Spring craft fair season is almost here, and for vendors, preparation is the difference between a great weekend and a stressful one. Whether you're a seasoned crafter or setting up your first booth this March, having a solid checklist ensures nothing falls through the cracks.
We've compiled this comprehensive spring craft fair checklist based on insights from experienced vendors across the country. Bookmark this page — you'll want to reference it before every fair this season.
8–12 Weeks Before the Fair
Research & Applications
The best spring fairs fill up fast. If you haven't already applied to your target events, now is the time.
- Browse upcoming fairs on TheCraftMap's spring page to find events in your area
- Check application deadlines — many spring fairs close applications in January or February. Visit our deadlines page to track them
- Read reviews from past vendors before applying to unfamiliar fairs. Look for information about foot traffic, organization, and whether vendors felt it was worth the booth fee
- Apply to 2–3 backup fairs in case your top choices are full
- Budget for booth fees — spring fairs typically range from $50 to $300+ depending on size and reputation
Inventory Planning
Spring shoppers have different buying patterns than holiday shoppers. Plan accordingly.
- Review what sold well at your last few events. Which items were bestsellers? Which sat untouched?
- Create spring-themed products — pastels, floral patterns, Mother's Day gifts, graduation presents, and outdoor/garden items tend to perform well
- Set production targets — a good rule of thumb is to bring 3x what you expect to sell. Running out of your top seller by noon is a missed opportunity
- Order raw materials early — supply chain delays can still catch you off guard. Give yourself at least 6 weeks of lead time
- Price everything in advance — don't leave pricing decisions for the morning of the fair
6–8 Weeks Before
Booth Design & Display
Your booth is your storefront. A well-designed display draws people in and keeps them browsing.
- Sketch your booth layout including table positions, signage placement, and traffic flow
- Check your tent and canopy — inspect for tears, broken poles, or stuck mechanisms. Replace anything questionable. A collapsing tent mid-fair is every vendor's nightmare
- Update signage with current pricing, your brand name, and social media handles
- Invest in risers and display levels — products at different heights catch more eyes than a flat table
- Plan for weather — spring means unpredictable conditions. Have weights for your tent (at least 25 lbs per leg), plastic covers for products, and a plan for wind
- Consider lighting if the fair runs into evening hours. Battery-powered LED strips or clip lights can make a huge difference
Marketing Materials
- Order business cards if you're running low. Include your website, social media, and a QR code to your online shop
- Create a simple banner or pull-up sign with your brand and product type
- Print price tags that are clear and easy to read. Customers who can't find a price often just move on
- Prepare a mailing list sign-up sheet or tablet — email subscribers are your most valuable marketing asset
- Set up or update your social media profiles with spring fair dates and locations
2–4 Weeks Before
Logistics & Planning
- Confirm your registration — double-check booth assignment, setup time, and any vendor requirements
- Map your route to the venue and identify parking. Arrive early for the best setup position
- Plan your packing list and organize supplies in labeled bins. Loading and unloading should take 30 minutes or less with practice
- Test your payment system — make sure your card reader works and has updated software. Have a backup plan (a second reader or a PayPal/Venmo QR code)
- Get cash for making change — bring at least $100 in small bills ($1s, $5s, and $10s)
- Check the weather forecast and adjust your packing accordingly. Sunscreen in spring is easy to forget but important
Inventory Finalization
- Finish all production at least one week before the fair. Last-minute crafting leads to lower quality and higher stress
- Package items that need it — gift-ready packaging increases perceived value and encourages purchases
- Create product bundles or "fair specials" to increase average transaction size. "Buy 3 for $20" deals work especially well for smaller items
- Tag everything with prices — no exceptions. Every single item needs a visible price
1 Week Before
Final Preparations
Do a complete booth mock-up at home if possible. Set up your tent, arrange your tables, and place your products. Take photos from different angles to evaluate the layout
Charge all devices — phone, card reader, portable speaker if you use one
Pack a vendor survival kit:
- Sunscreen and lip balm
- Snacks and water (you won't want to leave your booth during peak hours)
- Pain reliever and bandaids
- Phone charger / portable battery
- Zip ties, duct tape, and bungee cords (the universal fixers)
- Scissors, pens, and a notebook
- Extra bags for customer purchases
- A chair and small folding table for behind your booth
- Hand sanitizer and wet wipes
Post on social media about the upcoming fair — tag the event, share your booth number if you have it, and show previews of what you'll be selling
Prepare a "square footage" backup plan — if your assigned space is smaller than expected, know which display elements to cut
Day of the Fair
Setup (Arrive Early!)
- Arrive at least 30 minutes before vendor check-in opens. Early birds get smoother setup
- Set up your tent first, then tables, then displays, then products. Work from structure to detail
- Put your best-selling items at eye level and near the front of your booth
- Place your business cards and sign-up sheet where customers naturally pause
- Do a "customer walk-through" — stand in front of your booth and look at it from a shopper's perspective. Can you see prices? Is the booth inviting? Is there a clear path to walk in?
During the Fair
- Stand up and greet people — vendors who sit behind their table with their phone sell less than those who engage
- Have a 10-second pitch ready — "Hi! Everything here is hand-poured soy candles made in small batches" is better than "Let me know if you have questions"
- Track your sales in a simple notebook or app. Note what sells and what time your peak hours are
- Take photos of your booth and happy customers (with permission) for social media
- Restock and reorganize as items sell. A sparse-looking table signals "this vendor is almost done"
- Offer to bag purchases and include a business card with every sale
- Connect with neighboring vendors — these relationships lead to tips about future fairs, shared resources, and sometimes collaborative opportunities
Teardown
- Don't start packing early — the last hour often brings buyers looking for deals
- Pack in reverse order — products first, displays, tables, then tent
- Do a ground check — make sure you haven't left anything behind (it happens more than you'd think)
- Thank the organizers on your way out. Good relationships with event coordinators get you invited back
After the Fair
Review & Improve
- Calculate your profit — total sales minus booth fee, supplies, gas, food, and production costs. Be honest about whether it was worth your time
- Update your inventory counts immediately while the numbers are fresh
- Write notes about what worked and what didn't: layout changes, popular items, slow movers, customer feedback
- Post a thank-you on social media with photos from the event
- Follow up with email subscribers within 48 hours while they still remember you
- Leave a review for the fair on TheCraftMap to help other vendors make informed decisions
- Apply for the next fair — use the momentum and lessons learned while they're fresh
Spring Fair Season by the Numbers
Here's what experienced vendors report for spring fairs:
| Metric | Typical Range |
|---|---|
| Booth fee | $50 – $300 |
| Average daily sales | $300 – $1,500 |
| Setup time | 45 min – 2 hours |
| Best selling hours | 10 AM – 2 PM |
| Items to bring | 3x expected sales |
These numbers vary wildly by product type, fair size, and location — but they give you a baseline for planning.
Find Your Next Spring Fair
Ready to put this checklist to use? Browse spring 2026 craft fairs on TheCraftMap to find events near you. Filter by state, date, booth fee, and fair type to find the perfect fit for your products.
You can also check out our guides on how much craft fair vendors actually make and the best states for craft fairs to help plan your season.
Happy crafting, and here's to a profitable spring! 🌸