Craft Fair Checklist: Everything You Need to Sell Handmade Soap

Getting ready for a craft fair or festival can be exciting, especially when you’ve spent weeks making beautiful handmade soap to sell.

But there’s more to preparing for a craft fair than packing your soap and heading out the door.

Over the years, I’ve learned that having the right supplies and staying organized can make a big difference in how smoothly an event goes.

There’s nothing worse than arriving at a market and discovering you’ve forgotten your price signs, shopping bags, or something important for setting up your display.

Whether you’re attending your first craft fair, a local farmers market, or a busy Christmas festival, this craft fair checklist will help you prepare everything you need.

I’ll cover the supplies I recommend bringing, how to organize your handmade soap, what to pack for indoor and outdoor events, and a few things that are easy to forget.

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Preparing for Your First Craft Fair

Before you begin packing, make sure you know what the event organizer will provide.

Some indoor craft fairs supply tables and chairs, while others expect vendors to bring everything themselves.

Outdoor markets often require a canopy, tables, chairs, and appropriate tent weights.

I always recommend confirming these details before the event rather than making assumptions.

Find out:

• Your booth dimensions
• Whether tables and chairs are included
• What time you can begin setting up
• Where vendors should unload
• Whether electricity is available
• Whether you need a canopy
• What insurance or permits are required
• Whether Wi-Fi is available
• Where vendors can park

If you haven’t chosen an event yet, read my guide to Selling Handmade Soap at Craft Fairs and Festivals. I share what I’ve learned about finding suitable markets, choosing booth locations, and avoiding expensive mistakes.

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Handmade Soap Inventory Checklist

Your products are the most important things you’ll bring to a craft fair.

Before packing, I like to make an inventory list showing how many bars of each soap I’m taking.

This makes it much easier to keep track of sales and determine which products were most popular.

Soap Products to Bring

• Your regular handmade soap varieties
• Popular everyday scents
• Unscented soap
• Seasonal soaps
• Gift sets
• Sample bars for customers to smell
• Additional stock for replenishing your display

If you’re attending a Christmas craft fair, consider preparing seasonal soaps and attractive gift sets.

My Christmas Soap Recipes article has ideas for making festive handmade soaps.

How Much Soap Should You Bring?

The amount depends on the size of the event, how many customers are expected, and how long the market will run.

For your first event, it’s difficult to predict exactly how much you’ll sell.

I recommend bringing a good variety of products rather than making large quantities of too many different scents.

As you attend more markets, you’ll begin to recognize which soaps sell best.

Remember to allow enough curing time for cold process soap before the event. If you’re unsure how long your bars need, read How Long Should Handmade Soap Cure?.

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Craft Fair Booth Display Supplies

An attractive booth makes your handmade soap easier to see and encourages customers to stop and browse.

You don’t need expensive display equipment to create a professional-looking setup.

I’ve found that simple wooden crates, shelves, baskets, and table coverings can work beautifully.

Display Equipment Checklist

• Folding tables
• Comfortable folding chair
• Tablecloths
• Wooden display risers
• Small shelves or crates
• Baskets
• Soap trays
• Price signs
• Business sign or banner
• Product information cards
• Decorative accents
• Extra table covering
• Clips or fasteners for securing tablecloths

Try displaying your soaps at different heights rather than placing everything flat on the table.

This makes the display more interesting and helps customers see the products toward the back.

If you need additional ideas, my article on Soap Packaging Ideas includes ways to present handmade soap attractively.

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Packaging and Shopping Bags

Once customers begin purchasing your soap, you’ll need something to put their products in.

I like to have everything organized so I’m not searching for bags or packaging materials while someone is waiting to pay.

Packaging Checklist

• Paper shopping bags
• Small gift bags
• Tissue paper
• Gift boxes
• Ribbon or twine
• Business cards
• Product care cards
• Extra labels
• Stickers
• Scissors
• Tape

You don’t need elaborate packaging for every purchase.

Simple kraft-paper bags work well for everyday sales, while gift boxes can be useful for customers purchasing presents.

