Organizing a craft fair requires a structured, multi-stage approach, with tasks ranging from administrative duties to promotion and day-of management. A successful event depends on securing a suitable venue, recruiting high-quality vendors, and executing a robust marketing plan to attract attendees. 

1. Planning and preparation

Secure a date and venue (6–12 months out)

• Establish a timeline. Choose a date at least 6 months, and ideally a year, in advance to give yourself ample time for booking and promotion. Weekends are typically best for maximizing attendance.
• Book a location. Find a venue that suits the size and theme of your event. Consider factors like indoor vs. outdoor space, ample parking, accessibility, electrical outlets, and amenities like restrooms.
• Determine budget and rates. Calculate all potential costs, including venue rental, permits, marketing, and insurance. Set vendor fees that will cover your expenses while remaining competitive. Some organizers also sell raffle tickets as an additional revenue stream. 

Develop a theme and vendor criteria (6 months out)

• Define your theme. Decide on a focus for your fair. A consistent theme—such as holiday crafts, rustic items, or handmade children’s goods—can create a stronger identity and attract a specific audience.
• Establish vendor rules. Create guidelines for your vendors that specify product type (e.g., no multi-level marketing or mass-produced goods), product quality, and booth appearance. 

2. Vendor recruitment

Create vendor application forms (5 months out)

• Collect essential information. Use a form to gather each vendor’s name, contact information, and business name. Include fields for product descriptions and a price range.
• Require product photos. Ask for multiple, high-quality photos of the vendor’s products and their proposed booth setup. This allows you to jury submissions for quality and consistency.
• Include legal language. Incorporate important policies, such as a “no refunds” policy, a waiver for liability, and rules for cancellations and no-shows. 

Recruit and curate vendors (4–5 months out)

• Post applications online. Share your vendor application on social media groups for artisans and makers. Consider paid advertising or direct outreach to popular local crafters.
• Network with other organizations. Contact local crafting guilds, hobbyist groups, and complementary businesses to spread the word.
• Review and select vendors. Jury your applications to ensure a diverse and high-quality selection of goods. It is recommended to limit the number of vendors selling similar products to prevent oversaturation.
• Communicate with applicants. Notify accepted vendors and provide them with a confirmation email after they have paid their booth fee. Return application fees for any vendors you do not accept. 

3. Marketing and promotion

Create promotional materials (2–3 months out)

• Make it official. Use a consistent name, logo, and branding for all your marketing materials.
• Develop a social media plan. Create a schedule for posting details, vendor spotlights, and sneak peeks of products. Use relevant hashtags and tag the venue and city.
• Use traditional marketing. Create flyers and posters to display at local businesses, cafes, and community centers. Contact local media, blogs, or influencers to pitch a story.
• Engage vendors in promotion. Encourage vendors to share event details with their own audiences. Consider creating a shared gift basket giveaway to drive more traffic. 

Advertise widely (1 month out)

• Post to community boards. Add your event to online community calendars, social media event pages, and local bulletin boards.
• Use clear signage. Create and place visible signs leading to the venue in the days before the event to attract foot traffic. 

4. Day-of logistics

Prepare vendors (1–2 weeks out)

• Send a vendor packet. Email vendors a document that includes their booth number and location, a map of the venue, and clear instructions for setup and breakdown.
• Review rules. Remind vendors of key rules and provide details on loading and unloading procedures, parking, and on-site contact information. 

Set up the venue

• Arrange spaces. Mark out vendor booth areas and ensure wide aisles for customer traffic. Double-check that vendors with electricity have what they need.
• Set up amenities. Arrange washrooms, garbage cans, and food/drink areas if applicable. 

Run the event

• Manage the space. Have a person available to answer vendor questions and guide attendees. Keep an eye on the flow of traffic and address any issues that arise.
• Engage attendees. Consider adding a welcome table with a map or raffle tickets. Play music to create a lively atmosphere.
• Ensure easy transactions. Check that internet access is strong enough for vendors using electronic payment systems. 

5. Post-fair follow-up

Wrap up the event

• Document everything. Take photos and notes of the successful parts of the fair, as well as areas that need improvement. Collect feedback from vendors and attendees.
• Thank everyone. Send a thank-you email to your vendors and any partners or sponsors. Announce the date of next year’s event if possible.
• Evaluate your notes. Use your notes to create a plan for making your next craft fair even better.