How to organise a craft fair

What to consider when organising a craft fair

1. The where and whens

The first obvious aspect to consider is where you want to hold your fair, and on which date. Craft fairs are usually held on weekends and can last for a couple of hours or anything up to a week. Factors to consider when looking at a date and venue include the number of exhibitors you expect to have, whether the fair will be outdoors and the number of visitors you are hoping to attract. If this is your first fair, you might want to start small, perhaps utilising a small, inexpensive space such as a church hall or community centre. If you’re planning on running a larger event, you might be looking at marquees or conference centres as possible venues. Whichever location you choose, you will need to ensure it is suitable for the number of stalls or tables you wish to have. 

2. Budget effectively

While your main focus will be ensuring your craft fair is a hit with visitors, you will also want to manage costs effectively so the event doesn’t leave you out of pocket. The main costs are likely to be centred around marketing and venue hire, but you will need to consider other expenses too depending on the size of your event, such as refreshments, hired staff, signage, etc. You will then need to establish how much you want to charge stall holders per table - this is where it pays to do your research to establish the going rate. If it is your first event, it may be worth considering charging slightly less to attract more crafters, especially if you are looking to organise similar shows in the future and want to build up a strong network of vendors and exhibitors.

3. Finding Stallholders

Once you have established a date and venue, it’s time to find some exhibitors to run stalls at your fair. If you are already part of a craft group, this may be a straightforward exercise, but if you’re looking to attract a number of crafters from elsewhere, a little more legwork will be required. Reach out to craft groups on social media or ask crafters you already know to spread the word, ensuring you’re clear about the type of craft fair you are running, and its purpose and goal.

4. Market your craft fair

Getting the message out about your craft fair or craft show can be hard work, but very rewarding if you put the time and effort into marketing it properly. Organisers should use all the social media platforms at their disposal, such as Facebook, Twitter, Instagram and TikTok. If your budget allows for it, you could consider advertising in local publications or on community radio, or print posters/fliers and distribute in local community centres, libraries, shops, etc. The more you invest your time (and in some cases, budget) in marketing your event, the more people you will reach, potentially leading to more attendees.

5. Complete a risk assessment for your craft fair

Now that you have your venue, date, budget, exhibitors and advertising sorted, you will need to consider conducting a risk assessment for the big event to identify potential hazards. This is an important task that should be completed with due care and attention at the point where stalls are set up but attendees are not yet on site. The process for undertaking a risk assessment is as follows:

• Identify any potential hazards in the venue

• Once you have identified the potential hazards, record how these could cause harm and who might be affected.You can also set different levels of risk (red, amber, green).

• Identify preventative measures that can be put in place to mitigate each risk.

• Record and review your findings.

• Ask another organiser (if available) to review your risk assessment

• Don’t forget to ensure all organisers, staff, stallholders and crafters have a copy of the completed risk assessment.

Do I need public liability insurance for a craft fair?

While public liability insurance is not a legal requirement at craft fairs, most venue owners will insist you have it before allowing you to use their property. If, for example, an attendee at the fair is injured, you could end up facing considerable legal costs if a claim is made against you. Similarly, if the venue in which you are running the craft fair is damaged and you are found to be liable, this could lead to lengthy legal proceedings, leaving you financially vulnerable. While we all hope any fair we organise will run without a hitch, it’s good to have protection in place. Public liability insurance can help protect you should the worst come to the worst, covering you for the following:

• Accidental bodily injury to a member of the public

• Accidental death of a member of the public

• Accidental damage to third-party property

• Accidental loss to third-party property

Here at Event Insurance Service, we have Craft Fair insurance policies tailored specifically for organisers, stallholders and crafters. Our Craft Fair insurance can also cover you for:

• Employers Liability - covers you for any legal claims which arise as a result of injury to anyone working at your craft fair, paid or unpaid.

• Event Equipment Cover - covers you against any loss, theft or accidental damage to hired, leased or owned event equipment for which you are responsible.

• Event Cancellation or Abandonment Cover - covers you for any irrecoverable costs associated with the cancellation or abandonment of your craft fair. 

• Adverse Weather - provides cover if your craft fair has to be cancelled due to severe or adverse weather.

Final thoughts

While we hope we have provided some useful guidance on how to organise a craft fair, it is always wise to expect the unexpected. Our policies are designed to give you peace of mind when things don’t go according to plan, allowing you to focus on what’s really important - running a fun and successful craft fair! Whether you’re hosting a one-off fair or multiple fairs, our team of specialist advisors can help find the right public liability policy for you. Contact us today to find out more about what we can offer.