The Master Craft Fair Packing List (and How to Actually Use It)

A craft fair packing list should cover your booth structure, display fixtures, lighting, inventory, payment tools, repair supplies, setup gear, personal comfort items and a few weather contingencies. Customize the master list below for your products, pack from it the night before, do a quick walk-through before you leave, and update it after every show so it gets better each time.

Why You Need a Written Packing List

Almost every experienced vendor has a story about the one time they forgot something critical: the card reader, the cash box, the zip ties that hold the display together. Show day often starts at 5 or 6 a.m., you're tired, and adrenaline makes it easy to grab everything except the one thing you need most.

Checklists aren't for disorganized people. They're for staying organized under pressure. Even vendors with years of shows behind them use one, because show morning is not the time to rely on memory.

The list below is organized by category. Adapt it to your setup and product type.

The Master Packing List

Booth Structure

• Canopy (10×10 or per your assigned space)
• Canopy walls (at least one sidewall for wind or rain)
• Canopy weight bags or stakes (see tent weights; plan on at least 30 lbs per leg outdoors)
• Mallet for stakes
• Rope or guy wires, if your venue allows
• Folding tables (two 6-foot tables, or per your layout)
• Floor-length tablecloths
• Chair or stool
• Floor mat or anti-fatigue mat (for concrete floors)

Display and Fixtures

• Wire grid panels or pegboard panels
• Panel connectors and feet
• S-hooks, zip ties, twist ties
• Risers (crates, boxes or platforms)
• Jewelry displays (busts, ring trays, necklace stands)
• Clothing rack and hangers (if applicable)
• Display bowls, trays, easels or stands for your product type
• Business name banner
• Price tags (on every item before you leave home)
• Payment methods sign
• Product labels (ingredients, care instructions as required)
• QR code sign linking to your online store or social media
• Business cards

Lighting

• LED puck lights or clip-on lights (especially for indoor shows)
• Fresh batteries in the correct sizes
• Extension cord and power strip (if the show supplies power)
• Zip ties to route cords cleanly

Products and Inventory

• Full product inventory, counted and packed the night before
• Backup inventory, especially bestsellers
• Inventory list or spreadsheet so you know what sold
• Tissue paper, boxes or bags for purchases
• Stickers or tape for closing bags

Payment

• Card reader, charged the night before (see card payments)
• Phone or tablet, charged, with the payment app tested
• Cash float: $100 or more in small bills
• Cash box or apron with pockets
• Backup card reader
• Receipt book, pen and paper as a last-resort backup

Tools and Repairs

• Scissors
• Box cutter or utility knife
• Tape (painter's, packing and gaffer tape)
• Extra zip ties (always more than you think you need)
• Safety pins
• Command strips or small binder clips
• Rubber bands
• Marker or Sharpie
• Small flashlight or headlamp
• Basic first aid kit (bandages, pain reliever)

Setup and Breakdown

• Hand truck or dolly for moving heavy bins
• Reusable bins or totes, labeled by category
• Blanket or padding for fragile items in transit
• Bungee cords for securing the load
• Trash bag

Personal Comfort

• Water (at least 32 oz, more for hot outdoor shows)
• Snacks and lunch (show days are long)
• Sunscreen and a hat (outdoor shows)
• Comfortable closed-toe shoes
• Weather-appropriate layers (outdoor shows can be cold in the morning and hot by noon)
• Portable phone charger or battery pack
• Hand warmers (fall and winter outdoor shows)
• ID

Contingency Items

• Plastic sheeting or tarps for unexpected rain
• Binder clips to hold tablecloths down in wind
• Extra price tags
• Zip-lock bags to protect products from moisture
• Extra business cards
• Mirror (if you sell wearables)

Customize the List for Your Products

A generic list is a starting point. A jewelry vendor's checklist looks very different from a ceramics vendor's. Ask yourself:

• Do my products need special packaging or padding? Add bubble wrap, packing paper or egg crate foam.
• Do I use specialized display equipment? Add the specific stands, easels or panels.
• Do I sell anything that needs refrigeration? Add a cooler, ice and a copy of any required health permit.
• Do I work with fragile items? Add extra packing materials and a handle-with-care routine.

Then delete everything that doesn't apply. A checklist full of irrelevant items is harder to use than a focused one.

Organize It in Pack Order

A checklist works best when it follows the order you actually pack. One example sequence:

1. Large display items (tent, tables, grid walls, risers)
2. Heavy inventory
3. Lighter display items (tablecloths, signage)
4. Supplies (bags, tape, pens)
5. Payment materials (card reader, cash box)
6. Personal items last (water, snacks, sunscreen)

How you load the vehicle is a separate question from what you bring. For bin labeling, protecting fragile products and loading in reverse setup order, see how to pack your booth for transport.

The Night-Before Routine

Pack the night before, not the morning of. If you can, start two nights before so you have a day to replace anything missing.

1. Print the checklist or pull it up on a tablet. A printed list you check off with a pen is harder to skim past.
2. Check off items as they go into your car or staging area.
3. Note anything that has to wait until morning, such as charging batteries or perishable inventory, and set a reminder.
4. Set your alarm earlier than you think you need. Setup windows are often 1–2 hours, and arriving early gives you time to park, find your booth assignment and set up without rushing.

A week before the show, give the list a quick review too. That's when you still have time to restock bags, tape or batteries.

The Morning Walk-Through

Before you leave, walk through every room where show materials might be and check your staging area. Confirm the card reader is charged and the cash box has its float. A five-minute walk-through beats driving home mid-setup to retrieve something.

Booth Setup and Closing Checklists

Your packing list gets everything to the show. Two short companion checklists help once you're there.

During setup:

• Tent up and weighted (outdoor)
• Tablecloths on and straightened
• Risers and fixtures in place
• Inventory placed and organized
• Name sign, price tags and payment sign visible
• Card reader tested and connected
• Cash box with starting change
• Emergency kit and trash bag within reach
• Display checked from the aisle

During the show and at closing:

• Count starting inventory
• Restock items as they sell and keep a running sales total
• Stay hydrated; ask a neighbor to cover briefly if you need a break
• Count remaining inventory against the starting count
• Break down, pack inventory, clean the space and remove all trash
• Sweep the booth for card readers, cash boxes and fixtures before you leave

For the details of building the display itself, see how to build a craft show booth display. If you're still at the application stage, how to write a vendor application covers what to gather before you apply.

Update the List After Every Show

After each show, add anything you forgot or wished you had, remove items you never used, and note supplies that ran low ("bring more bags next time"). A checklist you've refined over ten shows is worth more than any generic template.

Build a Dedicated Vendor Kit

The easiest long-term system is a vendor kit: a bin or bag that lives in your car or storage area, already stocked with non-inventory supplies such as bags, tape, pens, the cash box, business cards and a printed copy of this checklist. Restock it as soon as you get home from each show. With the kit always ready, your per-show packing comes down to inventory and display materials.