Gun Show Checklist for FFL Dealers: Pack, Sell, Reconcile

Working a gun show is a business trip, a pop-up store, and an ATF compliance exercise rolled into one weekend. This checklist is organized the way the weekend actually runs: before the show, at the table, and back at the shop.

Before the show (Thursday–Friday)

Licensing & paperwork

Copy of your FFL — bring a physical copy; some promoters and venues ask at check-in.
Confirm the show is in your state. Under federal law, licensees may conduct business at gun shows located in the same state as their licensed premises. Out-of-state shows: display only, no transfers.
State and local rules — waiting periods, permit checks, magazine or feature restrictions, and local tax registration vary. Check before you pack, not at the table.
Blank 4473s or a working digital 4473 setup — if you run gun show software with offline 4473s, verify the device syncs and test-fire a dummy form before you leave.

Inventory & manifest

Build a show manifest — every serialized firearm leaving the premises, logged before it leaves. Container-level tracking (which gun is in which bin) saves you Sunday night.
Verify bound book status — every item on the manifest should show as acquired and in inventory in your A&D records. Fix discrepancies before the show, not after.
Price tags and labels — pre-printed, with SKU/serial reference so sales don’t require deciphering handwriting.
Locks, cables, and display cases — most promoters require zip-tied actions; bring extras.

Money & logistics

Payment processing that won’t drop you — generic processors can freeze firearms transactions mid-show. Use a 2A-friendly processor and bring a cash box with change as backup.
Receipt capability — printed or emailed; your POS should handle either offline.
Power strip, extension cord, backup battery — venue power is never where your table is.
Table covers, signage, business cards, lead capture — the weekend should keep paying after the doors close.

At the show (Saturday–Sunday)

Every transfer gets a 4473 + NICS check — same as at the shop, no exceptions at a show. If venue WiFi dies, an offline-first 4473 workflow keeps you selling; phone NICS remains the fallback.
Log dispositions as you go — don’t stack paperwork for “later.” If your software posts dispositions automatically on each sale, this is already handled.
Watch for straw purchase red flags — shows are high-traffic, high-pressure. Review the signs with any staff working the table. (See our guide: Red flags and straw purchases.)
Track what leaves the table — scan-out per sale against the container manifest so the count is live, not reconstructed.
Capture leads and consignment interest — names, wants, and callbacks convert for weeks after the show.
Keep a discrepancy note pad (or alert feed) — anything odd gets written down when it happens, with times.

Back at the shop (Sunday night–Monday)

Reconcile the manifest — everything that left either sold (disposition recorded) or came home (still in inventory). The count must balance to zero unexplained items.
Verify every 4473 is complete — missing fields are among the most common ATF findings. Digital forms with field validation catch this at the table; paper forms need a Monday review.
Post any remaining bound book entries — dispositions must be recorded within the required window; don’t let show paperwork age.
File multiple-sale reports if triggered — two or more handguns to the same buyer within five consecutive business days requires ATF Form 3310.4.
Run the P&L — table fees, travel, labor against gross. If your software tracked it live, this is a glance, not a project.
Follow up leads within 48 hours — while the show is still fresh in the buyer’s mind.

The shortcut

Everything in the pack/sell/reconcile loop above — manifests, container scanning, offline 4473s, live dispositions, discrepancy alerts, lead capture, and show P&L — is what Gun Show BRO was built to automate. It runs standalone at $149/month, no full-suite subscription required. Request a demo and we’ll walk through your show workflow end to end.

This checklist is general information, not legal advice. Regulations change — verify current federal, state, and local requirements for each show you work.