One of the biggest revenue opportunities most craft fair vendors overlook is custom orders. While your booth display showcases what you make, custom orders let customers get exactly what they want — and they're often willing to pay a premium for it.
Whether you make candles, jewelry, pottery, woodwork, or any other handmade product, taking custom orders at craft fairs can significantly boost your income. But without a solid system, custom orders can quickly become a logistical nightmare.
This guide covers everything you need to know about handling custom orders at craft fairs — from setting up your process to collecting deposits and delivering finished products.
Why Custom Orders Matter for Craft Fair Vendors
Custom orders aren't just a nice extra — they can transform your craft fair business:
- Higher margins: Customers expect to pay more for personalized items, often 20-50% above your standard pricing
- Revenue beyond the booth: You make sales weeks after the fair ends
- Customer relationships: Custom orders create loyal, repeat buyers
- Market research: Custom requests tell you exactly what people want (and what you should add to your regular lineup)
- No leftover inventory: You only make what's already been ordered and paid for
According to craft vendor surveys, vendors who take custom orders report 15-30% higher revenue per event compared to those who only sell ready-made items.
Setting Up Your Custom Order System
Before your next craft fair, you need a streamlined system. Fumbling through a custom order while customers wait will cost you sales.
1. Create a Custom Order Form
A good order form captures everything you need without overwhelming the customer. Include:
- Customer name and contact info (phone and email)
- Product details: size, color, scent, material, engraving text, etc.
- Reference images (let customers show you Pinterest pins or photos)
- Quantity
- Estimated price (or price range)
- Deposit amount and payment method
- Estimated completion date
- Pickup or shipping preference
Pro tip: Use carbon copy forms so you and the customer each keep a copy. You can find NCR (no carbon required) forms at any office supply store, or use a tablet with a simple Google Form that emails both parties.
2. Define What You Will (and Won't) Customize
Set clear boundaries before the fair. Not everything can or should be customized.
Good candidates for custom orders:
- Color/scent/flavor variations of existing products
- Size modifications (larger or smaller versions)
- Personalization (names, dates, monograms)
- Custom combinations or gift sets
- Material upgrades
Think twice about:
- Entirely new product designs you've never made
- Requests that require equipment or skills you don't have
- Rush orders with unrealistic timelines
- Extremely low-value customizations (not worth the overhead)
It's perfectly fine to say "I don't offer that customization, but here's what I can do." Customers respect honesty, and you'll avoid promising something you can't deliver.
3. Build a Custom Order Display
Make it obvious that you take custom orders. Create signage and samples:
- A sign that says "Custom Orders Welcome!" or "Can't Find Your Perfect [Product]? Let's Create It!"
- A small album or binder showing past custom work (with customer permission)
- Sample swatches, color charts, or material options customers can touch and see
- A QR code linking to your online custom order form (for customers who want to think about it)
Check out our guide on craft fair signage ideas for more display tips.
Pricing Custom Orders
Pricing is where many vendors struggle. You don't want to scare customers away, but you also can't afford to lose money on labor-intensive custom work.
The Custom Order Pricing Formula
Start with your base product price, then add:
- Base product cost (materials + labor + overhead, same as your regular pricing)
- Customization fee (typically 20-50% markup, depending on complexity)
- Rush fee (if applicable — 25-50% extra for fast turnaround)
- Shipping fee (if mailing instead of local pickup)
Example: A standard 8oz soy candle sells for $18. A custom-scented version with a personalized label might be $24 ($18 base + $6 customization fee). If they need it in 3 days instead of 2 weeks, add a $6 rush fee for $30 total.
For more on pricing fundamentals, see our craft fair pricing strategies guide.
Price Tiers Work Better Than Custom Quotes
Instead of quoting each order individually (slow, inconsistent), create tiers:
- Basic (color/scent/size change): +15-20%
- Standard (basic + personalization like name/date): +25-35%
- Premium (standard + completely new design/combo): +40-50%
Display these tiers visibly so customers can self-select. This speeds up the ordering process and sets expectations.
Taking Deposits and Payments
Never start a custom order without a deposit. This is non-negotiable. Without a deposit, you'll waste time and materials on orders that customers never pick up.
Deposit Best Practices
- Minimum 50% deposit, collected at the fair
- Non-refundable (state this clearly on the order form)
- Balance due on pickup/delivery — remaining 50% before they get the item
- Accept the same payment methods you use at the fair (Square, Venmo, cash, etc.)
What if a Customer Doesn't Pick Up?
