An Indie Author’s Guide to Surviving a 3-Day Vendor Event

If you’re an indie author like me, you’ve probably done your fair share of single-day events. I’ve been doing them for years—seven of those as a published author. One day feels manageable. Focused. Familiar.

But recently, I broke that pattern.

I signed up for a three-day outdoor event. And not just any event—a food truck festival (which, for the record, I absolutely love). I didn’t test the waters with a two-day event first. Nope. I jumped straight into three days of sun, wind, books, and crowds.

Was I a little crazy? Maybe. Did I survive? Barely. Would I do it again? We’ll get to that.

But first, let me walk you through what I learned—and what I wish I had known.

🧾 Step 1: Plan Like a Pro (Even If It’s Your First Time)

You don’t “wing it” with a three-day event. Trust me.

Here are the big things to think about ahead of time:

📦 Inventory Counts (Literally)

Make sure you have enough books—and don’t forget to factor in shipping timelines. Depending on your printer, you’ll need to order well in advance. Add extra time around holidays and double-check your calendar for other events you may have coming up.

There’s no perfect formula for how many books to bring—it’s trial and error. But selling out is a good problem to have. Just be prepared: bring a display copy and a QR code so people can still order if you run out.

🏕️ Step 2: Know Your Setup—And Your Backup Plan

📍 Indoor or Outdoor?

This event was outdoors, and that brings a whole new level of prep. I had a 10x10 tent in a space that was actually closer to 10x20. I brought my own tables, signage, and display materials. At the end of each day, my husband and I zipped the tent closed and lowered it to its shortest height.

Important: I never left my books overnight. They went home with me every evening in labeled file boxes, hauled in a wagon. Even with a zip-up tent, it’s just not worth the risk—especially when rain is in the forecast (like it was on night one).

🌬️ Tent Weights = Non-Negotiable

Most events require at least 30–40 lbs per leg, but don’t skimp—especially if there’s wind. Anything over 10 mph wind speed means tent walls and displays start to shift or even lift. I had to skip hanging my tent sides during the day because it was just too windy, even with 40-pound weights per leg.

🪄 Step 3: Embrace the Perks of Multi-Day Events

They’re not all bad. In fact, there are a few things I genuinely liked:

✅ Easier Mornings

Once your booth is up, you’re mostly set for the weekend. I left tablecloths and most of my setup in place overnight (aside from the books), so each morning I only needed to unzip the tent and bring the books in.

👀 More Visibility

With a multi-day event, your booth gets seen again and again—by returning attendees or people who pass by more than once. Even if they don’t stop, that repeated exposure builds brand familiarity. You start to feel like a recognizable part of the event.

💤 Step 4: Prepare for the Downside

Three days of public-facing energy is no joke.

🧠 You Will Be Exhausted

I felt tired at the end of each day, but the last few hours of Day 3? I was dragging. The next day, I took a three-hour nap—and I needed every minute of it.

🌧️ Weather Is Your Business Partner (for Better or Worse)

Between wind, rain, and sun, you’ll be adjusting constantly. Waterproof bins, signage weights, and backup display options are your best friends. I didn’t lose anything, but I was glad I didn’t trust the tent to protect my books overnight.

🕓 It’s a Whole Weekend Commitment

With single-day events, you can give it your all and be done. Multi-day events require pacing. You need energy on reserve—and snacks. Bring snacks.

🤔 So… Will I Do Another 3-Day Event?

Probably not. I’m glad I did it once, and I learned a lot. But three full days is a big investment of time and energy. I really love the simplicity and flexibility of single-day events—and for now, that’s where my heart (and feet) are happiest.

But if the right opportunity comes up—especially another food truck festival—you never know.

🧠 Quick Comparison: Single-Day vs. Multi-Day

	Single-Day Event	Multi-Day Event
Time Commitment	Low (1 day, fast setup/teardown)	High (3+ days, full weekend)
Energy Level	Focused and manageable	Draining by Day 3
Visibility	Short burst of exposure	Repeated exposure across days
Setup	Start from scratch each time	Set it and tweak as needed
Weather Risk	Easier to reschedule or manage	Higher impact over multiple days
Interaction Depth	Quick, surface-level chats	Familiarity builds through repetition

💬 I'd Love to Hear From You!

Have you ever done a multi-day event—or are you strictly a one-day-only kind of vendor? Do you prefer indoor events or love the energy of an outdoor crowd?

Drop a comment below and share your thoughts, tips, or questions—I read every one!

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