From summer farmers' markets in small towns to holiday craft shows in Toronto, Ontario has a vibrant events scene. For makers, food producers, and small retailers, these events can be an important source of revenue, brand awareness, and customer relationships. They're also a low-risk way to test new markets before committing to a permanent location.
Selling at events comes with its own challenges: unreliable internet, limited space, cash handling, weather, and the need to set up and tear down quickly. This article explains how to use Shopify POS for mobile selling and how to turn one-time event shoppers into ongoing customers.
Why events and pop-ups matter
Direct customer connection
Events let customers meet you, see and touch your products, and hear your story. That personal connection is hard to replicate online.
Market testing
A pop-up in a new neighbourhood or city can show whether there's demand before you sign a lease. A weekend at a market in Ottawa's ByWard Market area or a holiday pop-up in a Hamilton shopping district can provide valuable data.
Brand awareness
Even customers who don't buy at an event may remember your brand and shop online later.
Seasonal revenue
Holiday markets in November and December can generate a significant share of annual revenue for many makers.
Wholesale leads
Retail buyers often browse markets and trade shows looking for new products.
Types of events
- Farmers' markets: Weekly markets across Ontario, typically strongest from spring through fall, with some indoor winter markets.
- Craft and artisan shows: Seasonal shows, with the biggest events concentrated around the holidays.
- Festivals: Music, food, cultural, and community festivals throughout the summer.
- Holiday markets: Popular winter markets in cities and towns across the province.
- Pop-up shops: Temporary retail spaces in malls, empty storefronts, or partner businesses.
- Trade shows: Industry events for wholesale buyers.
- Corporate and community events: Workplace markets, school fairs, and fundraisers.
Choosing the right events
Not every event is worth the time and cost. Evaluate:
- Audience fit: Do attendees match your target customers?
- Attendance: Ask organizers for historical figures.
- Costs: Booth fees, travel, accommodation, staff, and supplies.
- Competition: How many similar vendors will be there?
- Timing: Does it align with your seasonal plan and production capacity?
- Reputation: Talk to past vendors about their experience.
Track results from each event in Shopify so you can compare them objectively over time.
Setting up Shopify POS for events
Create a location for each event (or event type)
Setting up events as separate locations in Shopify lets you:
- Track sales by event
- Allocate specific inventory to the event
- Use the correct address for tax purposes (important if an event is outside Ontario)
- Compare event performance
Some merchants create one location per recurring event (such as "Saturday Market – Kitchener") and another for one-off events. Check how many locations your plan allows.
POS Lite or POS Pro?
POS Lite, included with standard Shopify plans, is usually enough for occasional events with the owner or one trusted helper. If you run frequent pop-ups with multiple staff or need detailed inventory management, POS Pro for that location may be worthwhile. Consider whether a temporary pop-up justifies the cost for the months it's active.
Transfer inventory
Before the event, transfer the stock you're bringing from your main location to the event location. After the event, transfer unsold stock back. This keeps your online store and main location accurate.
For simpler setups, some merchants sell event stock directly from their main location's inventory, but this can make online availability less accurate during the event.
Customize the POS layout
Set up the POS home screen with:
- Tiles for products you're bringing
- Event-specific discounts or bundles
- Gift card sales
- Quick access to customer profile creation
Fewer choices on screen mean faster checkout when lines form.
Hardware for mobile selling
Card readers
A portable card reader that supports chip, tap, and Interac debit is essential. Charge it fully before the event and bring a backup power bank.
Mobile devices
A phone or tablet running Shopify POS, or Shopify's POS Go handheld device, which combines a device, scanner, and card reader. Where supported, tap-to-pay on a compatible phone can serve as a backup.
Receipts
Many event sellers use email or SMS receipts to avoid carrying a printer. If customers want paper, a compact Bluetooth receipt printer works well.
Cash handling
Bring a lockable cash box with a counted float, including coins and small bills. Record the float in the POS.
Power and connectivity
- Portable batteries for all devices.
- A mobile hotspot in case event Wi-Fi is unreliable or overloaded.
- Check cellular coverage in advance, especially at rural fairs and markets in parts of Northern Ontario and cottage country.
