What's Up Small Biz: The Weekly Marketing Minute
Hey Summerville business owners! Whether you're gearing up for the Flowertown Festival or planning to hit up local farmers markets and street fairs this spring, vendor events are an absolute goldmine for connecting with your community face-to-face. But let's be real, showing up unprepared is a quick way to turn a potential sales bonanza into a stressful mess.
This week, we're breaking down the ultimate vendor event checklist so you can roll up confident, professional, and ready to crush it. From booth setup to post-event follow-up, we've got you covered.
Pre-Event Prep: Don't Skip This Step
Before you even pack your car, there's some homework to do. Trust me, spending an hour or two on prep will save you from scrambling on event day.
Check the Weather Forecast
Outdoor events in the Lowcountry can be unpredictable. Check the forecast a few days out and pack accordingly. Rain? Bring tarps and extra tent weights. Hot and sunny? Sunscreen and a cooler with cold water are non-negotiable.
Verify Event Requirements
Not all events are created equal. Some require permits, proof of insurance, or specific booth dimensions. Reach out to the event organizers ahead of time to confirm:
- Do you need a business license or Tax ID on-site?
- Is liability insurance required? (Many larger events like Flowertown Festival do require this.)
- Are there electrical hookups, or do you need to bring your own power?
- What are the booth size requirements?
Practice Your Layout at Home
Seriously, this is a game-changer. Set up your table, arrange your products, and figure out your flow before you're doing it in a parking lot at 6 a.m. Take photos of your setup so you can replicate it quickly on event day.
Test Your Payment Systems
Nothing kills a sale faster than a card reader that won't connect. Test your Square, Stripe, or whatever system you're using the night before. Make sure your phone is charged and you have a backup power bank.
Booth Essentials: Your Setup Checklist
Your booth is your storefront for the day, so make it count. Here's what you absolutely need:
The Tent Situation
A 10×10 pop-up tent is the standard for outdoor events. It protects your products (and you) from sun and unexpected showers. But here's the kicker, tent weights are mandatory at most venues. Wind can turn an unsecured canopy into a flying hazard, so bring at least 25-40 pounds of weight per leg. Sandbags, water weights, or weighted plates all work.
Signage That Sells
Your signage does the heavy lifting when you're busy with customers. You need:
- A large banner with your business name and logo, make it big enough to read from 10 feet away
- Pricing signs so people don't have to ask (impulse buyers love this)
- A sign showing accepted payment methods (cash, card, Venmo, etc.)
- Your social media handles displayed prominently
Pro tip: Use sign holders to keep everything upright and clutter-free.
Display Setup
Think vertical. Use risers, crates, or tiered displays to show off your products at different heights. This creates visual interest and makes it easier for customers to browse without crowding your table.
If you sell smaller items like jewelry or baked goods, consider a tablecloth that complements your brand. It looks more polished and hides storage bins underneath.
Lighting (Yes, Really)
Even daytime events can have shady spots or late-afternoon lulls. Battery-powered LED lights or clip-on lamps can make your booth pop when natural light isn't cooperating.
Payment and Sales Tools
Cash and Card
Always bring a cash box or vendor apron with plenty of small bills and coins. Even in 2026, cash is still king at many street fairs. But don't sleep on card payments, having a reliable card reader like Square or Clover opens you up to customers who don't carry cash.
Transaction Essentials
- Notepad and pens for tracking sales, custom orders, or jotting down email addresses for your mailing list
- Order forms if you take custom orders or commissions
- Receipt book (optional, but some customers appreciate it)
Products and Packaging
Price Everything
Every. Single. Item. Customers hate asking prices, and you'll be too busy to answer the same question 50 times. Use price tags, stickers, or small signs.
Packaging Matters
Bring shopping bags, boxes, or eco-friendly totes for purchases. If you sell fragile items like pottery or art prints, have protective packaging ready. This not only protects your products but also gives customers a better experience.
Gift boxes or branded packaging are a nice touch if you want to stand out.
Marketing and Branding Materials
Your booth is a branding opportunity, so don't waste it.
Business Cards
Hand these out like candy. Include your logo, contact info, website, and a short tagline that explains what you do. Bonus points if they're memorable or unique.
Social Media Prep
Before the event, schedule posts on Instagram and Facebook letting your followers know where you'll be and what specials you're offering. Use location tags and event hashtags to boost visibility.
During the event, snap some behind-the-scenes photos and share them in your stories. Engagement drives foot traffic.
Supplies and Tools: The "Just in Case" Kit
These are the little things that save your bacon when something goes wrong:
- Tape (duct tape, painter's tape, clear tape), for securing signs, fixing tears, or emergency repairs
- Scissors for cutting tags and packaging
- Pens and Sharpies for marking prices and filling out forms
- Zip ties and safety pins to hang signs or fasten tablecloths
- Binder clips to keep paperwork organized
- Trash bags for cleanup
- Hand sanitizer and wipes for hygiene
- Paper towels to keep displays tidy
Personal Comfort and Safety
You're going to be on your feet for hours, so take care of yourself.
- Comfortable shoes, this is non-negotiable
- Sunscreen, hat, and sunglasses for outdoor events
- Weather gear like a jacket or umbrella, just in case
- Snacks and a packed lunch so you don't have to leave your booth
- Water bottle, stay hydrated, especially in the South Carolina heat
- Basic first aid kit with band-aids, pain relievers, and wipes
Customer Engagement: Make Connections
The magic of vendor events isn't just sales, it's building relationships with your community.
Be Approachable
Smile, make eye contact, and greet people as they walk by. A simple "Hey, how's it going?" can turn a browser into a buyer.
Tell Your Story
People love supporting local businesses with a story. Whether it's how you started your business or what makes your products unique, share it. Authenticity sells.
Offer Samples or Demos
If you sell food, candles, or anything experiential, let people try before they buy. Demos create engagement and give people a reason to stop at your booth.
Collect Contact Info
Set up a simple email signup sheet or QR code for your mailing list. Offer a small incentive like a discount code or entry into a giveaway. This turns one-day shoppers into long-term customers.
Post-Event Follow-Up: Don't Let the Momentum Die
The event is over, but your work isn't done yet.
Thank Your Customers
Send a follow-up email or social media post thanking everyone who stopped by. Include photos from the event and a link to your website or online shop.
Reach Out to New Contacts
If you collected email addresses or business cards, follow up within a week. Send a personal note or offer a special discount for event attendees.
Evaluate What Worked
Take some time to reflect: What sold well? What flopped? How was your booth setup? What would you do differently next time? Jot down notes while the experience is fresh.
Submit Your Next Event
Got another event coming up? Make sure it's listed on What's Up Summerville's Event Calendar. It's a free way to get the word out to the local community.
Be Part of the Summerville Community
One of the best parts of vending at local events is becoming a familiar face in the Summerville community. Whether you're at Flowertown Festival, a farmers market, or a holiday bazaar, showing up consistently builds trust and recognition.
And if you're not already listed in our directory, now's the time to get your business featured on What's Up Summerville. It's the easiest way to stay connected with locals who are actively looking for businesses like yours.
Vendor events are one of the most powerful ways to grow your business, make real connections, and get your products in front of people who genuinely care about supporting local. With this checklist in hand, you're ready to show up, stand out, and make it a day to remember.
Now go get 'em, Summerville! 🌸
