Tips and Tricks for a Crafty Bastard’s Helpful Bastard

Crafty Bastards is approaching, and with only a few shorts days of prep time left before the big event, hundreds of crafters are working around-the-clock to sew clothing, create prints, assemble jewelry, and complete the innumerable tasks of their trade in the hours that remain. Crafty Bastards is one of the biggest, if not the biggest craft event of the year in DC, and while the many fabulous crafters and performers make the show the success that it is, there is an unsung class of show participant that contributes to every vendor’s success – the craft show helper. The Helpful Bastard, if you will.

As a Helpful Bastard, vendor boyfriend, and booth babe for four years of Crafty Bastards, plus many other shows both large and small, I would like to offer a few notes and tips for anyone acting as a show helper this year. The Helpful Bastard can be the boyfriend, girlfriend, or spouse of the vendor, a supportive parent, a friend or even an employee who is there to lend an extra pair of arms and some moral support. Done well, the work of the Helpful Bastard can speed up the setup and breakdown process, charm customers, keep yourself and your partner flush with food and drink, and make the day an incredibly fun, memorable experience for yourself and your friends. Done poorly, one day of volunteerism can spoil the experience of craft shows and crafting in general, create resentment between you and your partner, and damage your brand. The audience I have in mind for these tips are the newbies who have never worked at an outdoor fair in their life, but veterans may find some value in these notes.

15 + 1 Steps Towards Becoming a Valuable Craft-Show Helpful Bastard

1. Remember the essentials, even if you assume your partner will. Bring a handkerchief or rag to daub sweat from your face. For outdoor shows, don’t forget bug repellant and suntan lotion or spray. Have some bottled water (preferably chilled the night before), or know where to get some nearby. Have some extra cash so you don’t have to borrow from the cash box when grabbing a bite to eat. You’ll want your charged cell phone, so you and your partner can stay in contact if you get separated. Finally, dress comfortably, stay loose, and wear your most comfortable shoes. Consider bringing an empty side bag for your own purchases and personal items. If possible, make sure you and your partner have a key to the vehicle you used to travel to the show. That way, each of you will always be able to get your vehicle, load in or out, or otherwise have access to transportation in case the other is unavailable.

2. Strongly consider bringing a good book or small, portable project you can work on. You need something that you can dive into quickly when business slows, but can put down in a flash when your partner needs something or when customers swarm your table.

3. Be prompt and be reliable. If you agree to meet your partner mid-day to help, be there on time (especially if you’re relieving another helper). Call in advance and see if they’ve forgotten anything you can bring (like the items from the previous bullet point).

4. If you can, wear something that promotes your product (e.g., a t-shirt, button, or sticker).

5. With #4 in mind, don’t be overly concerned about appearances, but don’t look like you just rolled out of bed. Yes, it’s important to look comfortable and stylish (business casual, as craft goes), but be prepared for potentially hours of physical labor under the hot sun or in the chilly damp. Accept that you may get messy and that you may not have a proper bathroom to fix your makeup or hair in.

6. Keep a supply of business cards on you. People will recognize you from your booth, and you may run into curious shoppers while off a lunch run.  Be prepared to talk about how they can learn more about your products after the show.

7. If you can, make friends with your booth neighbors.  Many people in the craft community make friendships quickly, and in case of an emergency it’s good to know that someone you have a token relationship with can watch your booth for you for a short while.

8. Be considerate of other vendors. This will improve the social standing of yourself and your partner, and avoid negative feelings towards your business. It will also make tasks that rely on cooperation, like unloading and loading, faster and easier. Remember, many other people you meet will be like you – faithful boyfriends, acquaintances, mothers, etc. – who are there as volunteers or for love of craft, and they most likely just want to have an uneventful day in front of the customer.

9. Offer to help your partner set up the booth or display, but don’t make assumptions about what you think looks good or is the best approach to solving a problem. Your partner, if she or he is the primary brains behind the business, has probably already spent a great deal of time thinking about exactly how their booth should appear and probably has a pretty good idea of how things should be done. As an aside, be sensitive to your partners verbal and physical cues.  If they want you to hang back and let them run the show, then stand back and await instructions. Otherwise, be enthusiastic and offer help and suggestions.

