Indoor Pop-Up Essentials: 10 Items Every Vendor Should Have

Since starting my  small business and becoming a regular pop up vendor at a variety of markets, festivals and conventions, I've learned some important lessons on how to become a profitable and successful pop up vendor. I'm proud to say that my booth is often one of the more popular booths at the events I attend, and I believe it is because of the attention to detail and marketing decisions I make for my small business, on top of offering quality products. In this blog post, I'd like to share some of the top 10 must haves for small businesses when selling at a pop up event (specifically for indoor events)!

1. Company Signage

When I say signage, I would say definitely have the following types of signs for your small business:

• Company Signs or Banners: Have a sign that can be seen easily from afar that shows off your Company name, logo, and/or tagline. This is because in this day and age of increased social anxiety and technology, people don't always want to engage directly with your booth right away, because it means there has to be some sort of social commitment. By being able to see what your booth is all about from a safe distance away, the consumer can decide before they approach you to look at your products or services. I recommend a banner that can be seen above your booth either on a banner stand, or somehow displayed to be shown clearly from afar. Just make sure it is higher than you and your table (you don't want to block the view if you or customers are standing in front).
  
• Having a table runner sign with your logo in front is nice, but once people are standing in front of your table, no one will be able to see it. I often see people who only set up their tables with just the table runner as a way to show their company signage--it looks nice, but the ability to use height to your advantage in your display is crucial to standing out above the rest (so long as the event organizers allow it and you aren't obstructing the view of other vendors).
  • PRO TIP: Make sure your sign text and logo is legible, clear and has good contrast in color so that it is eye catching and easy to understand right away!
  • Get at least a 6ft wide banner by 1-2 ft" tall. Most events will provide at least a 6ft space for a 6ft table. If you plan on doing outdoor events, you can also use this banner on your tent! Just make sure to print on outdoor safe UV proof materials so you can use it for both indoor and outdoor.
  • If you can squeeze in a website, social media handle, or QR code, even better!​​​​

Heavy Duty Backdrop Stand with Base, 10ftx10ft Pipe and Drape Stand Adjustable Metal Frame Photo Back Drop Stand with Carrying Bag

I use this one--I like that the weights on the bottom of the legs are flat because a lot of the other backdrop stands have a three pronged triangle leg that often poses as a tripping hazard and takes up valuable space behind your table. This can be difficult when there is limited space at an event. These often have sections so you can make the stand as wide as you need it (it doesn't have to be 10ft, but it can get that big if you need it to be).​

US Weight 40 Pound Canopy Weight Set of 4 and Carry Strap with No-Pinch Design - Easy Installation and Removal to Secure Tents, Canopies, and Umbrellas at Outdoor Events

​For extra stability, you can place these weights around the poles of the backdrop stand. I don't always use them for indoor events, but I have them to use for my 10x10 outdoor tent when I do outdoor events as well.

2. Payment Method Sign

Make it easy for customers to pay you by having a visible sign that clearly lists all the payment methods you accept. The more options you offer, the fewer sales you’ll miss out on!

Interestingly enough, sometimes I have customers that automatically assume I only accept cash and are hesitant to make a purchase because they only have a credit card or digital payments, (even when I have my payment methods sign clearly posted!), and they will still ask me if I accept card. When I tell them I do, they visibly look relieved and are then able to make their purchase.

While some vendors may have personal reasons for not accepting certain payment methods, the reality is that setting up services like PayPal, Venmo, Zelle, and other digital payment platforms is quick and simple. Providing multiple payment options isn’t just about convenience—it’s about creating a seamless and positive customer experience. When a customer is ready to buy, you don’t want payment limitations to be the reason they walk away empty-handed.

• Some things to consider:
  • ​I often see younger audiences (high school and college age) prefer Venmo and Apple Pay
  • Zelle has no fees!
  • If you get the Square Card reader, it accepts most credit cards, debit cards, as well as Google Pay, Apple Pay, CashApp, etc.

• PRO-TIP: Include VISUALS like icons or credit card symbols and other payment method logos in your payment methods sign--these catch people's eyes faster and gets the message across that you accept more than 1 payment method.