Be sure your soap packaging and labels meet the requirements for products sold in your area.

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Payment and Money Supplies

Being prepared to accept payments is essential.

Many people carry very little cash these days, so offering card payments can make purchasing easier.

Payment Checklist

• Cash float for making change
• Cash box or secure money pouch
• Portable card reader
• Fully charged phone
• Charging cable
• Portable power bank
• Receipt book
• Pens
• Calculator
• Sales tracking sheet
• Backup payment option

If you’re using a card reader, make sure you’ve tested it before leaving home.

It’s also worth checking whether the venue has reliable mobile service or Wi-Fi.

Keep your cash secure and avoid leaving it unattended.

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Signs, Pricing, and Business Information

Clear signs make shopping easier for customers.

I like having prices displayed where people can see them without needing to ask.

This is especially helpful when the booth gets busy.

Signage Checklist

• Business name sign
• Individual soap price signs
• Gift set prices
• Special offer signs
• Ingredient information
• Business cards
• Website information
• QR code linking to your website
• Small sign holders

Keep signs simple and easy to read.

Customers should be able to identify your prices quickly.

If you’re selling handmade soap in Canada, check that your labels comply with applicable cosmetic labeling requirements, including ingredient information and other required product details.

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Outdoor Craft Fair Essentials

Outdoor markets require additional preparation because you never know exactly what the weather will do.

I’ve attended markets in a variety of locations, including areas where it wasn’t possible to use tent pegs.

A sturdy canopy and proper anchoring equipment are particularly important.

Outdoor Equipment Checklist

• Market canopy
• Canopy sidewalls
• Manufacturer-approved tent weights or anchors
• Waterproof display covers
• Weather-resistant storage containers
• Extra clips
• Towels
• Ground covering if permitted
• Warm clothing
• Rain jacket
• Sunscreen
• Hat
• Water bottle

Choosing a Good Canopy

A good market canopy is one of the more useful investments you can make if you plan to attend outdoor craft fairs regularly.

Look for something sturdy, easy to assemble, and suitable for the type of events you attend.

An Impact Canopy is one option to consider, although you’ll want to check current models and event requirements before purchasing.

Canopy Weights Are Important

Some markets are held on pavement or in courtyards where tent stakes cannot be used.

Sand-filled canopy weight bags can be convenient in these situations.

However, always follow the manufacturer’s anchoring requirements and any additional rules set by the organizer.

Even a properly anchored canopy may need to be taken down when weather conditions become unsafe.

Protecting Your Handmade Soap

Soap should be kept dry and protected from excessive moisture.

A sudden rain shower can damage packaging and leave soap bars damp.

I recommend keeping extra inventory in covered containers and having waterproof covers available for your display.

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Personal Supplies for a Long Craft Fair Day

It’s easy to spend so much time preparing your products that you forget to pack things for yourself.

Craft fairs can involve long days, especially when you include setup and packing up afterward.

Personal Essentials Checklist

• Drinking water
• Lunch
• Snacks
• Comfortable shoes
• Extra sweater or jacket
• Hand sanitizer
• Tissues
• Sunscreen
• Personal medications
• Phone
• Phone charger
• Small first aid kit

If possible, arrange for someone to help or relieve you during the day.

It’s much easier to take a short break when another person can watch your booth.

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Tools and Emergency Supplies

I like keeping a small box of miscellaneous supplies that comes with me to every market.

You may not use everything in it, but it’s handy when something unexpected happens.

Emergency Supply Checklist

• Scissors
• Packing tape
• Painter’s tape
• Binder clips
• Safety pins
• Pens and markers
• Extra price tags
• Zip ties
• Small repair tools
• Spare batteries
• Extension cord, if permitted
• Garbage bags
• Paper towels
• Cleaning cloth

Make sure electrical cords and equipment meet the event’s requirements and don’t create tripping hazards.

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How to Pack Your Craft Fair Supplies

Having everything organized before leaving home makes setting up much easier.

I recommend using sturdy plastic storage containers with lids.

