Supplies Needed to Vend at an Outdoor Event

If you are new vending or could use some tips, scroll down for a complete list of what’s needed to sell at outdoor events.

10×10 Shade Structure: 

  • For outdoor events, shade structures are a must.
    • Pay attention to your structure’s measurements. Most event booth sizes are 10×10. 
  • EasyUp type structures work well.
    • Available at big box stores and home improvement stores.
  • Make your own structure using:
  • For 10×20 and larger, order complete DIY kits at Black Rock Hardware.
  • Wind Safety:
    • EasyUp shade structures behave like a parachute in windy conditions and can be lifted up by wind, so take precautions.
    • Use cargo ratchet straps or heavy rope, weights, sandbags or simply 5-gallon buckets to fill with water.
    • When securing your structure, place weights at each leg. Anchor the weight to the TOP corner of the structure with straps or rope so it’s taught. 

Folding tables: 

  • You’ll need tables for your product, as well as a ‘front desk’ where you process sales.
  • Folding tables are available in 8′, 6′ and 4′ rectangles and 3′ squares or rounds.
  • When acquiring tables, determine what size will fit in your vehicle.
  • Find at Home Improvement stores or online.

Folding Chairs:

  • Bring sturdy comfortable folding chairs
  • Bring one for yourself and one for your helper or visitors 
  • Find at Home Improvement stores or online.

Table Cloths: 

  • For a professional look, acquire enough table cloths to cover the tables to the ground, so you can store bins under the table. 
  • Choose a color theme for a cohesive look
  • Find these at thrift stores in the Home Linen department. Bed sheets make great tablecloths.
  • If leaving your booth overnight, bring more linens to cover up booth.
  • To secure tablecloths to tables:
    • Use large Binder Clips to attach underneath the table
    • Or grommet the corners of the tablecloths and secure them with bungee cords underneath the table. 

Fixtures: 

  • Obtain fixtures such as:
    • Wood boxes, bins and blocks to hold product or use as risers
    • Hanging fixtures:
      • Light chain, metal poles and S-hooks to hang from your structure
      • For a wall of hanging space, use a metal grid that can be secured to your structure
    • Clothing Racks;
      • Lightweight racks that can be disassembled are available online. 
      • Create sturdy clothing racks using custom sized metal poles and joiners, these can be disassembled for transport. Joiners available online at Yuba Bargain Warehouse.

Storage Bins: 

  • Invest in sturdy modular flip-top storage bins for your product and gear.
    • Uniform sizes make it easy to pack and stack. 
    • Flip-top bins are sturdy and can be closed securely with zip ties. Bins with removable lids work, but the lids can get lost, damaged or come off in transit. 
    • Available at home improvement and some big box stores
  • When packing, label each bin using wide masking tape and a sharpie. Labels are easily removed and replaced.
  • Bins can also be used as risers. .

Power- If you require power:

  • Ask the event planner if it’s available to you, and communicate what you need power for. 
  • Bring a 25’ grounded extension cord and a power strip. 
  • If you need to provide your own power, look into purchasing a Battery Bank.

Signage, Pricing & Sales Tracking:

  • Make or order a banner:
    • Include your business name, a simple description of what you make, your contact information or online presence. 
    • A sign or banner allows clients to photograph your contact info
    • Corners should be grommeted for easy hanging
    • Custom Banners available on Etsy or Vistaprint
  • Price Tags:
    • Use pre-made pricing stickers or masking tape
  • Price Signs:
    • if you don’t want to price things individually, make signs for specific product
    • Hand-written or printed signs on paper, can be laminated or or put into picture frames that can stand or hang. 
    • Use medium weight cardboard for sign-making.
      • Loose paper signs at outdoor events blow around 
      • Punch holes in the corners to hang, OR use binder clips to hang signs.
  • Notebook to log sales and tax collected
  • Pens:
    • Sharpies; assorted sizes for labeling, making signs and pricing
    • Ball point pens for keeping notes

Small Gear: 

  • Assorted sizes of S-hooks
  • Metal wire curtain rings (use like a carabiner clip) to attach signage or hang product
  • Assorted sizes of binder clips
  • Assorted sizes of safety pins 
  • Zip ties
  • Bungee balls and cords
  • Clothesline rope or paracord (for securing small things, not to be used to anchor weights to your structure.
  • Assorted Tape: masking tape, gaffer tape and clear packing tape. Avoid duck tape which leaves a residue.
  • Trash bag or bin.
    • Reusable shopping bags stand up on their own, line it with a trash bag
  • Safety Gear:
    • Sturdy gloves, shoes and clothes for set up. Once booth is set up, change into clean clothes
    • Wear a back-brace If you are prone to back problems.
  • First aid kit:
    • Bandages
    • pain relievers
    • Electrolites packets (useful for end of day pack up)
    • nail clippers 
    • cough drops
  • Tools:
    • Paratool or pliers
    • Utility scissors
    • Hammer
    • Screwdriver
    • Assorted hardware

Large Gear: 

  • Heavy duty divided hardware box for small gear
  • Heavy duty bin for heavy gear.
  • Folding flatbed cart or wagon to haul in your gear if needed.
  • Cargo Straps: To secure things to your roof rack or truck bed and to secure your shade structure.
  • Step Stool; a small folding step stool is safer than standing on folding chairs.

Snacks & Drink: 

  • Pack a cooler/cooler bag:
    • Snacks, prepared foods
    • Cold drinks including caffeine and water in a refillable container. 
    • Flatware, napkins or bandannas
    • Hand sanitizer
    • Baby wipes to clean hands

California Seller’s Permit:

  • If vending in California, apply for a FREE California Tax and Free Administration Sellers Permit.
    • This allows you to legally sell goods anywhere in California. 
  • Sales Tax:
    • You will have to collect sales tax.
    • Check the rate in the city you are vending in. 
    • To avoid having to deal with small change, you can add the sales tax into the price. 
    • Track your sales and tax collected. 
    • You are responsible for filing and paying sales taxes to the California Tax and Fee Administration annually.

Payment Services: 

  • Prepare to accept credit cards with Square, Venmo or Tap-to-pay on your phone.
  • Cash:
    • Zippered pouch for cash
    • $100 in cash: $40 in ones, $60 in fives.

Download the PDF below.

Vendor Coaching_ Outdoor Event GearDownload