Ultimate Pop-Up Vendor Checklist: Never Miss a Thing!

Planning your next pop-up event? Exciting times ahead! Pop-up events are a fantastic way to showcase your products, connect with customers, and create memorable experiences. However, with so much to organize and remember, it's easy to overlook important details. That's why we've created this vendor checklist to ensure you're all set and ready to sell!

This list was made with the help of the most amazing small business owners, passionate founders and community-forward people, so if you see any brand mentioned here - please feel free to check them out, give them a follow, and let them know you appreciated their advice by commenting a green heart on their last Instagram posts!
If you want a downloadable and printable PDF version of the list below, please click HERE.‍

Let’s get started.

First of all, find out from your pop-up organizer if they provide these items. If not, be sure to bring them with you:

Table 

Foldable chair (any chair)

Portable power outlet (if not provided) - an invaluable advice given to us by Studio For Keeps (Instagram: @studio.forkeeps). Prices for portable power outlets vary from $120 CAD to $750 CAD as per our search on Amazon, and we’ve found This light power outlet with two up to 600W AC Outlets that could cover your lighting and charging needs at the pop-up.

Extension cord - in case power outlet is far away from your table, Here is a highly rated 10ft extension cord from Amazon.

Lighting (if it’s a darker or night market and/if they don’t have enough lighting) 

Your brand checklist:

Table set up/Display items - how would you set up your table and display your products? Are there enough trays or other showcasing material?

Jen from JJJ Crochet (Instagram: @jjjcrochet) advised us to place the items at different heights to showcase all the products and maximize space.

And, Victoria, a founder of cozy apparel & stationery at Torly Creative Co, (Instagram: @torlycreativeco), kindly shared her favorite shelf for your display needs, find it Here.

Printed QR Code - don’t lose customers that are not just ready yet to buy! Connect with them by directing to your Instagram or your website through your QR code. You can use this free QR code generator here: https://www.qr-code-generator.com/ (Clover Spaces is not benefitting from directing you to this site).

Pricing display - if you have few items, you can save time by printing A4 format paper with all your prices OR you can print prices for each category on the table to increase visibility. Another strategy could be incentivizing customers to initiate conversations with you by asking your prices and telling them more about your unique brand over a quick chat. This strategy can be used for a higher priced items as it requires more convincing to sell a higher priced item. Also, remember to figure out how you are going to attach pricing to the table prior the pop-up, is it with the tape or put it in a standing frame? Maybe use a board like This? 

Table cloth and other decorations - if your table would be outdoors, make sure to bring some weights to fix your table cloth in place in case of wind.

Inventory - make sure your table doesn’t look empty, so try to fill up your space with inventory or other decorations.

Container for extra inventory - if you think table space is not enough 

Business Cards - those can be QR codes to your site or Instagram, or your personal information in case someone is interested ordering in bulk or buying later on.

Promotional Offers - consider offering special promotions or exclusive deals to attract customers or even freebies for their email sign up or Instagram following.
Your logo/company name - even if it’s printed on a piece of paper, make sure to have it somewhere on or next to your table so customers can find you later on or recognize you at the next event.

Payment options - if you are accepting cash - make sure you have enough change. If you have a payment device - make sure it’s charged and ready to go. If you are accepting e-transfers- print your email so you can save time on typing it out for your customer. 

Shopping bags

Your personal checklist:

Bottle of water

A bag for your trash 

Some snacks
Portable charger for your phone/tablet that accepts payments
Hand Sanitizer 

Pens/Markers (if price tags fly away or you’d want to write down something quick) 

Enough storage on your phone to create content for your socials - maybe save some songs in your favorite folder to make your content creation at the market way faster.

Sweater if you are going to get cold or a t-shirt underneath if you are too hot 

Insurance - something to consider getting if your items get stolen or damaged. Coffee spills happen, small thefts can also occur, and things fall from the table and get broken - so make sure you are prepared financially and emotionally for the unforeseen circumstances. 

Do you want to share your vendor experience or other business knowledge, useful to fellow vendors? We’d LOVE to feature you, just send us an email inquiry to contact@cloverspaces.com mentioning “blog feature” in the subject line and let’s chat! 

Clover Spaces emphasizes the critical need to authenticate pop-up organizers before initiating any payments. If you are uncertain, feel free to reach out to us at contact@cloverspaces.com with a subject line “Verification Request” for assistance in ensuring the organizer's legitimacy. Your trust and security are paramount to us and we're here to help you navigate your pop-up journey with confidence.

Disclosure: As an Amazon affiliate, we may earn a very small commission on qualifying purchases only.