How To Run a Craft Fair – A Guide for Event Organisers

Organising a craft fair is a fantastic way to support local makers, boost community engagement, and create a lively, memorable event. Whether it’s a fundraiser, seasonal market or part of a business initiative, a well-run fair can benefit everyone involved. But, it does take some thoughtful planning to get it right.

If you’re running one for the first time, here’s a practical guide to help you build something that works for stallholders and visitors alike.

Set Your Goals And Pick A Date

Start by thinking about what you want the fair to achieve. Are you raising funds, driving footfall, or creating an opportunity for local creatives to sell their work? Once that’s clear, you’ll be able to plan the event with more focus. This includes choosing a date that gives you (and your stallholders) plenty of time to prepare. Try to avoid competing with other major events in your area, and consider how the time of year might affect turnout and product selection.

Choose A Suitable Venue

Your venue sets the tone for the whole event. Whether it’s a church hall, community centre, huge events space or open field, make sure it has the essentials: enough space for stalls, easy access for setting up and packing down, toilets, and parking. If the space is indoors, find out if power sockets are available. A clear layout that allows for smooth foot traffic can make a big difference to how enjoyable the event is for both shoppers and sellers.

Recruit A Great Mix Of Stallholders

The mix of traders is what gives your fair its flavour. Aim for a variety of crafts, styles, and price ranges so there’s something for everyone.

When recruiting, provide clear information: what the cost is, what’s included in the pitch (e.g. table, electricity), what time to arrive, and any key rules or policies.

Ask for photos or examples of work, and don’t be afraid to say no to duplicate stalls, since variety is part of the appeal.

Plan The Layout & Think About Displays

As the day approaches, sketch out a layout that allows for flow, space, and easy access. Avoid creating dead-ends or squeezing in too many tables. Good signage is key too - clear signs help visitors find what they’re looking for and highlight special stalls or activities. Simple touches like branded sign holders, leaflet stands for maps or flyers, or display stands for announcements can make a big difference to how professional and welcoming your fair feels.

Encourage stallholders to make the most of their space with thoughtful, well-branded displays. Many crafters will appreciate a bit of guidance or inspiration, and pointing them towards our market and craft fair display guide is a great way to help them prepare. You could even offer extras like display stands and signage as part of the stall fee, or recommend where to buy them if they don’t have their own.

Promote, Promote, Promote

Good promotion is vital. Create a Facebook event or Instagram page, and post regularly with updates, stall previews, and reminders. Flyers in local cafés, schools and libraries can help you reach a different audience, and a quick press release to local media never hurts. Encourage stallholders to promote the event to their own audiences too, as they often have dedicated followers who’ll come along to support them.

Plan For The Day

A smooth setup on the day makes a huge difference to everyone’s experience. Send out a welcome email or pack with all the information traders need: setup times, where to unload, who to contact with questions, and any safety or logistical info.

Have volunteers or team members ready to help, and make sure signage is clear for visitors. A leaflet display is great for presenting flyers and brochures containing lists of the stallholders and a site map to make sure everybody knows where evereything is.

Make It Memorable

People remember the little touches. Whether it’s bunting, fairy lights, live music or a coffee cart, adding charm helps your fair stand out. Think about clear wayfinding too; signs for food stalls, toilets, or special areas make the experience smoother for everyone. Using quality sign holders and display stands keeps things tidy and professional-looking, and helps visitors navigate easily.

Free kids’ activities or competitions can also create a friendly atmosphere and encourage families to stay longer. The goal is to make the event not just functional, but enjoyable for everyone.

Follow Up Afterwards

Once it’s all over and packed away, reach out to your stallholders to say thank you and ask for feedback. What worked? What could be better? Use their insights to improve your next event, and keep them updated about future opportunities. If people enjoyed themselves, they’re far more likely to come back, and to spread the word to others.

Final Thoughts

Running a craft fair is about more than logistics. It’s about creating a space where small businesses thrive and creativity comes to life. With good planning, clear signage, and professional displays, you can build something that leaves a lasting impression on both visitors and stallholders.

Need help equipping your venue? From sign holders and leaflet stands to display stands that keep your fair looking its best, we’re here to help you run a smooth, successful event.