booth.

And more importantly… if it's a busy show, you'll be talking to many people — If you haven't priced your products yet (or don't intend to tag them), and you're busy talking with someone, how long do you really expect other customers to wait to ask you what the price is for something they're considering buying? You WILL lose customers if they have to wait long. Remember that they have choices, not only you. I've walked away myself in this situation. Sure, I planned to return later after we looked around, but I never did… Why? Because I found someone else selling a similar piece and bought it from them. How many times could this happen that you never really know about?

Keeping your pricing "up your sleeve" for a myriad of personal reasons may not be the wisest way to have the most successful show. It's your call. Suffice it to say, if your show peers (who may be selling similar products as yours), do have prices showing, and you don't… you may not be helping yourself.

THE CHECK LIST OF CHECK LISTS!

As you go through this list, consider packing the various groups of items into different sizes of appropriately labelled boxes or bins, where applicable.

PRODUCT PACKAGING —

For your Art and Craft products:

• Any artwork description signs or product "story" cards

• Extra price tags or labels for any products not yet priced

• Hang tags and care instructions (if applicable)

• Inventory list/price sheet

For Product Purchases:

• Clean bags to put customers' purchases in

• Some spare boxes for larger or multiple purchases

• Scissors

• Scotch tape

• Masking tape

• String

• Some ribbon and gift paper for wrapping gift item purchases (if applicable)

• Tissue, or newspaper, or other padding material for any fragile items

BOOTH FURNISHINGS & DISPLAY EQUIPMENT —

Booth & Display Coverage:

• A walled canopy or screen tent is a MUST-HAVE!
  (If you've gotten by without one, or you thought to save yourself the expense, and then you later buy one… you'll kick yourself that you didn't do this a long time ago!)

• At the least, a wall-less canopy with some attachable optional side-walls, or else tarps for overnight or inclement weather

Weather Issues —

If you're attending an outdoor craft show or festival, NEVER FORGET TO CONSIDER THE WEATHER!

Do you want to roast in the sun or get drenched in the rain? Of course not. Can you always bet on the weather? NO. Better to be prepared and covered, than caught by surprise.

Nothing beats the "piece of mind" you'll have by knowing that your products and displays are safe and secure, should the weather turn nasty. There's not apt to be much you can do against tornado-like wind gusts, no matter how you tie things down, but a heavily-secured canopy or screen tent will protect your booth and art and craft works against almost all the bad weather that might come your way.

Do you want to take a chance with your precious products and trust some plastic sheeting or tarps to do the job, and some rain ponchos to keep your comfortable? Not a great idea.

Do you need a full-fledged tent? No, unless you've got the extra cash to spend… But you can find adequate self-standing canopies and inexpensive screen tents for anywhere from $50 to $200 that will do just fine. Many wall-less canopies have optional side walls you can purchase, too, which gives you some great flexibility. Many of these are designed for quick and easy setup.

Security Issues —

Another reason to have your display covered is to prevent theft. Nothing's apt to stop a determined thief from walking off with something easy to grab, while you're busy talking to customers. However, having 2 to 3 of your 4 walls "zipped-up" around your booth and products will stop most of those potential "walk-by" or "after-hours" pick-ups that some of us have indeed experienced. (Once is too often!)

Other Issues —

Some promoters will actually require vendors to have some sort of covered display structure. Sometimes it's for insurance purposes and other times it's simply for aesthetic reasons. It can give a better visual impression to visit a craft festival full of art or craft tents. But of course, that does not mean a booth cannot be very attractive that has no overhead covering.

A canopy or screen tent can also make a nice "frame" around your booth display. We've all seen hundreds of creative ways crafters have incorporated a canopy into their display itself. These displays are not only very impressive to look at up close, but they can catch the eye from a distance, too.

Either way, if you do not own a canopy or do not plan to acquire one, be sure to check the requirements on any outdoor show application before applying, to find out if you will need one for that particular event.

Booth Floor Coverings:

• Functional carpeting or floor covering for the entire walk-in area of your booth (It's well worth it to get some inexpensive outdoor all-weather resistant carpeting for unsightly floors or outdoor grounds. Not only does it look better as well as feel better on your feet during a long day, but it will reduce the dust, too.)

