Preparing for Outdoor Events: List of 20+ Essential Supplies

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In 2022, I started setting up a booth to sell my books and art prints at outdoor festivals and markets. Prior to that, I’d been doing indoor book signings at libraries, bookstores, and local shops.

Setting up an outdoor booth doesn’t seem like it should be all that different from an indoor one… but it comes with a whole new set of challenges! Wind and rain are my biggest obstacles, but even the sun is a factor that can melt candles, yellow art prints, and create condensation inside protective plastic sleeves.

(By the way, if you’re an artist, I HIGHLY recommend protecting your art with plastic coverings! Although I try to reduce my plastic use as much as possible, it’s worth keeping your products safe so they aren’t ruined by raindrops, mud, or even sticky fingers at a festival.)

I’ve compiled a list of supplies that you should have on hand if you want to be fully prepared for just about anything an outdoor event can throw at you.

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Commercial-Grade Tent with Sides

When I first started doing outdoor events, I was on a shoestring budget. The cheaper, the better. I got the cheapest 10×10 pop-up tent I could find at a department store.

It was better than nothing. But I quickly realized that sides were an absolute MUST to protect my products, and the sides that I purchased separately didn’t fit the tent snugly at all. I struggled with gaps, extra fabric, hooks, and bungee cords trying to make it work… and it wasn’t an attractive setup at all.

Trust me when I say that, from personal experience, it is 100% worth investing in a commercial-grade tent that comes with sides designed specifically for that tent frame!

Starter commercial tents really aren’t terribly expensive. My next tent (shown in the photo below) was a Yaheetech that cost less than $140. It came with four sidewalls, sandbag weights (although you have to supply your own sand), stakes, and ropes. However, despite the claim that it’s waterproof, the canopy did have a tendency to leak a tiny bit. It lasted about three years, which is pretty good for a lower-end intermediate tent.

For my next tent, I’m looking at two of the most popular brands — ABC Canopy and Eurmax. Specifically, I’m searching for a tent that has an awning attachment to provide a little extra sun protection. These run about $250.

So, if you’re on a budget, I recommend getting a commercial-grade tent even if it’s a lower off-brand version to start. It’s worth paying an extra $100 for a tent that comes with sidewalls and has a good frame rather than the cheapest pop-ups. I’ve seen so many pop-ups completely destroyed in bad weather! They don’t hold up in the wind, even with weights.

When shopping for a tent, keep in mind that some markets have restrictions on tent colors, so white is going to be your safest bet.

Weights/Stakes

Speaking of weights, you absolutely NEED to have weights for your tent!! Markets can and will expel you if your tent isn’t secured, as it’s a hazard for their patrons and other vendors if a gust of wind blows through and your tent becomes a kite.

Some vendors use cinder blocks, large sand bags, or big water jugs for DIY weights. For me, space is an extremely limited commodity in my car, so I invested in round, stackable weights. I purchased two sets and also use small sand bags on top of the weights. (You can see them in the photo above.)

Most markets will be on asphalt, so while you should also have stakes for your tent, the weights are more important.

Heavy Duty Folding Tables

Many indoor venues will supply tables for their vendors, or they’ll offer you the option to rent a table for a small fee. But for outdoor events, you’ll need to supply everything yourself. Regular tables can take up a lot of space in your vehicle, so investing in heavy duty folding tables instead is more economical.

Foldable Chair or Stool

Again, I’m always cognizant of space in my car. I can’t afford to give up valuable space for large chairs, so I had to hunt for compact options. I use camping stools that are surprisingly effective and more comfortable than they look!

If you aren’t as restricted by car space as I am, then your options won’t be as limited. Just make sure you remember to bring something to sit on! It’s such a basic necessity that it’s easy to forget about it while you’re going through your usual inventory checklist.

Lockable Cash Box

I definitely recommend spending $20-$30 on a lockable cash box for both indoor and outdoor events. It’s more secure than a cash bag, and you really don’t want to carry a lot of cash on your person, either. Pay attention to your money and make sure you have a place tucked away behind your booth to keep it safe.

Bungee Cords

Another lifesaver! During windy events, having a supply of bungee cords on hand can make the difference between having a semi-secure display vs. everything blowing over.

A vendor friend once teased me when he saw all of the different colored bungees I had in a variety pack I’d purchased. “Do you think you have enough bungee cords?” he asked. Not long after, we were at a windy event, and I’d used almost every single bungee I had to secure my booth display. Naturally, I had to point it out to him and tell him that yes, I did have enough bungee cords.

It’s a good idea to have different sizes on hand. I recommend starting with a variety pack ranging from 10″ to 48″ cords. I also have large 72″ bungee cords that can stretch across the sides of my tent to help secure the sides if they’re billowing in a strong wind and knocking into my display.

Zip Ties

Not always necessary, but good to have just in case! Again, I recommend buying a variety pack so you have different sizes depending on what you need to secure.

Scissors

If you have zip ties on hand, then having scissors in your supply pack is a must. Even if you don’t use zip ties, it’s still wise to have a good pair of scissors. They’ll come in handy more often than you might think! I do recommend getting a good pair of utility scissors with a protective cover so you don’t accidentally cut or stab yourself reaching into a bag.

Large & Small Clips

Having clips is almost as important as having bungee cords. I use small metal clips that have rubber tips, which not only improve the grip, but also reduce potential damage if you’re clipping products. For outdoor events, you’ll also want to have large clips to secure signs and banners, tent sides, tablecloths, etc.