It happens. Protect yourself:
- Include a clause on your order form: "Orders not picked up or paid in full within 30 days of completion become property of [Your Business Name]"
- Send a reminder when the order is ready (text or email)
- Follow up once a week for 2-3 weeks
- After 30 days, keep the deposit and sell the item (if it's sellable) or repurpose the materials
If you need tips on managing payments at events, our guide to accepting payments at craft fairs covers all the options.
Managing Custom Orders After the Fair
The fair is over, but your custom order work is just beginning. Here's how to stay organized:
Use a Tracking System
At minimum, track:
- Customer name and contact info
- Order details
- Deposit paid (amount, method, date)
- Production status (not started / in progress / complete)
- Due date
- Balance remaining
- Delivery method (pickup / ship / next fair)
A simple spreadsheet works. Google Sheets is free and accessible from anywhere. For higher volume, apps like Trello, Airtable, or even a dedicated CRM can help.
Communication Timeline
Good communication is what separates professional vendors from amateurs:
- Within 24 hours of the fair: Send a confirmation email/text with order details and timeline
- Halfway through production: Optional progress update (customers love seeing their item being made — great for social media too!)
- When complete: "Your order is ready!" message with pickup/shipping details and remaining balance
- After delivery: Follow-up thank you + ask for a review
Batch Production
If you took multiple custom orders at a fair, batch similar work together:
- Cut all wood pieces at once
- Mix all custom candle scents in one session
- Do all engraving/personalization in one sitting
This is significantly more efficient than making each order start to finish.
Fulfillment Options
How you deliver custom orders affects customer satisfaction and your costs:
Local Pickup
- Best for: High-value or fragile items
- Set specific pickup times/locations (your studio, a local shop, or the next fair)
- Saves on shipping costs
Shipping
- Best for: Out-of-town customers
- Factor shipping costs into your pricing or charge separately
- Use flat-rate boxes when possible for predictable costs
- Always get tracking numbers
- Package items securely — your reputation depends on safe arrival
Next Fair Delivery
- Best for: Regular fair-goers and local customers
- "I'll have it ready at [next fair name] on [date]!"
- Use TheCraftMap's calendar to find your next nearby fair and give the customer a specific date
- Great because it gets them back to your booth (and they'll probably buy more)
Common Custom Order Mistakes to Avoid
Learn from other vendors' experiences:
1. Not Getting It in Writing
Verbal agreements lead to "that's not what I asked for" disputes. Always use a written order form, even for simple customizations.
2. Underpricing
Your time has value. Custom work takes more time than batch production. Price accordingly or you'll resent the work.
3. Overpromising Timelines
It's better to under-promise and over-deliver. If you think it'll take 2 weeks, quote 3. Customers are delighted when you finish early but frustrated when you're late.
4. Taking On Too Many Orders
Know your capacity. If you can realistically complete 5 custom orders per week, don't take 15 at a single fair. Use a waitlist when you're at capacity.
5. No Photos of the Finished Product
Always photograph custom orders before delivery. This protects you in disputes and builds your portfolio for future custom order displays.
For more common pitfalls, check our guide on craft fair mistakes to avoid.
Turning Custom Orders Into Repeat Business
Custom orders are a relationship goldmine. Here's how to maximize the long-term value:
Build a Customer Database
Every custom order customer should go into your contact list. With their permission, add them to your email list for:
- New product announcements
- Upcoming fair schedule
- Holiday gift reminders
- Exclusive early access to new customization options
Encourage Referrals
Happy custom order customers are your best salespeople. Include a business card with every delivery and consider a referral discount ("Refer a friend who places a custom order and get 15% off your next one").
Expand Your Custom Menu
Track which customizations get requested most. If 10 people asked for lavender-vanilla at your last fair, maybe that should be a standard product.
Learn more about building lasting customer relationships in our repeat customer guide.
Tools and Supplies for Custom Order Success
Here's what to bring to every fair for taking custom orders:
- Custom order forms (carbon copy or digital)
- Color/material/scent sample display
- Portfolio binder of past custom work
- Payment processing device (for deposits)
- Business cards with custom order info
- "Custom Orders" signage
- Pen and notepad (backup)
- QR code to online order form
Finding Your Next Craft Fair
Ready to start taking custom orders? Find upcoming craft fairs near you on TheCraftMap. Browse by state, filter by season, or check what's happening this weekend.
With a solid custom order system in place, every fair becomes an opportunity to make sales long after you've packed up your booth.