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How to Plan a Craft Fair From Scratch

 

Where to Start (And What Really Matters)

I’ve talked myself in and out of doing craft fairs more times than I can count.

If you’ve spent any time on YouTube or social media, you’ve probably seen incredibly talented makers share stories about going to markets and losing money instead of making it. On top of that, many local craft fairs simply aren’t advertised well, which makes it hard to justify the time, energy, and expense.

That’s exactly why I decided to do something different.

This post is the first in a series where I’m sharing the real, behind-the-scenes process of planning a craft fair from scratch. Not as a professional event planner, but as a small business owner and maker who cares deeply about doing things intentionally.

Why I’m Qualified to Talk About This

I’m not an event planner by trade but I do have a background in marketing, and I’ve been running a small business with my husband for over 16 years. I’ve also had hands-on experience helping organize a large job fair during a college internship.

More importantly, I’ve had to adapt to how marketing has changed over the years, from word-of-mouth and flyers to social media and digital promotion. That experience shapes every decision we’re making for this event.

Step 1: Don’t Do It Alone, Choose a Co-Host

If you take nothing else from this post, take this: don’t try to host a craft fair alone, especially if you also plan to be a vendor.

A co-host:

  • Splits the workload

  • Provides accountability

  • Brings different skills to the table

Choose someone you:

  • Communicate well with

  • Share values and goals with

  • Actually enjoy working alongside

Being organized is great, but compatibility matters more.

Step 2: Decide What Kind of Vendors You Want

Before you think about applications or fees, you need clarity.

For our event, we’re focusing on:

  • Handmade

  • Vintage

  • Small, local micro-businesses

We chose not to include MLM-style vendors. Not because there’s anything wrong with them (we were both Mary Kay consultants at one point!), but because we want this event to feel truly handmade and curated. That decision alone shapes the entire vibe of the market.

Step 3: Research Venues (And Be Realistic)

Living in a rural area actually worked in our favor. Fewer venues meant fewer choices. But also more affordable pricing.

When choosing a venue, consider:

  • Rental cost

  • Tables and chairs provided

  • Bathrooms and kitchen access

  • Ease for vendors (especially first-timers)

An affordable venue allows you to keep vendor fees low, which can make or break participation, especially for a first-time event.

Ever feel like all you do is research? Read THIS BLOG POST!

Step 4: Be Strategic About the Date

Your date affects everything.

We looked at:

  • Local schedules and seasonal work (like planting and harvest)

  • School events

  • Holidays

  • Shopping behavior

Hosting the event a couple of weeks before Mother’s Day can help guide what vendors might sell and gave shoppers a clear reason to attend.

Step 5: Start Early (And Reduce Stress Later)

We set our date five months out, intentionally avoiding the holiday rush. This gives us time to:

  • Finalize details without pressure

  • Promote to vendors first

  • Go all-in on digital marketing closer to the event

Good planning makes marketing easier...and way more fun.  And remember: PROGRESS OVER PERFECTION!

What’s Coming Next

In the next post and video, I’ll be sharing:

  • Vendor spreadsheets

  • Organizational templates

  • How we’re managing applications and communication

Not the most fun part, but it is necessary.

If you’ve ever even thought about hosting a craft fair, now’s the time to grab a notebook and start brainstorming. You might surprise yourself.

Subscribe to my YouTube Channel HERE, so you won't miss the next lesson!

Whether you decide to host a craft fair, vend at one, or skip them entirely, you deserve options.

Follow along with this Craft Fair Planning course to see exactly what goes into organizing an event and decide if it’s right for you.

Or, if in-person shows aren’t your thing, explore my “Business of Crochet” playlist for realistic ways to make money with crochet outside of craft fairs.

You’re allowed to build a crochet business that fits your life...not the other way around!

If you're feeling stuck and some help, read THIS BLOG POST.

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