Craft Fair Checklist for Candle Makers

A good craft fair day is settled the week before. The checklist has two parts: the paperwork and rules that decide whether you can sell at all, and the things you carry. CandleScience and Craftybase both publish market checklists, and this guide pulls the candle-relevant parts together. I am a candle maker, not a lawyer or an accountant, so check permits and tax with your state.

What do I check before I sign up?

CandleScience lists these questions to settle before you pay a fee:

• Is the event indoor or outdoor, and are tents required? What is the weather policy?
• What are the start and end times, and the set-up and break-down windows?
• How many people came last year? Ask the organizers if the figure is not published. Attendance affects how much you bring.
• How big is your space? CandleScience gives tables of six to eight feet up to booths of 8 x 8 feet to 10 x 15 feet and larger, and says fees often follow the space size.
• What does the event supply (tables, shelter, electricity), and what must you bring?
• Are insurance and a license needed? CandleScience says many events require vendors to carry insurance, and some towns require a business or selling license.

I would add one question of my own: are lit candles allowed in your booth? Organizers may have fire rules, so ask before you plan a display around a flame.

What about sales tax and permits?

Rules differ by state, and I did not find one federal rule that covers every fair. The SBA says the licenses and permits you need depend on your business activities and location, that fees vary, and points you to your Secretary of State's website. For tax, the SBA says to check with your state Department of Revenue to see whether you need a state tax ID number. Ask the organizer what paperwork it wants from vendors.

CandleScience says to decide whether to add sales tax on top of your prices or include it in them, and that backing tax out of the price makes whole-dollar cash handling easier.

What do I pack?

Here is a combined list from both guides:

• Candles: your stock, with the warning label and product label on each one. Our label guides cover what goes on them. CandleScience says to include unlidded candles for shoppers to smell.
• Display: a table, a covering that reaches the floor, shelves or risers at different heights, and signs for your name and prices. Craftybase also lists clip-on lights, duct tape and binder clips.
• Price on every item. Craftybase says to put price labels on everything.
• Payments: a cash box with change, a card reader (CandleScience names Square, PayPal and Shopify readers), and QR codes for apps such as Venmo, CashApp or Zelle. Craftybase says to test that your reader connects to your phone before the day. For cash, it says to have at least $50 to $100 in small notes and coins.
• Checkout: bags, tissue, business cards, candle care cards and stickers.
• Sales tracking: an inventory list and a tally sheet or a point-of-sale app.
• Moving it all: CandleScience suggests plastic totes or the boxes your containers came in, bins and a collapsible wagon. It warns not to make totes too heavy to lift.
• You: comfortable shoes, water, food, layers, and a helper if you can, so someone can take a break.

Worked example: does the day pay?

These numbers are examples. Say your booth fee is $75, travel is $20 and bags and tissue are $15. That is $75 + $20 + $15 = $110 in costs. Craftybase says to compare revenue against all costs, including the pitch fee, travel and packaging, to see your real profit.

A candle sells for $22.00 and costs $6.50 with packaging. Left after materials and packaging: $22.00 - $6.50 = $15.50. Candles to cover the day: $110 / $15.50 = 7.1, so you need 8. Check: 7 x $15.50 = $108.50 (short), 8 x $15.50 = $124.00 (covered).

Now say your $22.00 price already includes 7 percent sales tax (an example rate, your area sets the real one). The price before tax is $22.00 / 1.07 = $20.56, so the tax is $1.44. Left after materials and packaging: $20.56 - $6.50 = $14.06. Candles needed: $110 / $14.06 = 7.8, still 8. Check: 8 x $14.06 = $112.48. The point is that the tax is not yours, so work from the pre-tax price.

Common mistakes

• Signing up before asking about insurance, power, rain and set-up times.
• No sales tax plan.
• No price on the candles, so every shopper asks.
• A display with no unlidded candle to smell.
• Not testing the card reader at home.
• Never counting stock afterward, so you do not know what sold. Craftybase says the 10 minutes after a show ends are worth more than most makers realize: note best sellers, slow movers, comments and the final count.

Questions

Do I need insurance for a craft fair?

CandleScience says many events require it. The Craftybase checklist I read does not list it. Ask the organizer, and ask your insurance agent what your policy covers. I am not quoting a price here because I did not open an insurer's page.

Should I run a special?

CandleScience says specials are optional, and to base any offer on your prices, stock and margins. Its examples include bundles, a free item after a spending amount, and free samples such as tea lights. Check the math first so the deal does not cost you the profit.

Can I do a trial run?

Yes. CandleScience suggests packing your vehicle and setting up your display at home first, to see what fits and how long it takes.