A friend is participating in her first vintage show soon, and she asked for advice. I promised to share my list of “things to take to the show.” I thought I’d share it here, too.
Each show is different, so I keep my list on my computer and revise it before each show. In general, you need your inventory, your setup, your business supplies and your personal items.
Inventory
I usually tag each item before packing, but that is a personal decision, and I’ve seen arguments for tagging and not tagging. If your show has a central cashier, you’ll need to tag each item with your identification and the price. Including a description reduces the risk of tag-switching. Many vintage vendors don’t tag their items, but I find it does help reduce confusion when another vendor has the exact same item (This doesn’t happen with handcrafts, of course, but it does happen with vintage)!
If the show is outside, you may want to give some thought to how well each item will do in the sun, wind or rain.
I usually wrap fragile items in paper or bubble wrap before loading.
Setup
Some shows provide tables, and once in a while, a promoter provides table covers, but your setup is usually your responsibility. If the show is outside, you’ll need to decide whether you want a tent, and you’ll need to find out whether there are color or configuration requirements (Some shows only allow white tents. Some don’t allow you to put the sides on the tent).
You should bring:
Tables (Some people also bring risers to raise the tables.)
Table covers (the nice ones that are part of your display)
Table covers (I have some plastic table covers that I can use to cover my display at the end of the day or when it rains.)
Garbage bags (If there is a chance of rain, I bring a few garbage bags to cover items that shouldn’t get wet.)
Weights, pins, etc. to hold the table covers down in the wind or to pin up excess fabric that might trip your customers
Props to display your items (If you use props, think about whether you need to weight them against the wind, or whether you need clips to hold inventory in place. I have several sets of collapsible shelves, and they are really versatile.)
Chairs (for you and your helper)
Chair pad (My folding chairs are not cushy.)
Dolly (if you’ll need to transport your items from a parking area to your space.)
Business Supplies
I keep a little vintage suitcase filled with items I may need during the course of the show:
Price tags
Name stamp and stamp pad
Twine
Jute
Scotch tape
Packing tape
Scissors
Hole punch
Stapler
Staples
Paper clips
Binder clips
Business cards
Flashlight (even for a daytime show)
Paper towels (You never know when you’ll need to clean up a spill.)
Toilet paper (Yes, we’ve been at places that have run out.)
Clothespins
Safety pins
Cardboard (This is for shimming tables or shelves on uneven surfaces.)
Small ziptop bags
You’ll need a few things in your cashbox (unless your show has a central cashier):
Currency (How much is up to you, and depends on your prices and the size of the show.)
Coins
Receipt books (I use the smallest, least expensive ones from the office supply store. They have two parts, so the customer gets one and I get one. I stamp my business name and email address on the customer copies ahead of time. That way everyone knows the receipt is from me; the customer can contact me later if they want to reorder; and the customer has my business name to compare with their credit card statement. I don’t want anyone to challenge a charge because they don’t remember my business name.)
Pens
Calculator (My phone has this function, but it’s nice to have a backup.)
Extra batteries for calculator
Credit card reader (Mine plugs into my phone)
Phone and charger
External phone battery (I got this for about $20 and it is so reassuring to have a backup battery.)
Clipboard or other surface for writing receipts
Note paper
Sales tax chart (You’ll need to find out beforehand which licenses are required.)
I also keep my resale licenses in the cash box until it’s time to display them.
Signs (If I decide to include sales tax in my prices, which really simplifies things, I have a little sign that says so. You may also want a sign that says which forms of payment you accept.)
You’ll also need some packaging materials:
Bags (paper or plastic, your choice)
Paper to wrap fragile items
Personal items
Map and directions (I print them out ahead of time. If it’s a new location for me, or if I’m not likely to remember the directions, I rewrite a simplified version of each step on a piece of white paper in large letters with a Sharpie, so I can read it while driving.)
Contract or application (If it’s a new show for me, I take a copy of the contract or application so I can refer to it if there are any questions later.)
Promoter’s name and phone number (So you know who to call if you get delayed or if there is a problem later)
Other items will vary depending on the length and time of the show and whether it’s outside or inside:
Sunscreen
Hat (If you know me, you know I don’t go anywhere without my hat.)
Water (lots of it, especially here in the desert)
Umbrella
Meals or snacks
Any medications you’ll need (I usually make sure I have something for a headache, something for heartburn, and something for allergies.)
Jacket (If the show is inside, you never know what the air conditioning will do.)
Necessities (I don’t like to bring my purse, but I make sure I have my ID and insurance cards. I always like to have hand lotion and chapstick handy.)
I’m sure I’ve forgotten something, and your list will be different, of course. For me, it really does help to have a list. I get a little crazy right before a show, and I can check each thing off the list as I pack, instead of relying on my increasingly faulty memory.
I hope this helps you if you are getting ready for your first show!
Starshine Wishes,
Karen