10. Don’t make the day harder than it is. Yes, you are a great guy/gal for volunteering to help, but ultimately you volunteered, and the goal today is to promote your partner’s craft and make money, not celebrate you for being a really cool boy/girlfriend.  That can (should!) happen after after the show. In my case, I demand celebration in the form of complimentary fried dumplings, but you might want to set your sights higher.

11. If you’re not doing anything during setup or another time when your partner may be busy but you aren’t needed, offer to get coffee/bagels/lunch, but don’t hover.

12. Be mindful of the space you occupy. Even if they aren’t using it, vendors are entitled to their assigned space. Try to keep your materials within the borders of your area, and try to ask politely before entering another vendor’s space during setup and break down. Conversely, make sure you have the space you need to be comfortable and productive throughout the day. Plan to bring two chairs – one for you, one for the vendor – and plan a space for both! You can skip the chair if you plan to be on your feet all day, but make sure your space layout takes your presence into account. Furthermore, make sure there’s enough space to maneuver around your partner and in and out of the booth area – you need to retain your mobility in order to help customers, manage your space, and slip out inconspicuously.

13. Tips for interacting with customers: Even though you may feel like you’re dead weight during the day, you are still part of the public face of the enterprise. Smile, make eye contact, offer to help customers, and keep an eye on the merchandise. Even if you’re a total introvert, learn to make eye contact, smile, and ask them if they have any questions or are looking for something in particular.  You don’t have to chatter at the customers, especially if they’re studying the product and not you, but you need to be attentive to their physical cues.

14. Be honest about the product and the prices. If someone wants to haggle, or ask questions about price or product you can’t or don’t feel comfortable attempting to answer, direct them to your partner, either when she or he returns, or via the website or email. It’s OK to say, ‘Thank you, I’m not the artist, but I’m sure she’d be happy to answer any of your questions when she gets back from the bathroom/lunch break/etc. in a few minutes. Feel free to check everything out in the meantime!’

15. Hopefully, all of your craft shows will be pleasant, happy occasions. However, stresses can occur sometimes, and – although I hope it never happens – sometimes there are unpleasant events when you’re out dealing with the public or other vendors. When you’re at a craft show, misunderstandings with your partner, crazy customers, bad weather, or things breaking can all contribute to a tense environment. The thing to remember is that unless it’s a real emergency, don’t make a show of hostility and never shout at your partner or customers. It’s OK to walk away, fume, and then have a stern conversation later, but causing a scene wrecks the atmosphere for you, your partner, and everyone in the vicinity.

And finally…

16. Don’t be afraid to ask questions. Unless you’re a co-equal participant in the business, you can’t be expected to know all of the ins and outs of the vendor experience. Have your partner walk you through the experience of solo selling, in case you find yourself working the booth for an extended period of time. Do you know how to complete a transaction? Do you know how to calculate sales tax? If you use a credit card machine or need some kind of specialized knowledge to complete a sale, have your partner walk you through it, and then do it yourself. Don’t assume that just because someone once showed you how the Credit-Matic 5000 worked, that you’ll be able to operate it again when five customers are urgently waiting for you to ring up their sale. Likewise, practice setting up and taking down tents and umbrellas. Both tools can be maddeningly complex despite their simple appearances.

You can help yourself by becoming familiar with the pricing for your products, and by having a rudimentary understanding of the cost factors involved in custom work (if available). If you can, make a ‘cheat sheet’ of prices for everything that can bought off-the-shelf, so you don’t have to stand up and consult the display along with the customer. It’s OK to say “I don’t know, you’ll need to get in touch with the artist” and encourage the customer to wait to meet the artist (if she’s stepped away), or at least hand the customer a business card.

In conclusion, be patient, willing to work, and be enthusiastic and polite towards customers and your fellow vendors. Working a craft show as a volunteer can be difficult, especially as you may not be personally invested in the financial success of the business, but think of it as an opportunity to participate in a special event much larger than yourself. Craft shows will introduce you to some of the most creative, dedicated artists and entrepreneurs in the world, and you can learn something from everyone you meet. So have fun, stay cool, and come say Hi! to Rebound Designs at Crafty Bastards, booth 52, this year!