What It Really Takes to Prepare for a Craft Fair (From Our Hives to Your Home)
- 9 hours ago
- 9 min read
Dearest Sweet Readers!
We had our first vendor event of 2026 at the Finger Lakes Mall on Saturday, March 21. We hadn’t done this event before, so we weren’t quite sure what to expect. While we didn’t have the greatest location (there were 170+ vendors!), we still had a successful day and loved seeing familiar faces and meeting new friends.
This got us thinking… maybe our sweet readers would enjoy learning what it really takes to prepare for an event like this.
When you visit us at a craft fair, you see the finished table—jars of honey lined up just right, candles hanging, gift items ready to go. It all looks calm, organized… maybe even effortless.
But behind that table? Ohhh, there’s a whole lot more going on. 😄
We thought it would be fun to give you a peek behind the scenes at what it really takes to prepare for a craft fair here at Fingerlakes Honey Company. Over the years, we’ve developed a system that works for us (with a few bumps along the way), and we’d love to share not just what we do—but how you can do it too.
So grab your Lemon Bee Tea and get comfy. ☕🐝
📅 WHY DO EVENTS?
You might be wondering… why do events at all?
If you already sell online or have other ways of reaching customers, why go through all the time and effort?
The first obvious goal is to sell products (at the very least, to cover the cost of the booth fee and expenses). But vendor events are also one of the best forms of advertising. They get your name out there, help people connect with your brand, and give customers a chance to find you later—whether that’s on your website or social media.
Plus we love talking about our sweet ladies and their products. Having people ask questions and learn about honey bees is the best reward for doing these events.
🐝 Choosing the Right Event
When we find a vendor event in our area, the first question we ask is:
“Do we want to do this event?”
We consider things like:
Date and time
Entry fee
Expected attendance
Setup requirements
Location
If we decide to move forward, there’s usually an application and fee involved.
👉 Tip for You:
Don’t wait too long to sign up! Many events fill up quickly, and waiting can mean missing out—or ending up with a less-than-ideal spot.
🍯 It Starts Weeks (Sometimes Months) Ahead
Preparing for a craft fair isn’t something that happens overnight. We’re constantly planning ahead—thinking about what to bring, how much to make, and what time of year it is. Spring fairs look different from fall ones. Holiday shows? That’s a whole different level of busy. We try to anticipate what people will love, what we might be running low on, and what new goodies we can bring along.
We also need to purchase items—not just for our products, but for displays and setup too. For this past event, we upgraded to foldable 5-foot tables (much easier to transport!) and switched to sturdy stackable totes after realizing cardboard boxes just weren’t cutting it.
👉Tips for You
Don’t feel like you need to buy everything right away
Work with what you have and upgrade over time
Look around your home—baskets, boxes, and containers can work beautifully
🐝 Planning & Prep
Winter is a big beeswax production season for us. While the bees are tucked away, we stay busy. Tom spends hours melting and cleaning beeswax, getting it just right. Then Stacie takes over—pouring candles, creating ornaments, and turning that wax into something beautiful for your home.
At the same time, we’re blending seasonings, packaging honey, and working on new products and gift ideas. There’s always something in the works around here! Not only that, we have to make sure everything is labeled and priced to make it easier for our customers.
When planning for our events, we look at the time of year, the type of event, and what products make the most sense. Spring shows are lighter and fresh, while fall and holiday markets require a lot more inventory and gift-ready items.
We also take note of what sold well at previous shows and what people asked for but we didn’t have. That helps guide what we focus on next.
👉Tips for You
Start earlier than you think you need to
Think seasonally—what are people shopping for right now?
Keep notes after every show (this is gold later!)
Don’t try to bring everything—focus on your best sellers
🕯️ Inventory, Inventory… and More Inventory
One of the biggest questions we ask ourselves is: Did we make enough?
(Answer: we always hope so… but it’s a bit of a guessing game.)
We pack up jars of honey, candles, honey jams, dip mixes, ornaments, and all our other goodies—trying to strike that perfect balance between having plenty… and somehow fitting it all into the vehicle.
This inventory needs to be clearly labeled and priced. Most people don't want to ask how much something is, so having a price tag is really important. It is also good for any helpers you have that might not be familiar with all your product prices. We also create a master list of everything we bring—quantities and prices included—which helps both us and our helpers.
👉Tips for You
Make more than you think you’ll need (within reason!)
Clearly label everything—prices included
Test new products before bringing them to a show
Think about enlisting some helpers for your event- it will save your back and let you run to the restroom or fast food restaurant if needed.
PAST VENDOR EVENTS
🎪 Booth Planning & Setup
A lot of thought goes into how our booth looks. We want it to feel warm, welcoming, and easy to shop. That means bringing tables, displays, signage, and all the little touches that make it feel like us. And yes—there’s usually a moment where we’re rearranging things at the last minute thinking, “Does this look right?” “Should this go here instead?” (It’s a process. )
Because of the new items we got for this sale, we set up everything in a spare room. Then when everything was placed, we took pics and made a Master Set Up Sheet. Not only does it help with the nerves and chaos of setting up at the event, but if you have helpers, they have an idea of what to do. You'll become a set-up pro before you know it!
