Creating opportunities for artists to get their work out into the world is why we started ArtWalk Santa Fe. Setting up as a vendor at events like ours (no need for monogamy here, we’re so happy to see you grabbing every opportunity!) is a great way to showcase your talent, but the supplies and setup can seem daunting if you’ve never done it before. Worry not, artist friends, ArtWalk is here to guide you through it.
In this guide, we’ll walk you through the must-have items to make your outdoor craft fair experience both enjoyable and profitable. The primary focus of this post is as a resource for people just starting out and creating a setup from scratch, but we think that even veteran craft show stars can pick up some tips to further improve their setup.
If the thought of investing a lot of money and storage space into a full show setup all at once is overwhelming, fear not – it is possible to start with just a table (even borrowed or upcycled!) and build up from there. Just as your craft evolves over time, so too will your display setup. For additional research beyond this list, we recommend checking out local shows of interest to find out what they require (and what they provide to vendors), as well as talking to fellow artists about what works for them.
ArtWalk Santa Fe, for example, usually offers two sizes of space: a “table spot” that is meant for a 6′ folding table or equivalent size combination of displays/racks, and a “tent spot” which is meant for a 10’x10′ pop-up tent and whatever you can fit underneath it. Because we change locations throughout the year, the space offerings tend to vary, but we try to break each location down into these two base sizes as we find they are easy for most people and offer a good variety while working across a lot of spots. A very new artist can start smaller with just a table to dip their toes in, and have simpler logistics to deal with.
Throughout this post, we will be sharing affiliate links to some recommended options. ArtWalk receives a small commission if you purchase through these links, but the price stays the same for you. None of our recommendations are sponsored, they are all things we use ourselves and find useful or observe event participants liking.
1. Tables and Tablecloths: The Base
Tables are the foundation base of most show setups, so choose them wisely. Sturdy folding tables are ideal for supporting your products and engaging with customers while also being easily portable. A table that is 4’ or 6’ wide is a good standard starting size, and can be combined with other tables or floor stands to fill a larger space when you are ready for one.
Complement your tables with attractive tablecloths to enhance your booth’s visual appeal. Think about color coordination and how the tablecloth can serve as a backdrop for your creations without distracting from them. Usually a simple solid color such as black or white is a safe bet. There are elastic tablecloths which attach around the base of a folding table’s legs for a fully polished look, but even just a length of thrifted fabric can provide an excellent start.
ArtWalk recommends: 4′ table, 6′ table, elastic tablecloth
2. Pop-Up Tent: Shelter and Branding
It’s possible to get away without a tent at events at first, especially with a small setup, but we strongly advise getting one if you think you’ll do multiple outdoor events. This provides shelter from the elements, be it harsh sun or unexpected rain, protecting both you and your artwork. Opt for a tent that is easy to set up and take down, and ensure it’s the right size to accommodate your display and working space. It is tempting to buy the cheapest option to start with, but we strongly recommend going just a bit up in quality, as the price difference is much smaller than the difference in quality, and a cheap tent can easily break on the first or second use which is both a bummer and a potential danger if it happens during an event.
Just as important as the tent itself is a good set of weights to hold it down in case of wind. It is often not possible in a market setting to stake down a tent, so weights are a more universally reliable option.
Some events out there require everyone’s tents to be white, which is also the most common base color out there, making it a safe and easy choice. However, a colorful or branded tent can be a great upgrade for standing out.
ArtWalk recommends: A good white tent (this one comes with sandbags to fill as weights) and an individual set of weights
3. Display Materials: Showcasing Your Art
Creative and eye-catching displays are essential to draw visitors to your booth. Utilize shelves, racks, and stands to showcase your art at different heights and angles. This adds visual interest and allows customers to engage with your creations more intimately. This category is very art medium specific – what works for a potter will be different from what’s effective for a painter or a jeweler! Having items standing up and at a variety of heights can make a big difference. Even just boxes with cloths draped over them will give you different elevations to work with.
No matter what you’re showing off, try to find or make displays that have steady, heavy bases (or can be weighted down) so they don’t fall over due to wind or people checking out your items. It should be easy for your customers to see what you have available and browse through it.
Some ideas:
Stand for stickers/cards/small prints/etc.
3 step riser for mugs/candles/all sorts of stuff
4. Signage and Branding: Make Your Mark
Capture the essence of your brand with well-designed signage. A banner or a prominently displayed sign with your name and logo is an effective way to make your booth easily recognizable from a distance. This can range from a hand painted board to a professionally printed banner and items you sell with your designs on them.
Canva is a great tool for quickly and easily putting together professional looking signage with no graphic design background, plus it’s free to use!
For our Santa Feans, there are numerous local businesses who happily work with artists to print up their dreams, including:
Bee’s Knees Print Studio (creator of the beautiful ArtWalk tshirts and totes!)
Along with such nationwide options as Office Depot.
6. Lighting: Shine a Spotlight on Your Creations
Outdoor craft fairs often extend into the evening hours. Ensure your booth stands out even after sunset with proper lighting. Battery-operated LED lights, string lights, or clip-on spotlights can accentuate specific pieces and create a warm and inviting ambiance. It is best not to rely on the availability of an electrical outlet, as they are frequently not available in outdoor settings, and instead opt for battery operated options to ensure you are self sufficient.
ArtWalk recommends: Lights to illuminate a whole pop-up tent (if you have any battery operated power tools, get the brand that matches your existing batteries!) or to add mood lighting to displays
7. The Checkout Process: Cash Handling and Packaging
Don’t overlook the practical side of things. Have a secure cash box or a point-of-sale system in place to facilitate smooth transactions. Additionally, provide shopping bags or eco-friendly packaging options for customers to safely carry their purchased items – these can even be reused from your own stash of purchase packaging.
You’ll want to make it easy for your customers to pay you, so consider which form(s) of payment will work for your situation. The three most popular options are cash, Venmo and Square card readers. Venmo and Square can both be used on the phone you likely already have with you, and in the case of Square there are free (and affordable upgrade) card readers available to connect to your phone for extra ease.
8. Promotional Materials: Stay Connected
Consider offering business cards, postcards, or brochures that visitors can take with them, or to tuck in with purchases. Include your contact information and social media handles to stay connected with potential customers after the event. Building a strong online presence can lead to ongoing sales and commissions. In addition to the local Santa Fe printers mentioned in #4, cards and promotional materials can easily be printed at such websites as Vistaprint and Moo.
10. Keep It Organized
Now that you’ve got all your inventory made and displays ready, you’ll want to keep it all organized and easy to transport back and forth to events. Here is where you’ll want some good quality bins, totes and boxes for protecting everything in transit – and an easy-to-fold cart helps spare you lugging heavy boxes.
ArtWalk recommends: Folding cart and clear totes
We’ve also put together a checklist to help you ensure that you always have everything you need packed and with you! Access and customize it here.
Finally, remember that your personal touch and enthusiasm are your best assets. Engage with visitors, share the stories behind your creations, to create a memorable experience that goes beyond a simple transaction. Don’t be afraid to show up with just a table, handful of items, and a smile.
Are you an artist with more tips and tricks for your fellow vendors? Share them below in the comments! We’d love to hear what works (and doesn’t work) for you, and will update this guide as we find new and better ideas.
Not to toot our own horn too much, but we think participating in an ArtWalk Santa Fe event is a fantastic opportunity to showcase your artistic prowess and connect with art enthusiasts. By investing in the right supplies and creating an inviting booth, you’re setting the stage for an experience that leaves a lasting impression on attendees. So, gather your materials, channel your creativity, and join us at an upcoming event soon!