You can organize supplies into separate containers for:

1. Handmade soap inventory
2. Display equipment
3. Packaging and shopping bags
4. Payment supplies
5. Signs and business materials
6. Emergency supplies

Labeling the containers makes it easier to find things when you’re setting up.

Pack the items you’ll need first where they’re easiest to reach.

For example, your tables and table coverings should be accessible before the soap inventory.

Craft Fair Preparation Timeline

Preparing a little at a time is much easier than leaving everything until the night before.

Four to Six Weeks Before the Event

• Confirm your vendor registration.
• Review the organizer’s requirements.
• Plan your soap inventory.
• Make any additional soap needed.
• Order packaging and display supplies.
• Check your business insurance and required permits.

If you’re making cold process soap, allow for the full curing time required by your recipe.

Two Weeks Before the Event

• Check your soap inventory.
• Prepare gift sets.
• Print price signs.
• Check your display equipment.
• Order any missing supplies.
• Test your card reader.
• Prepare business cards and labels.

One Week Before the Event

• Pack non-perishable supplies.
• Check your canopy and weights.
• Prepare your cash float.
• Confirm setup times.
• Check the event location and parking instructions.
• Make an inventory list.

The Day Before the Event

• Pack your soap inventory.
• Charge your phone and card reader.
• Prepare food and drinks.
• Check the weather forecast.
• Load your vehicle where practical.
• Review your packing checklist.

On Craft Fair Morning

• Arrive with enough time to set up.
• Check in with the organizer.
• Set up your tables and canopy.
• Arrange your soap display.
• Put out price signs.
• Test your payment system.
• Make sure everything is tidy and ready for customers.

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What to Do After the Craft Fair

When you get home, it’s tempting to unpack everything and forget about the event.

However, I recommend taking a little time to review how things went.

Count your remaining inventory and compare it with what you brought.

Record:

• Total sales
• Number of bars sold
• Best-selling scents
• Gift set sales
• Booth expenses
• Travel expenses
• Payment processing fees
• Products customers asked about

This information can be extremely helpful when preparing for your next market.

It also helps you decide whether an event was profitable enough to attend again.

For more advice on choosing suitable markets and increasing sales, read my Selling Handmade Soap at Craft Fairs and Festivals guide.

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Frequently Asked Questions About Craft Fair Supplies

What do I need for my first craft fair?

You’ll need your products, display equipment, price signs, shopping bags, payment supplies, and business information. Depending on the event, you may also need tables, chairs, a canopy, tent weights, and insurance.

How much inventory should I bring to a craft fair?

The amount depends on the size and duration of the event. Start with a manageable selection of products and track your sales to help plan future markets.

Do I need a tent for a craft fair?

Indoor events usually don’t require a tent. Outdoor events often do, but always check with the organizer before purchasing equipment.

What is the best way to display handmade soap?

Tiered wooden risers, small shelves, baskets, and neatly covered tables can create an attractive display. Keep prices visible and leave enough room for customers to browse.

Should I accept credit cards at craft fairs?

Accepting card payments is helpful because many shoppers don’t carry cash. A portable card reader and a backup payment option can make transactions easier.

What should I do if it rains during an outdoor market?

Protect your soap and packaging with waterproof covers and keep extra inventory in covered containers. Follow the event organizer’s instructions regarding severe weather and canopy safety.

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Final Thoughts

Being prepared can make your craft fair experience much more enjoyable.

After attending markets for several years, I’ve found that having a packing checklist and keeping supplies organized saves a lot of time and frustration.

You don’t need to purchase every piece of equipment when you’re just getting started.

Begin with the essentials, use what you already have, and add to your supplies as you attend more events.

The most important things are having enough soap to sell, creating an attractive display, and making it easy for customers to shop.

And if you’re still deciding which markets are worth attending, don’t forget to read my Guide to Selling Handmade Soap at Craft Fairs and Festivals for more tips from my experiences.

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This post contains affiliate links. As an Amazon Associate, I earn from qualifying purchases at no extra cost to you.

updated Oct 2026

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