Preparing for Events:
A Checklist for Artists & Makers
Selling your work at events, markets, and pop-ups is a meaningful way to build visibility and connect with your community. This checklist is designed to help artists and makers prepare for vending opportunities with clarity and ease.
Pre-Event Preparation
Review Organizer Guidelines
Take time to review the event details in advance, including load-in and load-out times, booth location, and any rules or restrictions. Knowing what to expect ahead of time helps avoid last minute stress.
Finalize Logistics
Confirm that you have any required permits, licenses, or business liability insurance needed to participate. Requirements vary by event, so it’s important to understand what applies to you before committing.
Plan Your Booth Layout
Think through how your booth will be set up. Aim for a layout that feels inviting and organized, with clear signage and branding that reflects your work.
Marketing
Have materials ready that make it easy for people to stay connected, such as business cards, flyers, or small promotional items. Let your audience know where you’ll be by sharing the event on social media or with your email list. It can also be helpful to connect with the event producer to understand their marketing plan and how they are supporting vendors. Knowing what promotion is happening at the event level allows you to align your outreach and set clear expectations.
Event Essentials Kit
Pack a small kit with essentials you may need during setup or throughout the day, such as tape, scissors, zip ties, pens, extension cords, and chargers.
Arrive Early
Plan to arrive with enough time to set up calmly before doors open. Building in extra time allows you to troubleshoot issues, adjust your layout, and settle in before attendees arrive.
Complete a Setup Check
Once your booth is set up, take a moment to confirm that all work is displayed as intended and that pricing is visible and easy to understand. A quick review helps catch small issues before the event begins.
Confirm Payment Systems
Before attendees arrive, verify that your payment methods are working properly. Check your card reader, internet or cell signal if needed, and make sure you have enough cash and change if you plan to accept cash payments.
Engage With Attendees
Be present and approachable throughout the event. Greet visitors as they stop by, be ready to talk about your work, and invite people to connect with you through email or social media if it feels appropriate.
Capture Content Throughout the Day
Take photos or short videos during setup, while the event is active, and after breakdown. When possible, capture people interacting with your work or space, as well as the overall atmosphere of the event.
Reconcile Sales and Expenses
Take time shortly after the event to review your sales and expenses. Keeping clear records helps you understand how the event performed and makes future tax preparation easier.
Follow Up With New Contacts
If you collected emails or met people you’d like to stay in touch with, send a brief, personal follow up within a day or two. A simple thank-you or introduction helps keep the connection going.
Thank the Event Team
Consider sending a quick thank you to the event organizer and any volunteers who helped make the event run smoothly. Building positive relationships can go a long way.
Reflect on the Experience
Look back on the event and note what worked well and what you might change next time. Paying attention to patterns over time can help you prepare more confidently for future opportunities.