A while back I posted this article about some of the many things to consider, in advance, if you’re going to plan and organize a craft show…but what do you need to do when the day actually arrives?
Today I’m hoping to answer that question! At least, in part. Every show, organizer, and community is different and has different, unique needs. This is not a comprehensive rule book, but more of a gentle guide to get you started. Below are some of the main things to consider implementing.
Make a list, check it twice
Okay, this actually involves some work head of time and isn’t much a “day of” item, but once you have a list, it’ll help you tremendously on that day of your show! Throughout your entire planning process, you’ll want to be working on the checklist that you’ll refer to before and during the sale. If I don’t have a checklist, I will overlook something! So I always am sure to do this.
I’ve included a very basic example below of what your checklist could look like (and there’s a good chance you’ll be adding more to it.) Be sure to have a copy or two with you on the day of your show. What will you need to bring in order to prepare the venue? Is there anything you need to give to vendors, like temporary tax IDs or permits? Are you having a raffle, or taking an admission fee? What’s the schedule look like, and when will you need to do certain tasks? These are some questions to ask as you’re preparing your list.
Set Up Early
Make sure your vendors are set up well before the show opens to the public. If possible, plan to begin setting up the night before. In many situations, this won’t be possible, but sometimes it is, especially if there isn’t an event at your venue the night before. You will have to check with the manager of your venue.
Even if you can’t get there the night before, though, it’s crucial that you arrive at your venue on (or before) it’s time for vendors to begin setting up. If you’re like me and have a tendency to always be late, try to aim for arriving 30 minutes before you have to be there…that way, if you’re running late, there’s a good chance you’ll still get there on time!
It’s especially important for you, as the organizer, to be there on time. Inevitably, there will be a vendor (or two) who arrives earlier than they should, and if they have to wait even a minute for the doors to open after set up time officially begins, they can become frustrated, and understandably so.
Make Sure Everyone’s on the Same Page
Communication is important throughout the entire process. If you have helpers or volunteers, be sure to send them any reminders the night before. Make sure everyone knows their place and function, and are able to direct vendors and guests to parking, the event room, etc.
Tear Down
While it’s obviously important to get set up in a timely manner, it’s also important that you tear down on time as well, especially if your venue charges by the hour. If the manager of the venue is very gracious, they might overlook a few minutes, but even one lagging vendor can result in you being charged for another hour.
Also, be sure that everything is cleaned up and in good order when you leave. Not only will it potentially keep you from incurring a fine, but it’s just common courtesy.
Be Flexible
So much can change in a moment, so it’s important to be flexible! This will not only help you stay sane, but it’ll help your vendors and guests, too. Try to be as patient, kind, and gracious as possible on this day. The day of a show is almost always chaotic, and it’s easy for everyone to become flustered…which is why it’s so critical that you, as the organizer, keep a cool head and try your best to accomodate everyone to the best of your ability.
It’s a good idea to have at least one–or better yet, several–backup plans. What if some of your vendors don’t show up? What if you end up having one more vendor than you thought you’d have? (Trust me, this isn’t a good thing if your space is limited…be sure you know exactly how much space you have, and keep an accurate count of vendors as they apply to the show so you don’t overbook!)
If for some reason you have to move vendors around or adjust a schedule, just try to roll with it! Things might not always go as planned, but it doesn’t have to mean disaster.
Following Up
Alright, again–this part doesn’t necessarily have to be a “day of” task, but you’ll definitely want to take care of these things soon after.
First, thank you vendors and guests! This can be as simple as posting to your show’s social media page. You can also email or message your vendors directly for a more personal touch. Something else to consider is creating a quick vendor survey so they can provide some feedback on the show, but this certainly isn’t necessary. (It can be really helpful, though, if you think you’d like to do another show.)
Also, be sure to submit any relevant tax information to your state department of revenue! As I mentioned in my other post, it’s important to contact your state and find out what information they’ll need from you and when they’ll need it.
And finally, if you think you might want to host another show, be sure to take lots of notes while everything is fresh in your mind! Get feedback where you can, write down what went well, and what you think could use improvement.
Organizing and hosting your own craft show is definitely a lot of work, but you can do it! If you do it well, it is so rewarding. And if it doesn’t go quite as expected? Well, it’s still a great learning experience! You will also connect with so many other creative people along the way. If you’re thinking about hosting your own craft show, I’d love to hear from you. If you have any other questions I didn’t address here, please get in touch with me. I don’t have every answer, but I am happy to help in any way I can.
Too long, didn’t read? You can watch my video where I talk all about what to do the day of your craft show:
