CLUBPULL CARD-SHOW VENDOR CHECKLIST
Updated 2026-08-10

FOUR WEEKS TO ONE WEEK BEFORE
[ ] Confirm public hours, setup, breakdown, loading, parking, badges, table size, power, internet, and insurance.
[ ] Save organizer, venue, travel, lodging, and emergency details where staff can reach them offline.
[ ] Define inventory focus, buyer segments, revenue target, contribution target, capture goal, and event budget.
[ ] Assign owner, staff roles, break coverage, security, cash, transport, and overnight storage procedures.
[ ] Decide how booth, online, hold, bundle, trade, and refund activity will update authoritative inventory.
[ ] Create the event source identifier for QR, resource request, account, email, and order attribution.
[ ] Prepare the immediate resource delivery and first contextual follow-up before travel day.

INVENTORY AND MERCHANDISING
[ ] Reconcile every show item with product identity, quantity, condition, price, and cost basis.
[ ] Photograph high-value items and verify certification or serial details from the item.
[ ] Group products by collector intent: player, team, set, game, category, condition, or price range.
[ ] Plan case layout, signs, staff sight lines, and a secure review area.
[ ] Define who can approve discounts, trades, holds, and high-value handling.
[ ] Pack sleeves, bags, boxes, displays, price supplies, receipts, and secure transport.

PAYMENTS AND CONNECTIVITY
[ ] Charge readers, phones, tablets, hotspots, and battery banks.
[ ] Install updates and verify the correct seller account before travel.
[ ] Run an allowed test-mode transaction and refund.
[ ] Test receipts, taxes, discounts, and staff permissions.
[ ] Confirm provider-supported connectivity fallbacks and approved offline risk limits.
[ ] Pack chargers, cables, adapters, hotspot, power equipment, and paper count sheets.
[ ] Never record full card details on paper.

QR CAPTURE AND FOLLOW-UP
[ ] Choose one immediate, relevant, specific, and sustainable collector benefit.
[ ] Build an event-specific, seller-branded mobile destination.
[ ] Ask only for data needed to deliver and use the offer.
[ ] Keep resource delivery separate from optional recurring marketing consent.
[ ] Add a confirmation page, immediate delivery email, support path, and monitored reply address.
[ ] Print the seller name and readable short destination URL below the QR code.
[ ] Test the printed code on iPhone and Android over cellular data.
[ ] Test duplicate submission, failed validation, email links, and unsubscribe suppression.

PACK-OUT
[ ] Inventory and secure transport.
[ ] Cases, coverings, stands, signs, price labels, lighting, and approved fixtures.
[ ] Readers, phones, hotspot, batteries, chargers, cables, and adapters.
[ ] Cash float, locked storage, receipts, and reconciliation sheet.
[ ] QR signs, backup URLs, and staff run sheet.
[ ] Sleeves, bags, boxes, tape, labels, and shipping supplies.
[ ] Badges, confirmations, insurance evidence, parking details, and contacts.
[ ] Separate review bin for products that cannot be relisted until checked.

BEFORE DOORS OPEN
[ ] Photograph the completed booth.
[ ] Count high-value, sealed, and cash opening quantities.
[ ] Verify payment seller, reader, tax, and receipt behavior.
[ ] Scan, submit, receive the resource, open every link, and test the real mobile path.
[ ] Confirm signs are readable from the aisle without blocking inventory.
[ ] Review roles, security signals, discount authority, breaks, incidents, and check times.

DURING THE SHOW
[ ] Record every sale, discount, hold, bundle, trade, and quantity change.
[ ] Keep cash and high-value products secured after every interaction.
[ ] Record appropriate want-list and follow-up context in the correct customer record.
[ ] Keep the QR offer visible and present it when relevant.
[ ] Check visits, valid requests, and delivery after the first traffic window.
[ ] Check payment connectivity and pending transactions at scheduled times.
[ ] Reconcile high-value and sealed inventory at planned intervals.
[ ] Record common questions, objections, and inventory requests.
[ ] Maintain planned break and security coverage.

CLOSING AND BREAKDOWN
[ ] Stop or resolve holds and pending transactions before packing.
[ ] Separate sold, reserved, review, and available inventory.
[ ] Count high-value and sealed products against the record.
[ ] Reconcile cash, card payments, pending payments, refunds, fees, and receipts.
[ ] Photograph discrepancies or condition changes.
[ ] Secure products before removing displays or attention from the booth.
[ ] Save traffic, capture, order, staff, and unresolved follow-up notes.

WITHIN 24 HOURS
[ ] Verify every promised transactional delivery and safely retry temporary failures.
[ ] Recheck consent and suppression before sending recurring marketing.
[ ] Send personal replies for high-intent want lists and specific products.
[ ] Reconcile inventory before restoring online availability.
[ ] Publish focused collections of verified available products.
[ ] Record booth, travel, labor, processing, fulfillment, and inventory costs.
[ ] Calculate the event-day result and schedule the extended-window review.
[ ] Record one failure, one successful practice, and one next-show test.

ONE TO TWO WEEKS AFTER
[ ] Add qualified attributed post-show orders to a separate extended result.
[ ] Compare margin, ROI, profit per labor hour, contacts, accounts, and new customers with the plan.
[ ] Review unsubscribes, bounces, replies, and delivery failures.
[ ] Review oversells, discrepancies, refunds, and support issues.
[ ] Decide whether remaining inventory needs better listings, grouping, or price review.
[ ] Update the next event forecast with observed funnel rates.
[ ] Save the final run sheet, scorecard, and event source for reuse.

Full guide and live tools:
https://clubpull.com/resources/card-show-vendor-checklist
https://clubpull.com/tools/card-show-profit-calculator
https://clubpull.com/tools/customer-capture-goal-calculator