Booth Furniture:

• Chair(s) or stool with a back on it (for you to occasionally sit on, not park at...)

• Two chairs and small table (if applicable for your kind of business, for you to sit down and talk with customers about custom orders, etc.)

• Display racks

• Tiered risers or product stands

• Self-standing or wall-mounted shelves

• Wall units and wall-racks

• Other furniture or antiques for placing your products on

Displays:

• Strong light-weight folding tables

• Display stands

• Display aids

• Backdrops

• Folding screens

• Grid displays and related mounting hardware

• Pegboard and hooks

Display Furnishings:

• Table cloths (clean & pressed) or fabric draping for risers or shelf coverings (Remember that on a hot sunny day, dark fabrics will absorb heat and additionally heat-up your products, too.)

• Extra hung-cloth or curtain (to block something from view or partition off a rear storage area)

• Opaque plastic sheeting or fabric drop-cloths can discourage theft (at indoor shows where you have to leave your booth overnight)

Display Hardware & Accessories: (for setup and tear-down)

• Thumbtacks

• Pins

• Twist ties

• Wire

• Velcro strips

• Duct tape

• Masking tape

• Packing tape and dispenser

• Glue gun and glue sticks

• Fishing line (for near-invisible hanging of product)

• Clamps and brackets (to secure a screen to a tabletop or sheeting to tent in case of rain, etc.)

• Tie down ropes or bungie cords

• Backdrop weights (if you need considerable weight, use weight-lifting dumbbells as they have the weight but take up very little space)

• Tent spikes for holding your displays and canopy or screen tent down during windy conditions

• Shims for table legs and displays — You seldom get to set up on perfectly level ground. 4 or 5 cedar shingles make great levelling boards. They break into pieces easily or alternately use pieces of paneling, or thin plywood.

Packing Equipment: (for setup and tear-down)

• Portable dolly or cart to transport your products and supplies bins to and from your booth (It's better than getting exhausted walking back and forth, carrying a couple boxes at a time. Light-weight dollies and hand-carts need not cost a lot these days.)

• Extra empty boxes for re-packing (No matter how organized you may be or how much merchandise you've sold, the extra empty boxes may come in handy occasionally.)

Other Booth Equipment:

• CD player and background music selection /p>

• For colder weather outdoor shows, a portable propane heater or ceramic foot warmer/heater can make your show a lot more comfortable. (It's better to smile than shiver)

ELECTRICAL & LIGHTING ACCESSORIES

• Four to six AC extension cords of varying lengths

• One 50 to 75 foot AC cable (in case of who knows what)

• 3 to 2 prong AC adapters

• Power bars

• Display lamps

• Clip-on clamp lights (use duct tape to tape any cords down and out of the way)

• Extra 40 to 60 watt light bulbs (or whatever your lighting hardware requires)

TOOL KIT

What you may require for tools, of course depends upon the kind of booth and display furnishings or accessories you have.

• Quick-drying glue for repairs

• Hammer (to pound in spikes)

• Assortment of nails

• Utility knife

• Needle nose pliers

• Regular pliers

• Wire cutters

• Wrench

• Multi-bit screwdriver

• Tape measure

• Touch up paintbrush and paint

• Industrial strength tie-wraps can come in handy when you least expect it

• Flashlight and batteries

CLEANING SUPPLIES

• Spray bottle with alcohol or other cleanser to give something a quick clean

• Glass cleaner

• Other cleaners (depending upon your art or craft)

• Clean cloth rags

• Can of pressurized air duster

• Paper towels

• Garbage bags

• Portable hand vacuum

• Small trash can

MARKETING & PROMOTIONAL TOOLS

Booth Signage & Display Materials:

• Company or artist/artisan/crafter name sign or banner

• Referral sign indicating where customers can find your work currently being exhibited or sold

• Any "Show Specials" or promotions as a larger poster or sign, or notation on an easel, etc.

Promotional Literature & Marketing Tools:

Some of these wouldn't necessarily be placed for all to see, but should be easy for you to get at to show a customer if needed.

