Craft Show Checklists: What They Are and How to Use Them

Why Checklists Matter at Craft Shows

Craft shows are complex events with dozens of moving parts. Checklists are not for people who are disorganized — they're for people who want to stay organized under pressure. Even experienced vendors with hundreds of shows behind them use checklists, because show morning is not the time to rely on memory.

There are four core checklists every vendor needs. Here's an overview of each.

1. The Application Checklist

When to use it: When preparing to apply to a show.

This checklist ensures you don't submit an incomplete application or miss a deadline. It typically covers:

• Show research (dates, booth fees, categories, rules)
• Photo requirements (number, format, dimensions)
• Documents needed (business license, proof of insurance, sales tax ID)
• Jury fee payment method ready
• Application deadline noted in your calendar
• Confirmation email received and filed

A strong application takes time. Don't rush it. Use the checklist to gather everything before you open the application form.

2. The Packing Checklist

When to use it: The night before every show.

The packing checklist is the most critical document in a vendor's toolkit. It prevents the nightmare of arriving at a show without your card reader, tablecloth, or — worst of all — your inventory.

A packing checklist includes:

• Display: table, tent, weights, tablecloth, display risers, grid walls, hangers, shelving
• Inventory: all products, organized by category, with extras
• Signage: business name sign, price signs, payment methods sign
• Payment: card reader, phone charged, cash box with change, receipt book
• Supplies: bags, tissue paper, boxes, tape, scissors, pens, Sharpie
• Personal: water, snacks, sunscreen (outdoor), chair, phone charger, hat

Customize the list for your specific setup. Add items you've forgotten before. The packing checklist evolves with every show.

3. The Booth Setup Checklist

When to use it: During load-in and setup on show day.

The booth setup checklist ensures you don't open with a half-finished display. It covers:

• Tent erected and weighted (outdoor)
• Tablecloth on, wrinkle-free
• Display risers in place
• Inventory placed and organized
• Signage positioned (name sign, price signs, payment sign)
• Card reader tested
• Cash box with starting change
• Trash bag accessible
• Emergency kit (safety pins, tape, zip ties, pain reliever) accessible

Work through it methodically during setup rather than rushing. A calm setup produces a better-looking booth.

4. The Day-Of Checklist

When to use it: As the show progresses and at closing.

This checklist tracks real-time operations:

• Count starting inventory
• Open card reader app, confirm connectivity
• Check display from shopper's perspective (step back, look from the aisle)
• Restock items as they sell
• Track sales (running total)
• Stay hydrated, take a break if neighbor can cover briefly
• Before closing: count remaining inventory vs. starting inventory
• Load-out: break down display, pack inventory, clean booth space, remove all trash

How to Make Checklists Work for You

The best checklist is one you actually use. Here's how to build the habit:

1. Print it. Digital lists are easy to swipe past. A physical checklist you check off with a pen is more effective.
2. Review it the week before. Checklists catch missing supplies when you still have time to get them.
3. Update it after every show. Add whatever you forgot or wish you'd had.
4. Keep copies in your vendor kit. Don't rely on finding the file — have a physical copy in your supply bin.

The Vendors pillar has downloadable, printable versions of these checklists. The Learn pillar's goal is to help you understand what they're for and how to use them — so you arrive at every show prepared and confident.