Offline mode
Shopify POS can accept certain payments offline when internet access is lost, syncing once connectivity returns. Understand the limitations (such as which payment types work offline and the risks of declined payments later) before relying on it. Test offline mode before the event.
Weather-proofing your setup
Ontario weather is unpredictable. For outdoor events:
- Use a sturdy tent with weights (a gust of wind can turn a tent into a hazard).
- Protect electronics with covers or keep them under a table in wet weather.
- Keep devices out of direct sunlight to prevent overheating in summer.
- In cold weather, battery life drops quickly, so keep devices and batteries warm.
- Bring tarps, clips, and extra layers for staff.
Payments at events
Offer multiple payment options:
- Credit cards (tap and chip)
- Interac debit
- Cash
- Gift cards
- Mobile wallets
Display accepted payment methods clearly. Customers often assume small vendors take cash only, so signage can increase sales.
Consider tax-inclusive pricing for events. Round prices like "$25 including HST" speed up transactions and simplify cash handling. Configure this carefully in Shopify and confirm the approach with your accountant.
Turning event shoppers into long-term customers
The biggest opportunity at an event isn't just the sale; it's the relationship.
Capture contact information with consent
- Offer email receipts, which create customer profiles.
- Invite customers to join your newsletter, with clear, CASL-compliant consent.
- Run a giveaway that requires opt-in (clearly explained).
Record marketing consent properly in Shopify.
Share your online presence
- Display QR codes linking to your website, social media, or a special landing page.
- Include business cards or inserts with purchases.
- Offer an "event attendee" discount code for online purchases in the following weeks. This also helps you measure how many event customers return online.
Tag event customers
Tag customer profiles with the event name. Later, you can send targeted emails, such as "Thanks for visiting us at the Holiday Market!" with relevant offers.
Follow up
Send a thank-you email within a few days of the event while the experience is fresh.
Running a pop-up shop
Pop-up shops last longer than single-day events and resemble temporary retail stores.
Finding space
- Vacant storefronts, often available on short-term leases
- Shared retail spaces and incubators
- Shopping centre kiosks and temporary units
- Partner businesses with extra space
- Local BIAs, which sometimes promote pop-up programs to fill vacancies
Planning
- Budget for rent, fixtures, signage, staffing, and insurance.
- Check permits and local requirements with your municipality.
- Confirm insurance coverage for the temporary location.
- Plan staffing and scheduling, following Ontario employment standards.
- Promote through email, social media, local media, and partnerships.
Measuring success
Compare pop-up results against your goals:
- Total sales and profit
- Number of new customers
- Email signups
- Online sales from the local area during and after the pop-up
- Wholesale leads
A pop-up that breaks even but generates hundreds of new customers may be a success.
Tax considerations for events
If you sell at an event outside Ontario, the tax rate generally follows where the sale happens. Setting the event location's address in Shopify helps POS calculate tax correctly. If you sell in a province with PST, you may have registration obligations. Talk to your accountant before selling at out-of-province events.
An event day checklist
Before the event:
- [ ] Event location created in Shopify
- [ ] Inventory transferred to the event location
- [ ] POS home screen customized
- [ ] Devices, readers, and batteries charged
- [ ] Hotspot tested
- [ ] Offline mode understood and tested
- [ ] Cash float counted and recorded
- [ ] Signage, QR codes, and business cards packed
- [ ] Weather gear packed
During the event:
- [ ] Capture customer profiles and consent
- [ ] Tag event customers
- [ ] Monitor stock levels
- [ ] Make regular cash drops to a secure location
After the event:
- [ ] Reconcile cash and card totals
- [ ] Transfer unsold stock back
- [ ] Review sales reports
- [ ] Send thank-you emails to consenting customers
- [ ] Record lessons learned
Key takeaways
- Events and pop-ups build brand awareness, test markets, and generate revenue for Ontario businesses.
- Create separate Shopify locations for events to track performance and inventory.
- Prepare reliable hardware, power, connectivity, and weather protection.
- Offer multiple payment options, including Interac debit.
- Capture customer information with consent and follow up to turn event shoppers into loyal customers.
Hardware features, offline capabilities, and plan limits change. Check Shopify's help centre for current details before your next event.