Acrylic Sign Holder 4x6 Inch, 3 Pack Sign Holders Vertical , Double Sided Display Clear TableTop Sign Holder

These 4x6 acrylic sign holders are a good way to show case your payment methods, or any kind of signage on your table, whether it be pricing, social media and contact info, or more.

3. Card Reader

While cash is great, most people nowadays don't carry a lot of cash on them and prefer using credit card or contactless payments through their phone or Apple watch. I always ask each customer how they would like to pay, and I've found that most folks prefer to use digital payments. 

Never miss an opportunity to capture a sale by not being able to process credit cards or contactless payment methods. I use a Square Card Reader to process anything from credit cards, debit cards, to Google Pay, Apply Pay, etc. Additionally, I also set up business accounts to accept payment through Venmo, Paypal and Zelle.

4. Price Signs

• Price Signs: This is a personal opinion of mine, but I believe in transparent pricing and making the shopping experience easy for consumers. By providing signs that tell the cost of an item, it helps customers figure out whether or not they want something without needing to ask for the price of every item in your booth. ​
  • PRO-TIP: Make price signs for each item--do not create a "menu" price list--because people will either skim over it, or be too lazy to read through it if the list is longer than 3 items. Being straightforward, concise, and easy to read is the best way to get your information across without overwhelming the customer. 
    • Imagine when you go to a restaurant and their menu is 5 pages long and every page is filled with 20+ options? It becomes overwhelming and you might have a hard time deciding on what to order. (Not to mention, it will take forever to read through every option!)​

Clear Sign Clips on Merchandise Display 12 Pack Plastic Label Pop Clips on Sign Holder Shelf Double Sided Swivel Price Tag Clips on Clothing Rack Signs Rotatable Menu Clips for Sale Retail Display

I use these clips for displaying my pricing. I like that there is an adjustable clamp arm that allows me to move the sign and the clip can easily attach to my product displays.

NIUBEE 4x6 inch Wall Mount Acrylic Sign Holder with Double Sided Adhesive Tape for Office, Home, Store, Restaurant, No Drilling - Horizontal (6 Pack)

To protect my pricing signs, I print them out on cardstock and slip it into these acrylic holders. I then use the clear sign clips to hold the acrylic sign holders. It makes a clean and polished, professional appearance for my signs, and also protects them from the elements when I am outdoors, or from any stains or spills from customers with food and drinks.

• I see a lot of businesses that have items often requiring someone to inquire the price so that in turn, the sales person can engage the customer in making the sale (typically because the item is expensive)--however, for the majority of people attending craft fairs, festivals, conventions and markets, they are unlikely to be the type of audience that go out to these events looking to spend a large amount of money, and are more likely to go to luxury shops and boutiques for that purpose. One might say that different venues and locations attract different audiences. 
• This is not to say that your art, products, or services should be sold "cheaply"--but you also have to consider whether your work match the kinds of markets and events you are applying to in order to make sure it's worth your time. If for instance, your art is valued at more than $$$-$$$$$, then the markets and shops you represent yourself in should be geared more towards patrons that are looking for high end art. If you vend at an event whose target audience typically spends only $-$$, then you might not being making the sales you are looking for. 

5. Folding Tables & Chairs

Depending on your needs, I recommend investing in at least one standard 6 foot folding table and one 4 foot folding table. You never know what your space allotment is for events, although most events will do 6 foot folding tables at the minimum. I've always found that having a 4 foot table on hand is good just in case you are assigned a corner spot and can utilize another small table on the side to showcase your wares, or even just to use on the side as a check out table, or for any extra necessities you may need access to while covering your random junk in and behind your setup. Also, make sure to bring along a folding chair or bar stool of some kind, so that you don't have to be on your feet the entire time and take breaks!

I recommend a tall director's chair so that you can be at eye level with consumers--typically if you use a regular folding chair or lawn chair, you will be sitting at a lower height and customers will either assume you are unavailable or not willing to engage. This can make you seem inaccessible and off-putting to some, so an eye level chair may relieve the stress of standing on your feet all day, and also allow you to interact with customers comfortably!