• Wear a name tag. (It's better when people know who they're talking to and your sales chat perhaps becomes more personable)

• Business cards and holder

• Flyers (stacked on the table or in an upright holder)

• Brochures (stacked on the table or in an upright holder)

• Catalog and/or portfolio/binder of photos of your art or craftworks (situated prominently on your table for customers to browse through if desired.. i.e. you obviously didn't bring all your custom work… let those who want to see more, take a browse.)

• Testimonials sheet (sitting on the table or affixed to a wall)

• Any other miscellaneous sales & marketing promotional materials

• Retail order forms/price list sheets (if your products are not individually price-tagged)

• Show schedule and/or invitations to other shows or exhibits of your works (sitting on table)(and to use as a bag stuffer or handouts)

• Guest book or mailing list sign-up sheet

• Media folder (in case a reporter or columnist wants to interview you at a show)

• Artist, Artisan or Crafter Portfolio

• Photo binder chronologically photo-documenting all the shows you've been in

Other Display Equipment:

• A repeating VHS pesentation (about your business and your art or craft works, or your website, or perhaps showing "how you create your art", etc.)

• Or alternately, or additionally, a notebook computer presentation (about your business and your art or craft works, or your website, or perhaps showing "how you create your art", etc.)

Other Marketing Miscellaneous:

• Bowl of never-ending candy or other treats for customers and children

• Free samples and something you can give to kids, who may then bring their parents over to your booth (if applicable for your type or art or craft)

OFFICE SUPPLIES

• Clipboard & writing pad or notebook (if you don't use nor have your laptop computer with you)

• Paper clips

• Paper weight to hold down order slips and papers, which are prone to blowing away if it's windy

• Pens and pencils

• Some markers & index cards (use a red one for price mark-downs or show specials)

• Push pins & extra tacks

• Rubber bands

• Safety and/or straight pins

• Scissors

• Stapler and staples

• Duct tape to hold electrical cords in place

• Clear tape, and masking tape to hang things on walls or other booth furnishings without leaving adhesive behind or removing any paint

SALES ORDER ESSENTIALS

• Credit card swipe machine (if you offer it)

• 800 number for credit card authorization

• Sales tax chart

• Calculator

• A lockable cash box or zippered money apron with ample coin change, ones, twos, fives and tens

• Or a portable cash register and battery pack

• Charge/credit slips

• Receipt book/sales order pad or invoice (Take enough invoice pads. It's embarrassing to have to write up sales on pieces of notebook paper if you run out.)

• Retail order forms

• Retail price list

• Special custom order forms

• Wholesale and/or retail special order forms

• Wholesale and/or retail special order price list

• Notebook computer if applicable, for your business order tracking & other show and business administration details, etc.

MISCELLANEOUS BUSINESS MATERIALS

• Portable drawer/file unit to keep all office/sales/miscellaneous marketing & literature materials in (It's easily accessible and you never have to pack and unpack it for each show.)

• Copy of your sales tax certificate to hang in your booth

• Copy of business licence, or vendor's permit, if req'd, etc.

• Copy of show application/contract/show confirmation, with date sent and cheque number (in case of any disputes about what you paid for, i.e. booth space, electricity, internet connection, etc.)

• Any correspondence with the show promoter, phone notes, etc.

• Other particulars such as: show directions, rules and regulations, etc.

• Copy of this Check List

• Show Diary to write down show pros & cons, what you learnt, what to do differently or better next time, etc.

• Notebook for keeping track of your mileage and other show or business expenses

• List of family members' phone numbers in case of emergency

DEMONSTRATING SUPPLIES (if applicable or necessary for your art or craft)

• All materials and supplies for demonstrating the making of your art or craft

• All required art or craft-making tools

• Apron

MISCELLANEOUS

• Cell phone (Stay off of it as much as possible for the sake of your customers.)

• Camera (It's always a smart idea to photo-document the highlights of any show or event you attend, as well as for catching those memorable moments.)

