Hidden costs of event trading
The pitch fee is the cost everyone expects. The ones that catch new traders out are fuel and parking, card charges, insurance, kit that wears out, unsold stock and your own unpaid time. List each one and add it to your sums before you price.
Travel, parking and vehicle costs
Fuel, tolls, parking and van costs add up across a season. Some events charge for vehicle access or parking on top of the pitch fee. Work out the cost of each trip and include it in the day's total. Longer journeys mean more fuel and more time, so the real cost of a distant event is higher than its pitch fee suggests.
Payment charges
Card readers and payment providers charge fees on sales, and some have monthly or hardware costs. Check the full terms and include the charge in your per-sale costs. Our guide to payment fees for market traders goes into more detail.
Insurance and paperwork
Most organisers ask for public liability insurance and some ask for other documents. These costs are annual, so spread them across the number of events you plan to attend. See the guide to public liability insurance for traders.
Kit, weights and wear
A gazebo, tables, weights, signs and display pieces wear out and need replacing. Allow something for repair and replacement in your costs. Our outdoor event checklist helps you plan what to carry.
Stock waste and unsold items
Items that do not sell may spoil, go out of date or sit in storage. Order in small batches until you know what sells, and record leftovers after every event so that you can adjust your next order. Seasonal lines are worth planning carefully, since leftovers from one season may not sell in the next.
Your own time and extra help
Loading, travel, set-up, trading hours, pack-down and admin all take time. If you employ help, pay and related costs belong in your sums. Decide what a fair figure for your own time is and include it when you compare events.
Keep a record
Keep receipts and a simple log of income and costs for every event. GOV.UK explains which expenses you can usually claim if you are self-employed. Good records also show you which events are worth repeating.
Add a line for the unexpected, such as a puncture, a replacement part or a pitch that is moved on the day. A small cushion in your sums covers these without upsetting your margin.
Frequently asked questions
What costs do new market traders forget?
Common ones are fuel and parking, card charges, insurance, replacing worn kit, unsold stock and time spent on admin and travel.
Do I pay extra for power at an event?
Some organisers charge for electricity or water. Ask what is available and the price before you book.
Can I claim my costs as expenses?
If you are self-employed, many business costs can be claimed. GOV.UK sets out which ones apply and the records you need to keep.
How do I stop hidden costs eating my profit?
List every cost for a typical event, add them to your break-even sum and review the figures after each pitch.
Gazebos built for regular pitches
Once a pitch is confirmed, the stall needs to fit it. Gala Tent makes market stall gazebos for traders who set up week after week.
Useful pages on our sister sites
Event Industry Trader is published by Gala Tent. These pages from Gala Tent and the wider Gala group go further on the kit, branding and payments covered here.
Where to check the rules
Rules vary by council and by event. Confirm requirements with the organiser and the relevant authority before you act.