Makeup Artist Chair, 41'' Foldable Tall Directors Chairs w/Side Table Cup Holder Storage Bag and Footrest, Portable Makeup Chair, 400LBS Load Capacity, Black

I like this one because it is wide enough and comfortable, it is tall enough to be at eye level, has a side tray for snacks and a cupholder, as well as a carrying bag for easy portability!

6. Table Covers

I cannot stress this enough, but get table covers. There's nothing that screams unprofessional as a bare folding table to make your business look janky AF. I have seen folks use old folding tables they lugged out of their basement, covered in dirt, dust, crayon marks or paint, and then assume no one can see it when they put their products on top to sell. 

We see it. Everyone sees it. It's NOT a good look.

I recommend either a nice table cover that reaches the floor in the color of your brand colors, or a fitted table cover. If an event is nice enough to provide tables for you, you never know if their tables are presentable or not--plus, having a table cover makes your setup more cohesive and professional, while hiding extra inventory and storage boxes underneath the table too. Also invest in clips or something to help pin the table cloth down or into the table to prevent excess cloth gathering on the floor.

Fitted table covers are nice in that they wrap around the table legs--they also do not billow in the wind if you are outdoors, and won't be a trip hazard for your customers too. I once saw someone trip on a tablecloth that wasn't pinned down to a vendor's table, and then EVERYTHING on that table came flying off when the customer's foot snagged and tripped, bringing everything down with them. Yikes!

Obstal Black Tablecloth Fitted for 6ft Rectangle Table - Water Resistant Polyester Table Cover for Indoor/Outdoor Use, 72x30 inches

I like these fitted table cloths that just reach the floor--no extra fabric lying around or bunching at the bottom. It looks sleek and clean! These have a lot of different color options too, not just black. I have pink ones that match my brand colors, and they stand out way more than just black table cloths. Don't forget that a table cloth color unique to your brand will also help you stand out from other vendor tables!

7. Business Cards

Some folks might debate me on this as an unnecessary expense, but I see business cards as a must have. Despite advancements in technology, there are still A LOT of people who ask for business cards. Sometimes having a physical reminder is a good thing, because they will have it in their pocket, on their counter or desk, and seeing it will remind them of you and your business. 

I stuff business cards into my online orders as well as in the bag of each purchase, to make sure that a customer can always find me later if they need to. Sometimes someone might not be able to purchase something from you right away, but they want to keep your business card for a future purchase. Or, they might have a friend or family member that might be interested in your items or services, and they can give your business card to them. Some folks just like to collect business cards. Whatever their reason, it is a way to expand your reach to potential customers and to remind them of what you provide and what makes you special.

In marketing, sometimes it takes at least 7 touch points before a customer decides to make a purchase. They might see your business card, an ad, a blog post, a social media post, a sign or poster somewhere, etc before taking action and going to buy something from you. Your business card is a touchpoint that may be vital to making a sale or connection with a customer!

I like to get my business cards printed with these printing companies:

• moo.com
• gotprint.com
• vistaprint.com​

PRO-TIP: Sign up for their company email newsletters or follow their socials--that way when they have discounts and sales on business cards or other marketing materials, you will get notified of them and you can save money when making these purchases for your small business!

8. Shopping Bags

Providing shopping bags may seem like a no-brainer when it comes to being a retail business, but here are some other things to consider when it comes to providing shopping bags to customers:

• You want to provide good customer service, and that includes that "delivery" or "packaging" of your goods. Not everyone goes out with a reusable shopping bag in their pocket or purse, so providing a bag helps keep their purchases together and creates an all encompassing "positive" experience for your customers.
• It is another marketing opportunity! Not only can you toss in your business card, or a thank you card for supporting your small business, but you can even customize your shopping bags for your store so that it is immediately recognizable. 
  • Your custom bag can look very different from other bags that other small businesses offer--people will see it stand out amongst the rest and if it's cool or cute enough, they might want to find out where that cool bag came from
  • It doesn't have to be costly--you can put a custom sticker with your company logo on the bag, or even stamp your company logo on it with a reusable, self inking stamp. You can get custom self inking stamps from places like rubberstamps.com or vistaprint.com
  • You can offer different style or different size bags based on the types of items or purchase amount. For instance, if your customer only has a couple of small items, you can provide them with a smaller bag. If they have many items, you can offer them a larger one. If they have a very large purchase with many items, you can even provide a very specially designed bag that can be eye-catching and "rewarding" for their large purchase. This adds to the customer experience and makes customers happy!

