Planning for a festival, pop-up, Pride event, or conference? These proven tips from Music City Creative will help your merch booth stand out—and sell out.

A smart event table setup can make or break how people engage with your booth. We have helped hundreds of event organizers, artists, and brands show up looking polished and professional at local markets and major expos. So today, we’re sharing our top 5 tips (plus a free downloadable checklist!) to help you do the same.

A smart event table setup can make or break how people engage with your booth. We have helped hundreds of event organizers, artists, and brands show up looking polished and professional at local markets and major expos. So today, we’re sharing our top 5 tips (plus a free downloadable checklist!) to help you do the same.

1. Get the Branded Tent Look (Without the Branded Tent Price)

You don’t need a fully custom-printed tent to make your setup look professional. With the right pieces, you can get the same branded feel for a fraction of the cost.

Here’s what we recommend:

• Custom tablecloth: Instantly elevates your booth and reinforces your brand.

• 10 ft x 1 ft front banner: Mount it across your tent or table for a budget-friendly visual anchor.

• Skip the back banner: People won’t see it unless they’re behind your booth—and that’s not where you want attention.
  
  

This setup gives you the branded look of a professional vendor without the premium price tag, and we can help you print every piece of it.

This custom, machine-washable tablecloth we designed for Friends of the Bell County Animal Shelter was inspired by their brand-new animal transport van! It’s a great example of how even a simple upgrade like a tablecloth can completely transform a booth. Not only does it help them stand out at community events, it’s built to last (and hold up against muddy paws 🐾).

If your organization, business, or brand needs a durable, eye-catching display piece like this, we’d love to help.

2. Build a Layout That Directs the Customer

Think of your booth like a tiny pop-up shop. Your layout should guide people through the experience and make it easy to buy.

Here is how we would set it up:

• Put bestsellers front and center (the “power zone”)

• Display lower-priced items near the checkout to encourage impulse buys

• Use signs like “Best Seller,” “New!” or “Bundle & Save” to guide shoppers

• Make checkout fast and frictionless with clear pricing and easy payment access through an open space on your table

• Use vertical space with crates, risers, and hanging racks to add dimension and visibility without crowding your table.

Pro Tip: Avoid making customers feel like they have to “enter” your tent in order to browse, as this can be a barrier for casual shoppers. Instead, display best sellers outside the tent and keep your key products accessible from the front edge of your table or tent to encourage more window shopping (and higher traffic).

3. Offer A Free Item That Sparks Conversation

At an event where free items are common, a branded freebie with your customer's purchase does more than just sweeten the deal. Our personal favorite item is custom, branded tote bags. 

Here’s why we recommend it:

• It’s functional: Customers love having a tote to carry their haul.
  

• It’s visible: Your customer walks around the event advertising your brand all day where other attendees can see it.

• It’s affordable: One-color totes are low-cost to purchase and print. 

• It’s brand-building: With your logo, website, or social handle on display, your tote reinforces your brand each time your customer sees it (Including when they get home and unpack!)

At our Pride events, we give out these Happy Pride tote bags, printed with bright, high-quality inks along with each garment purchase. People loved them, and they double as walking billboards for our brand all event long. 

Giveaways like these aren’t just fun... they’re a smart way to boost brand visibility and create lasting impressions!

We can help you design custom totes that are eye-catching, budget-friendly, and aligned with your brand.

4. Have Talking Points for Your Items

Your team shouldn’t just know prices—they should know why someone would want to buy each item.

Give them 2–3 talking points per product:

• What makes the product special (Ex: “This design references immigrant rights so that you can make a statement with your fashion.)

• Who the product is for (“This one’s been a hit with teachers/artists/musicians/etc.”)

• What makes the product different from others at the event (“We use water-based ink for a super soft feel”)
  
  

You can even use small signs to reinforce key messaging. Signs saying things like “Our Favorite” or “Limited Stock” can help drive conversations that convert.

If you’re not sure which items to lead with, we can help you strategize based on your audience.

5. Extend the Experience After the Booth

One of the biggest missed opportunities at events that we see is not collecting customer contact info. Your table may be temporary, but your relationships don’t have to be!

Here are some smart ways to capture contact info and keep people coming back:

• Use QR codes on your banners and signs that link to discount pages, landing pages, or signup forms

• Gamify the interaction with a quick “spin to win,” giveaway entry, or voting prompt

• Offer a free sticker or bonus item for following your Instagram or TikTok

• Include a postcard or bag insert with your website, socials, and a thank-you message
  
  

Your goal should be to make it easy and worthwhile for people to stay connected and shop with you again later.

Get Our Free Event Checklist!

Need a quick way to stay organized for your next event? Download our printable checklist to help you prep, pack, and power through setting up your next vendor booth.

What’s inside:

• Pre-event planning checklist

• Merch display layout tips

• Tools and signage to bring

• Packing list
  
  

[Download the Checklist Here]

Let's make your next event the best one yet!

At Music City Creative, we do more than just print shirts—we’re your creative merch partner from concept to clean-up. Whether you're headed to a Pride fest, conference, market, or something in between, we’ll help you show up looking polished, purposeful, and on-brand.

What we offer:

• Eco-friendly screen printing and embroidery

• Custom banners, tablecloths, and signage design

• QR code strategy and printed inserts
  Fast turnarounds and hands-on consulting
  

👉 Ready to elevate your event setup or custom merch? Get a Quote today!