• Cushion for chair (to comfort and/or warm yourself if it's a cold, damp day)

• Fix-it sewing kit (you never know when it can come in handy)

• Portable steamer/iron (for de-wrinkling your table coverings, fabric banners, or whatever it might be)

SHOW ATTIRE

Clothing:

Dress in easily removable layers, to accommodate everything from cool damp mornings to hot dry afternoons, or inclement weather, and especially, dress to be comfortable.

• Appropriate clothing for the weather and show culture

• An extra change of clothes (anything can happen… a spill, a tear, bad weather, etc.)

• Sweat-shirts, nylon windbreakers, jacket or sweater, etc. for cooler days

• A long-sleeved light-weight garment if it's incredibly sunny (as you can get a sunburn through a T-shirt)

• Neck cooler scarf for hot or dry days

Headwear:

• Cap or hat with a 4 inch or wider brim in case of too much sun (Baseball caps aren't enough protection – they leave your ears and neck exposed. Or when they're turned around to protect your neck, they leave your face exposed.)

Footwear:

• Change of shoes (What you wear for setting up/packing up may be different than the foot comfort you want during the show.)

• Morning footwear – lightweight/water resistant shoes/boots (The grass and ground may be wet in the morning from the dew or a previous night's rain.)

• Inner soles for shoes (Gel inserts can make a lot of standing much easier to handle.)

• Extra comfortable socks

• Pair of rainproof boots (in case of a lengthy downpour)

Handwear: (in case of cold weather)

• Take warm gloves or ¾ finger gloves

• Some handwarmer packs

OTHER PERSONAL NECESSITIES

• Small, portable, battery-operated fan(s) for hot days

• Bug spray with DEET, if required (Spray your clothes, not your skin.)

• Sunscreen (Use SPF #30, but replace it every few hours for maximum effectiveness. Remember that many sunscreen products have a shelf-life and will lose their screening ability after a year or so. Buy small bottles not large ones that you'll end up discarding by the end of the show season.)

• Sunglasses (so that you can smile instead of squinting at customers… The last thing you need is a blinding headache and a sunburn.)

• Spray bottle of water with a few drops of pure mint oil in it. (It's a refreshing pick-me-up to "mist" your face when you're hot and tired.)

• Eye lubricant – for sun & wind-stressed or dust & pollen-irritated eyes, and normal eye-refreshing. (Such as good non-allergenic ones like: Hypo Tears, Tears Natural, Baby Tears, Refresh, and Celluvisc.)

• First-aid kit including any: prescription medications, medicines, bandages, first aid cream, headache remedy, back pain relief, decongestant, antacid tablets, anti-itching cream, etc. plus anything needed for allergies.

• Hand lotion

• Tissues, towelettes and/or wet wipes

• Toilet tissue (you never know)

Appearance & Hygiene:

• Pocket comb or brush

• Deodorant

• Lipstick

• Make-up kit

• Towel, wash cloth, bar of soap

• Toothbrush, toothpaste

• Breath mints (you need it occasionally, if you're doing a lot of talking)

• Be cautious if you choose to wear any aftershave, perfume, or perfumed deodorant, hair spray, etc. (Yellow jackets, bees, and wasps can be a real nuisance at some summer and fall shows.)

FOOD & BEVERAGES

Unless you know the show or like show fast-food, and will have the time to leave your booth to grab a quick lunch, bring your own food and beverages to drink. You'll also get thirsty talking to customers. Keep well hydrated on hot sunny days.

• Ice cooler for storing all food and drinks

• Simple food such as: crackers & cheese or cut-up vegetables & dip that won't be a mess

• Some munchies as well as real food, instead of show fast-food

• Preferably high-energy foods and drinks

• Some high-potency B vitamins for energy and balanced emotions

• Napkins, paper cups & plates, and plastic utensils (make for quick disposal and easier clean-up)

• Thermal mugs or thermos (for those beverages or food you want to keep warm)

• Lots of cold water (either bottled or via dispenser and paper cups)

Though this list is a long one, I'm sure there's some of you who take other additional things to a show, too. If you'd like to share that information and feel it may be worth adding to our Check List for the benefit of everyone, email us and we'll add it!

It's our pleasure to provide the Art & Craft Community with highly beneficial resources and organizational tools to help you grow your art or craft career and business.