7 Steps for a Successful Craft Show: How my apparel shop prepares for craft fairs

Do you love visiting craft fairs to discover local products, connect with creators, and support local businesses? Have you ever wondered what goes on behind the scenes to prepare for a craft market? As a solopreneur and the founder of the ecofriendly apparel brand Clothes & Roads, I invite you to dive into my craft show preparation process.

Of course, designing and making my products is a significant part of my work, but there are also so many administrative and logistical tasks to tackle to be ready for the big day.

I regularly participate in fairs such as Originals in Ottawa, the Salon des métiers d’art in Montreal, Collectif créatif in Montreal, and the One of a Kind Show in Toronto, to name just a few. These shows offer unique opportunities for you to see, touch, and try on my apparel creations while asking me your questions in person. Curious about where to find me this year? Check out this page to find out about upcoming events and follow me on social media so you won’t miss a thing!

Here’s an overview of the key steps when I prepare for a craft show:

1. Administration

This might be the least exciting part, but it’s absolutely essential. Registering for a craft fair often happens well in advance—sometimes up to a year before the show. I complete the required forms, submit my application, pay the registration fees, and ensure my business insurance meets the organizers’ requirements. Everything must be in order before any planning can begin.

2. Accommodation

Craft fairs aren’t always near my home. While events in Montreal or Quebec City allow me to stay with family, those in Ottawa or Toronto require booking accommodations. I usually opt for conveniently located Airbnbs, reserved weeks in advance to secure the best rates..

3. Product Transportation Logistics

Transporting my products and displays requires meticulous planning. Depending on the craft show location, I choose between driving my personal vehicle or shipping my items for larger shows like the One of a Kind Show in Toronto.

• Crate shipping: For Toronto, I ship a wooden crate that can contain up to 2,000 pounds of inventory, racks, furniture, and lights via a freight carrier. This allows me to travel lightly by train and rest after months of intense preparation. It’s also the best option when the amount of inventory exceeds what my truck can carry.

Here’s the famous large rolling crate that carries up to 2,000 pounds of stock, picked up by the carrier.

• • By truck: For closer events like the Salon des métiers d’art or Plein Art, I transport my inventory myself. This requires extra organization to maximize space and avoid overloading my vehicle.
    

4. Booth Setup

Each fair has its own specifics: some markets provide tables, walls or curtains, others don’t. Depending on the craft show, I decide whether to bring my own walls, rent a structure on-site, or use my curtains. This step impacts not only the visual aesthetic of my booth but also how I decide to transport my materials.

5. Electricity and Lighting

Good lighting is crucial to catch visitors’ attention and properly showcase my products. While some craft fairs include electricity in their rental packages, it often needs to be rented separately. I have my own lighting kit that I reuse for each event.

6. Product Production

Creating the products is, of course, a key element. Months before the event, I carefully select the items to bring based on the audience, season, available space, and bestsellers. This involves:

• Buying fabrics and other materials
• Cutting and sewing
• Ironing, tagging, and boxing
  
  

7. Days Leading Up to the Event

Once everything is ready, I ensure my suitcase contains everything I’ll need for the upcoming days. I usually arrive at the venue two days before the show to set up at a comfortable pace. The first day is dedicated to traveling and grocery shopping, while the second is for booth assembly, where every detail counts to create an inviting space.

During the Event

This is where the magic happens! I love meeting my customers, sharing the story behind my products, and connecting with other talented makers. These moments are enriching and remind me why I do what I do. I also enjoy walking around, discovering the other booths, and reconnecting with my favorite artisans. You can also read my blog article : Practical Guide: How to Make the Most of Your Craft Market Shopping Experience.

After the Event: Tear-Down and Cleanup

Tear-down is often fast and intense, in contrast to the slower setup process. Back at home, I unload my inventory and store everything in my studio to wrap up the adventure. It can take me several days (sometimes weeks—it’s happened before #procrastination) to organize everything properly.

Wrapping Up

Once the craft show is over, the work is far from done. I analyze sales data to identify popular products and adjust my priorities for upcoming events. I also place fabric orders to replenish my inventory and start planning the next craft market because the cycle restarts quickly!

Participating in these craft fairs is a demanding but rewarding experience. It’s a chance to connect with you in person, share my work, and see my creations come to life in your hands. To stay informed about upcoming events where you can meet me in person, subscribe to my newsletter or follow me on social media. I can’t wait to see you at the next fair!

Click here to see the list of upcoming events.

Did you imagine there were so many steps involved in preparing for a craft market? Which part surprised you the most?