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Guide / Checklist
Pop-up shop checklist for New York.
Everything between deciding to do a pop-up and handing back the keys, in the order it usually happens.
8 to 12 weeks out
- Set the goal: sales, press, testing a neighborhood, a launch moment, or clearing stock.
- Set dates, length and a budget for the space alone.
- Decide walk-in or invited traffic. It decides whether you need street glass.
- Send a brief and tour a shortlist.
6 to 8 weeks out
- Pick the space. Get the agreement, the house rules and the COI requirements in writing.
- Confirm delivered condition, power, restrooms, HVAC, load-in and signage rules.
- Agree install and strike days, deposit and restoration.
- Apply for a New York State sales tax Certificate of Authority if you do not have one. Allow at least 20 days.
- Brief your design and build team.
3 to 4 weeks out
- Buy insurance and send the COI with the exact additional insured wording.
- If 75 or more people will be inside at once, ask the space whether you need a Temporary Place of Assembly permit, and file at least 10 business days ahead.
- Order fixtures, window vinyl and signage.
- Hire staff and security. Set opening hours with the space.
- Set up point of sale and test the Wi-Fi.
Install week
- Walk the space with the owner and photograph its condition.
- Load in, build, light, merchandise.
- Train staff on product, registers, opening and closing the gate.
- Plan the line for launch day, if you expect one.
Open
- Count traffic and sales every day. That is how you know whether to come back.
- Keep stock levels tight and know where the back stock lives.
Strike
- Take everything out. Remove vinyl, patch and paint as agreed.
- Walk the space with the owner, compare with your photos, and agree when the deposit comes back.