9. Batteries or Power Banks

I am a creature that cannot survive without the comfort of electricity. I've also learned that sometimes, my phone dies quickly. Having batteries and power banks have saved me on more than one occasion, and they can be used to enhance not only your own experience as a vendor, but for customers as well. 

• Charging your phones: I use my phone for accepting digital payments, for tracking sales, for research, for keeping me sane during slow moments, etc. Keeping my battery charged and ready keeps me from getting anxious, and ensures that I can stay prepared and ready for my day out as a vendor.
• Temperature control: I am the type of person that stresses out and overheats easily. Or if an event has no AC, or if there are just too many people in a space. This can lead to me getting gross and sweaty. This is not fun for anyone--I get easily irritated, customers see me and will probably avoid me, not good! We invested in RYOBI battery packs and converter to attach fans to them, and they have been a lifesaver for keeping me cool and comfy. 

Upgraded 3600mAh Replacement for Ryobi 18V Battery (2-Pack) with Charger Combo Compatible with Ryobi 18V ONE+ Battery 3.6Ah 

These are the batteries and charger we use to power the clamp fan and our phones--we charge it the night before an event, and they will last pretty much the whole day or two days even, and if you do somehow run out, you have one back up to use. 

RYOBI RCF18-0 18V ONE+ Cordless 10cm Clamp Fan

These clamp fans are great because I can clamp it to the table or to my chair to provide air flow and cool myself or my customers down!

200W Portable Power Inverter for RYOBI 18V Battery, 150W Inverters Generator Power Source for Ryobi 18V Li-ion Battery w/ 2 USB&LED Light&AC Outlet

This is what we use to plug in our phone cords via USB or Type C cords. You can use it to charge up your credit card reader or whatever other devices you need to charge.

10. Wagons

Wagons are one of the most popular ways to transport your items from your car to the show. I've also invested in a few Hulken Bags, and they can store a lot of my items easily as well! However, I still keep a wagon on hand for when I also need to bring tables and chairs because they can be pretty heavy. 

Sekey 48''L Collapsible Foldable Extended Wagon with 440lbs Weight Capacity, Heavy Duty 300L Folding Utility Garden Cart with Big All-Terrain

This wagon folds up nicely, and also has more capacity and durability to hold heavy items/more items to reduce the number of trips you need to make back and forth to your car! The large wheels on this wagon are also good for uneven paths, where carts that have smaller wheels can get stuck or even fall over.  

Large, Black Reusable Rolling Tote & Rolling Shopping Bag with Wheels - Wheeled Tote - 66 lb Limit

Because I have a lot of stuff, I use large Hulken bags to schlepp all my stuff around. When I have events where tables and chairs are already provided, I put all my stuff into the Hulken bags and just wheel them in with me in one trip and I'm ready to go! They are sturdy and hold a LOT of stuff. The investment is worth it!

Summary

If you've gotten this far, congrats! Being a small business owner/pop up vendor isn't the easiest job in the world, but at the end of a long day of vending, it can be very satisfying--and if you prepare yourself adequately, it'll be fun and hopefully successful too!  Now of course you do not HAVE to buy any of the items if it isn't a fit for you and your business, but these are simply recommendations that I have found works for me!

Here's a list of the 10 Items Every Vendor Should Have for indoor pop up events:

1. Company Signage - for visibility
2. Payment Method Sign - for accessibility
3. Card Reader - accessibility & customer experience
4. Price Signs - transparency, trust-building, & customer experience
5. Folding Tables & Chairs - essential
6. Table Covers - professionalism
7. Business Cards - marketing touchpoint
8. Shopping Bags - customer experience & marketing touchpoint
9. Batteries or Power Banks - self preparation, comfort & preparedness
10. Wagons - ease of transport

I hope this blog post is helpful and if you have any questions, or if there's other topics you'd like me to cover, let me know in the comments!

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