HI, This weekend my friend and I are doing our very first outdoor event. We have done indoor ones before so have the basics down but I’m wondering if there might be some things we haven’t thought about in regards to preparations or even things we need to be aware of during an outdoor fair.
We have our gazebo, we were told 3x3 is usual, but when I put it up to try it, it was mahooosive!!! I am wondering is this size usual for events? We have got 2 litre bottles of water to use as weights for the legs instead of sand or stones, as the gazebo came with empty pouches that velcro to the legs if needed, does anyone else use these as well as the pegs, or do you use the guy ropes?
(We do have an extra helper for the start, putting it up, and if needed we will be able to get help at the end.)
We have our main table, clothes rail, a small table and seats, and, my friend has crocheted the bunting!
I’m thinking we will need our usual sustenance and mini projects to demonstrate etc.
Is there anything else we need?
Have you any tips or tricks or warning tales?
Thanks!
Check out the weather and plan accordingly! If the day is forecast to be overcast (not sure where in the UK you are but here in Cambridge it is forecast to drizzle at the weekend) you might want to get some sort of general light as well as display spot lights (I got an led lamp from screwfix that I cable tie to the cross struts of my gazebo). The material of the gazebo can also cause a colour cast and the extra lighting helps counter act that.
3x3m gazebo is fairly standard. I have sandbags for the legs and then use pegs for the sides (I put a back and half the sides on the gazebo so it’s open at the front but harder for people to get in round the back where I’ve got the extra stock/ cash box etc). If you use any guy ropes wrap them in something obvious so people don’t trip over them. We tend to use those at the back where there are fewer people walking.
Wear layers. Take sunscreen.
A stash of safety pins is useful so you can make sure that table cloths aren’t getting dirty on the floor/ hold up bunting etc.
That’s great advice thank you, our forecast and it looks ok so far, but it has been changeable! (East Yorkshire)
I like the idea of lights, I do have some mini USB fairy lights which might be nice. Our gazebo hasn’t any sides so depending on how this event goes, we might invest in some or have a big bit of fabric to fasten up. I’m glad the size is standard though, I had visions of ours towering over the others!
Layers, sunscreen and safety pins, check!
Something to fasten to guy ropes if use at the back, check!
Thank you @SashaGarrett !
Just be advised that wind is not your friend. Take a selection of weights/pins to secure things to your table if they are likely to blow away. Also, take something to do in case it is quiet - I always take some kind of project so I don’t feel redundant if things are slow! Lastly, chocolate… always have an emergency supply of chocolate to keep you going!!!
@Mungbean I forgot about the wind! Thank you. Will have to discuss the bast way to tackle that regarding mesh net or weights etc.
Projects is always a good idea, my friend usually takes a shawl to work on and I take embroidery, always in the hope we’ll get asked about them. They’ve only ever asked my friend!
A supply of chocolate sounds like a good idea too, I’m already thinking maybe chocolate buttons…
@SashaGarrett and @Mungbean Just to update: The wind was not our friend! Fortunately we had taken pegs and clips as suggested so most things were ok, just the light box display got blown over and the clothes rail, so we need to weigh them down before the wind reminds us to next time! The clips worked great for the bunting and the wind spinners too.
We took an extra layer, which was needed, as at times it was freezing. Luckily we didn’t need any lighting, but this is something we will keep in mind for autumn/winter events. I think we will get some sides, even if it’s just weighted net curtaining, to give a sense of privacy for the back and at least one side (or half-way down each)
My friend got a sizeable piece of crochet done and I almost completed an embroidered piece as it wasn’t the best attended event, but snack breaks broke the time up!
Thanks for the advice!
Glad it went well. I only do indoor events now as I no longer want to fight with the unpredictable British weather. 
I’m glad I saw this thread - I’m doing my first event this Saturday, my friend volunteered me she said I need to go for it!
Any top tips please? 
Here’s my ‘must remembers’ now!
(Some of these are maybe common knowledge if you already do indoor events!)
Wear layers, and take/wear sunscreen, sunglasses. (have a hat or parasol if you haven’t a gazebo)
Make space to put personal belongings where they will be safe, (eg under the table in a box where no-one can easily get to them)
Have a friend with you if possible to help with toilet breaks, company, keeping an extra eye out etc.
Take easily eaten food, nothing too sticky or fiddly, (damp flannel/wet wipe/hand sanitiser for before and after you’ve eaten) And plenty of hydration!
Have clips/pegs to help fasten down table cloth and anything else that might blow about and then have extra ‘just in case’.
Make sure you have a decent float with you for cash payments incase the internet reception isn’t great and you have a card reader that won’t connect.
Check the forecast and if it’s likely to be possibly showery maybe take a polythene sheet for a quick cover up if you don’t have a gazebo.
Comfy shoes.
Take a project if possible, something that is easy to tuck away without spoiling it.
Don’t forget to take something to sit on!
If you have a clothes rail, little tables or similar, have something that will help weigh them down (2litre bottles of water in a bag work ok) so they don’t get blown or knocked over.
I can’t think of anything else from the top of my head!
I hope you have a great time and make lots of sales!
Thank you so much, I’ve got a few days to get all that together, I’ve not got a card reader yet, hoping cash is still ok for most folk!
And yes I’ll take my fold up chair and my friend will be swinging by too, so I’ll take 5 then x
You can get the sumup card reader from amazon or some high street shops (screwfix amd rymans used to sell them but double check if that is still the case) so you should be able to get one before the weekend. A card machine is well worth having - not many people carry cash these days and impulse purchases tend to happen with a wave of a credit card.
You can use a POS app on your phone without a card reader, like the PayPal or SumUp apps and then get yourself a card reader.
I had the Zettle machine but is stopped working earlier this year and PayPal wanted £79 to replace so I have just been using the app since then and it has okay for me so far.
Great advice thank you. As I’m just starting out with events I don’t want to spend too much just yet if I don’t get the return, apps are a fab option.
I got Sum Up from the actual Sum up website. Sometimes they have offers on so it’s worth taking a look now and again. However, if it can be all done by app for free - that’s even better!
Yes I’ll check it all out, luckily my friend is taking hers and has said she’ll explain it all and take any sales for me through it and transfer it afterwards. As it’s my first event I’m just wanting to see how it goes etc
@freesiahandmade Good luck for tomorrow, I hope the weather stays fair and not too breezy for you!
Thank you so much @vintagerevivalonline im getting a little nervous, but I’ve practiced my stall layout and have plenty of stock.
As I’m not a plus member here I’m hoping my own seconds will sell 
Not long back from my event, wow I really loved it, my 11 year old son was wonderful too, so helpful 
I’ve gained so much insight as to where I should direct things now.
Really considering plus more and more and adding older pieces for the summer seconds
I had a couple of sales, and been asked to do the Christmas event
@freesiahandmade That’s great! And sounds like you had the best kind of company! Glad you had a good time doing it and got some sales too, (always a bonus!) Plus is definitely worth doing if you have lots to list and will benefit from the the promotions etc.