And yes… honey and jam are heavy. (Poor Tom’s back 😅) Thankfully, a hand cart makes a huge difference!
👉TIPS FOR YOU
Use different heights (crates, shelves, risers)
Make your prices easy to find
Keep it uncluttered—less really can be more
Add small touches that reflect your brand
Set up for your first event by using a spare room or table to at least get an idea of how your products will look. Take photos so on the day of, you can focus on the customers instead of where to put your items.
If possible, walk around the event and look at other vendor tables that you like. You'll get some great ideas!
A hand cart or wagon can be very helpful in some cases.
💳 Sales Essentials
We make sure we’re ready for however customers want to pay—cash or card. Having small bills and change on hand is a must, and we keep things organized so checkout is quick and easy.
We also bring bags and packaging so customers can carry their purchases comfortably.
We have found that having a designated spot for check-outs is really helpful, whether it be an open spot or a separate check-out stand. People are able to set their items down and rummage through their purse or wallet. It also makes a great place to set up business cards and sign-up sheets.
👉TIPS FOR YOU
Always bring change (you’ll need it!)
Have a backup payment option just in case
Make checkout simple and quick
Don’t forget bags or wrapping
🚗 Packing & Day-Of Prep
The day before is what we lovingly call “organized chaos.”
We double check everything carefully, including our lists, and load the vehicle strategically. We pack tables and setup items last so they’re the first things unloaded. That way, we can get those set up first and a helper can start arranging.
👉TIPS FOR YOU
Use a checklist (it saves you every time)
Pack your vehicle strategically
Bring snacks and water—you’ll thank yourself
Dress in layers, especially for outdoor events (weather can change fast!)
🏷️ After the Sale
We pack up and come home. Stacie uses the Master Inventory List to check what items were sold and figures out home much profit we made. We then use that same list for future event planning.
We also talk about what went well and what needs improvement for the next sale.
👉TIPS FOR YOU
Calculate your sales
Talk about things that would make the next sale even better
Decide if that even was the right fit for you
💛 Doing It All A Little Differently: STacie's StoryThere’s another layer to all of this that we don’t always talk about—but it’s a big part of our reality. Living with chronic health conditions like Upper Cervical Instability, Postural Orthostatic Tachycardia Syndrome and Mast Cell Activation Syndrome means time, energy, and consistency can look a little different for me. Some days are productive and full of momentum… and other days require rest, slowing down, and adjusting plans. Because of this, preparing for a craft fair takes extra intention. Tasks get spread out over longer periods of time, I prioritize what has to get done, and I’ve learned to give myself a lot of grace along the way. And then there’s the part that’s hardest to say—I’m not able to attend the craft fairs. Between sensitivities and reactions (especially to fragrances) and the need to rest and lay down when my body says so… being there in person just isn’t something I can do right now. Bee-lieve me, that is difficult on so many levels. Thankfully, Tom and our amazing family of helpers take over on show days—handling all the heavy lifting, setup, and sales. We truly couldn’t do this without them. But I’ll be honest… it’s really hard. After putting so much into the planning and details, not being able to participate in the very best part- meeting and talking with all of you about our “beeness”- is something I deeply miss. 🌿 Craft Fairs with a Chronic Illness: Our “Do What You Can” ApproachOver time, we’ve found ways to make it work for us, even if it looks a little different:
It may not look like everyone else’s process—and that’s okay. 🐝 Still Part of Every TableEven though I’m not physically at the booth, I’m still part of every single table. Every candle poured, every jar filled, every label placed—it all carries the same care and intention. So when you stop by and see Tom and our helpers there, just know… I’m there in spirit (probably horizontal 😄), cheering it all on from behind the scenes. |
Wrapping It All Up
Preparing for a craft fair is a mix of planning, hard work, creativity, and—let’s be honest—a little bit of chaos too. But at the end of the day, it’s all worth it for those moments of connection, conversation, and sharing what we love with all of you.
Whether you’re a fellow vendor getting ready for your next show or someone who just enjoys seeing the behind-the-scenes of farm life, we hope this gave you a little insight into what goes into every table we set up.
And if you’re preparing for a craft fair yourself, we’ve made something just for you…
👉 Grab our free Craft Fair Prep Checklist here: Digital Download Page
It’s a simple, organized guide to help take some of the stress out of getting ready—because we all know anything that makes life easier is a win. 😄
Thank you for being part of our journey, supporting our small farm & busy ladies, and cheering us on (even when I’m cheering from the sidelines!).
We hope to see you at a show soon—and don’t forget to say hi to Tom for me—I love hearing your stories after the show! And that means more than I can put into words. 💛
We'd love to hear your tips on preparing and running your vendor booth. Let us know in the comments below.
Until Next Time- Stay Sweet!
Tom and Stacie
Tom and Stacie, are co-owners of Fingerlakes Honey Company located in the bee-utiful Fingerlakes region of New York State. When they are not tending to all things bees, they enjoy spending time with their grown children, their dog, and lots of chickens on their homestead. They love learning more about the bees they foster and helping others to learn more about them as well.
NEW PRODUCTS WE MADE OVER THE WINTER MONTHS
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