This is a continuation of the series on how to direct a craft show. I've directed or helped direct a dozen or so over the past 6 years, so I have an idea or two about how to make them go smoothly. Our show has doubled in size and more than tripled in attendance. If you want to learn about the show I direct, you can visit the website: www.jccraftshow.com.
So you have found a location and done the math and you know how many booths you can have. You have a preliminary layout. This doesn't have to be exact.
So now is the time to start talking. Go to your leadership -- club, church or whomever will benefit from the show and lay it all out for them.
Some points to think and talk about:
* Realistically, your first show should be somewhat small
30-50 booths is a fantastic first show. If it is too big the people running the show will be overwhelmed and you won't do well.
* You have to keep the price low.
People are just checking you out and you don't have a reputation yet. So, attract vendors with an introductory rate. $25 - $45 is easy for a lot of vendors to do.
* This is a building year.
You won't make as much money this first year as you will in the years to come, but if you persist, you will have a great fund raiser year after year!
* The first few shows are the most work.
You need enthusiastic support and at least a couple of friends to actually help do the work of planning the show.
* Craft shows take LOTS of volunteers.
Volunteers will be needed for setting up the space, vendor set up and tear down and resetting the space.
Decisions to make:
* A preliminary layout if you don't have one. (This is just a map of where you can fit your booths. You will make a final one after you have the exact number of vendors.)
* A maximum number of vendors. (30 - 50)
* Price per booth.
And a biggie decision:
* You need food for vendors, volunteers (and possibly shoppers.) You have options:
1. Allow food vendors. This is probably the easiest way to go. They have food carts they set up outside your event and they sell food.
The pros are that you don't have to have volunteers cooking and selling food. You don't have to worry about kitchen standards or licensing laws in your state, etc.
The cons are that it is kind of expensive, and you may have to provide food for volunteers if they work long shifts.
2. Provide a prepackaged meal. A local caterer or someone in your organization may be able to package some boxed lunches at a very reasonable cost for your volunteers and you can have vendors pre-order one for themselves or anyone working their booth.
The pros are that this is fairly easy, and less expensive than a food truck.
The cons are that this is harder to plan for. You may have to place your order before knowing exactly how many people you will have. Vendors will forget to order and then be disappointed.
3. Staff a concession stand/cafe area. Your volunteers cook and sell a lunch meal and snacks through out the day.
The pros are that you can provide meals to your volunteers at minimum cost, and you can actually make a little extra money selling the food to vendors and shoppers.
The cons are that it is work to do it. You have to decide on a menu and prices. You have to shop for the food and make the food. You have to have people who know & comply with food safety regulations in your state. And you don't make a lot of money.
4. Have a volunteer make a food run for vendors and volunteers to a local business or two to bring back lunches.
The pros are that people get what they want and pay regular prices and you can't be blamed for them.
The cons are that it is a big hassle keeping people's money and order straight and transporting that much food back to your show is hard. Food will be cold or not as fresh, etc.
5. Don't do any of the above. Don't provide food or refreshments. This is not a great thing in vendor's eyes and I don't recommend it.
We have always done #3. Our cafe brings in $200-$300 most years. (But more than once we've barely covered our costs.) For 2015 I'm seriously considering outside food vendors. Their "booth fee" will be so many meals for my volunteers. Gonna think that one over...
We still need to talk about advertising. You have to advertise for vendors AND shoppers. You want to get the word out and start taking applications about 3 months in advance. I'll share my list of websites, how much we spend on advertising, yard signs, banners, targeted emails, social media and other pieces of that puzzle. I'm still trying to improve on all of this, but this one is doing pretty well.
Then we need to talk about tracking vendors, responses and keeping track of the money. How Google Docs and forms have made my life bearable!
We will cover training and working with volunteers (especially if you will be working with teens).
And I will share my checklist - what to do, when. And I'm sure there are other little tidbits we'll discuss. Hopefully you will gain a great deal from my experience and feel confident that you can do this.
But, not for a while. I'm not sharing anything else until after the 8th. I'm really sorry. I want to finish it all up now but I cannot. Its "go" time for me. I have so much to do and so little time... I won't be blogging until after the show. When you see the list you will understand.
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