Clear Shower Curtain Liners

I know, this seems like a strange item to include on the list, but hear me out. I’ve done a lot of events, and here in the Midwest, rain is a frequent obstacle that’s not always predictable. The weather can change in an instant, and since I’m an author and artist, my products are extremely susceptible to water.

Having clear shower curtain liners on hand gives me a way to quickly protect my work while still keeping it visible to customers.

The photo below shows my booth at an event that suffered from heavy rain showers and strong winds all weekend. I had to get creative with bungee cords and shower curtains to protect my books, art, and other vulnerable products while still making sure everything was visible to patrons walking past.

While it’s not exactly ideal, my books are still prominently displayed at the front without getting damaged, my signs are still readable, and people can see what I have before they decide whether to come into my tent. I didn’t lose a single product over the rainy weekend, which is a huge accomplishment!

The shower curtains have been a lifesaver on more than one occasion. In a pinch, I can throw them over my tables to save my products before making more aesthetic adjustments. And, for overnight outdoor events, I usually drape the curtains over my tables as an extra precaution just in case a storm blows through and the tent leaks. Clear shower curtain liners are a cheap (under $10) way to be prepared for bad weather and keep your products safe yet visible.

Power Bank

I recommend having at least two types of power banks on hand. One should be small and portable, easy to fit into a pocket to charge your phone or other small devices on the go. I also recommend have one that’s more heavy-duty, capable of powering lights and lasting longer under heavy use.

I chose one that has a solar charging option so I can leave it out in the sun if I forget to charge it prior to the event. If you want to be even more prepared, you can go for a much beefier solar model designed for camping. These should cover all of your basic needs without the need to invest in a generator (unless you require a lot more power your particular setup).

Folding Cart, Wagon, or Dolly

For some events, you’ll be able to pull directly up to your spot and unload straight from your car. But unfortunately, for many others, you’ll have to cart everything to your location, so you’ll need a method of transportation for both indoor and outdoor events.

Many vendors favor a folding wagon that can usually handle somewhere between 200-350 lbs. I opted for a foldable, extendable equipment cart instead since it doesn’t have sides and allows me to transport wide objects, like my tables, that hang over the side. It can handle up to 200 lbs and has managed just fine with totes full of heavy books. However, the smaller wheels in the front aren’t great in gravel, mud, or rough terrain, so that’s something to keep in mind depending on the types of events you expect to be doing.

I’ve also used a folding dolly in the past, but not only did it take more trips back and forth to unload, but I also had more accidents with totes falling off the dolly and getting damaged. I’ve seen some vendors use a dolly that also doubles as a cart, which would be a better option than just a dolly by itself.

Branded Banner or Signage

One of the biggest signs of an amateur booth is a lack of signage. When I see a booth that has no branding, signs, banners, etc. and just looks like an average purchase sitting inside a tent, not only does it give an unprofessional appearance, but it’s also not enticing to customers if they don’t know what kinds of products are in the booth.

Some vendors string a large vinyl banner across the back of their tent. Others rely on vertical pop-up banners or have their customized branding directly on their tent canopy. I’ve also seen some use branded tablecloths.

(Warning: keep in mind that most pop-up vinyl banners won’t last in high winds, even if they’re secured!)

However you choose to display your business and/or name, make sure you have some kind of sign, banner, or branded display so people can identify your booth.

Clear Card Protectors

As an alternative to laminating my price cards, I bought clear protector sleeves so I can easily swap them out if necessary. The sleeves are technically marketed for business cards, Medicare / Social Security cards, et cetera, but I save time and money by changing out the cards if my prices and/or products change rather than having to laminate a new batch.

(And, if you don’t laminate them or protect them in some way, they’ll likely be bent, torn, or damaged by water/dirt over time, so you really do need some form of protection if you’re using price cards instead of stickering all of your products.)

Twist Ties & Rubber Bands

I can’t count the number of times I’ve been packing up and wished that I had packed rubber bands. Large twist ties are also good to have on hand. These are supplies that aren’t at the top of your list but definitely come in handy when you need them!

Small Fire Extinguisher

It’s not uncommon for markets to require vendors to have a small fire extinguisher in their booth. Make sure you have a compliant extinguisher and not just a fire-extinguishing spray, as those might not be accepted.

Cooler & Water

STAY HYDRATED! Again, I say this from personal experience. I was terrible about remembering to bring water when I first started vending, and it’s easy to get dehydrated during hot summer events. If you have the space for a hard cooler you can fill with ice to keep your drinks cold, that’s great!

If you’re limited on car space like I am, then bring a small, soft cooler than can be shoved under a seat or between boxes more easily. Check out insulated golf cooler bags, which are specifically designed to be compact for portability.

Pens & Markers

You’ll definitely want to keep some pens and markers tucked in your cash box or in supply bag for easy access. Whether you need to sign paperwork, mark a price change, or tally your inventory sheet, you’ll likely need a pen and/or marker at some point during an event. It’s one of those bare necessities you don’t want to forget.

Paper Towels

Messes happen. Especially at events that have kids! You’ll need to be prepared to clean up spills, wipe down your tables, clean products, or even use for personal needs such as wiping off makeup or blowing your nose. It’s worthwhile to buy some cheap paper towels for events.

BONUS: Lights (For After-Dark Events)

Whether you’re using USB string lights plugged into your power bank, battery-operated camping lanterns hung on your tent frame, or desk lamps to illuminate your products, you should be prepared for the occasional after-dark event. Lights are good even for events that end around sundown when there’s still a little daylight, but some artificial lights in your tent will really make it glow, show off your products, and help you stand out from the dark tents all around you.

If this article was valuable, you might like some of my other posts:

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Author Tip: Finding Your Unique Display Aesthetic
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