Post 29: Lessons Learned at an Outdoor Art Show

Lessons Learned at an Outdoor Art Show Exhibit

Whether you have done your own art shows or have displayed your artwork with a group, or even if this is your first show, there are TONS of things to be aware of. This list is by no means complete, but it should give you a starting point and for a group of artists, some things to be aware of no matter if you're a newbie or not.

Learn the Do's and the Don'ts from other Artists for a Great Show

The Prince William Art Society has been around for 50 years this year. So that's a LOT of art being shown at a lot of different art events over the years, both indoors and out. The purpose of this post is to help the entire group and especially the newer folks to be aware of the etiquette that isn't exactly ever explained but certainly helps the whole group to have, at least hopefully, a very successful show.

1. GREET everyone. Tell them who the group is and how many artists are displaying work and of course, answer any questions.
2. Very important especially for group art shows: Stay OUT of tent, aisles, doorways, as much as possible. If a guest enters tent and is in an aisle, it is important to ensure THEY have the right of way and you do not block the guest from seeing all of the artwork of all the artists showing in the tent. It is important you talk to the guests, but as much as possible, try to ensure the aisles are clear for other visitors entering, and steer the guest you are talking to -as needed- to an out of the way area.
3. Use your painting tags correctly. 1 tag attached to back of work, 1 tag attached facing out at bottom of painting. Wind can blow your tags away and/or the visitor pulls the painting off the wall to purchase it and there is no tag with it. Someone then has to go back to try to find it.
   
   One tag showing toward the front of the piece 
    
   

    

   The Second Tag attached to the BACK of the piece. Also note, the back of the art is also signed, title of work, medium, year (I also did the frame).
   

   
   
   
   
4. Do NOT tape your tags to the (metal or cover) panel. Wind gust, they are GONE. (see above)
5. Sign your artwork. We saw paintings with NOTHING on the back. As an artist, you want ALL of your work easily identifiable. See Blog Post https://artistryspin.blogspot.com/2021/09/post-16-how-do-you-sign-your-artwork.html
6. Before the show, ask what sells so you perhaps have a better chance TO sell. Part of doing specific art events is knowing who your audience is especially if you really want to do sales. True, miracles can happen and your artwork is still seen, but think ahead of time and have prints made of the more expensive artwork for better pricing options for the visitors.
7. If participants have a chance, remember to bring extra change for a twenty at a minimum - JUST IN CASE. Ones, Fives may help.
8. Have tiered, good looking displays, easier to go UP on a table for appearance and space than to bunch things up. Ensure your displays are sturdy enough for the merchandise being displayed though.
9. All artists should have something on a display table especially near the Sales Area for any last minute purchases.
   
10. Be aware of each person carrying a "just in case bag". Extra business cards, PWAS cards/inventory cards, pens (and red pens), scissors, tape, screwdriver, zip ties, etc. Maybe each person should have one or designate a few people to have one and KNOW where they are! Everyone scurried for ALL of these supplies at some point.
11. Send out a person to "mingle" especially with other artists in other tents - share PWAS cards, brochures. Not necessarily to send or to sell at booth but to recruit for PWAS - gently. Occoquan had rules about “getting people in your booth” but there can be a way to do things -gently.
12. Suggestion: Strategize the PWAS Discount coupons prior to show: Booth coupon to target all artists discount, or a PWAS discount of some sort. Avoid people thinking that it works on any artwork from that booth when the coupon states for ONE artist. Make it clearer to the guest. Perhaps give the discount after a certain point in the shows day. Put an Expiration Date on the coupon. Something to discuss with the group before the show.
    
13. Suggestion: A sign up for information list...blog follow, social media follow. Gather emails for a Purpose
14. A map to Open Space Arts (or whatever gallery PWAS is showing at). Possible brochure and coupon display to hold our paperwork would be a good idea for neatness and wind gusts.
15. Suggestion: Options for raising money for the scholarship program by winning small paintings or prints donated by artists. Name a painting, Guess who painted it, come up with a game. Basically, come up with contests where people can win an artwork prize.
16. Wrapped candy in a dish for visitors (all bring a bag)
17. Make your own painting covers with felt to protect them especially during transitions, moving.
    
18. Take the wind to account or a change in the weather and have ALL walls anchored, plastic bags ready, tent walls easily accessible JUST IN CASE. Nearly had a total disaster one afternoon with a rogue gust of wind.
19. USE social media to advertise that PWAS and YOU will be at the event. Something that worked for me was a Facebook post that said I’ll be in Occoquan with THIS particular artwork, and listed several of them.
20. Get those great shots for social media but do make sure guests can move through the tent.
    
21. ENSURE – check, double check – payment options are enabled through several people or methods with needed apps, passwords and any access to internet etc, well in advance of the show.
    
22. Bags, wrapping, right sizes and types for the works being sold. PWAS stamp on bag? Specific place to purchase and wrap artwork.
    
23. DO have someone doing real time artwork if possible but the access in, out, around can NEVER be blocked. A crowded tent or aisle is not the place definitely.
24. Do not undersell yourself. State your price and DO NOT haggle. Be confident in your pricing.
25. Do not oversell yourself. True, you are getting your name out there but is nothing ever selling? Perhaps an adjustment to pricing may be needed especially if the true interest is there but not the sale. Up to you.
    
26. When to put it on sale and how. Perhaps try in a red pen marking out the original price and marking the new price so the viewer SEES the deal!
    
27. Make sure you photograph your artwork before you have put it up for sale. Once sold, you may never see it again. You should have at least ONE print of all of your artwork.
28. Make sure your artwork is suitably ready to hang and is properly wired. Don’t make the wire too tight. Several of us can attest how hard it is to hang a tightly wired painting on a curtain hook on a gridwall panel. It's a challenge!
    
29. Certificates of Authenticity, rubber stamp to use with the certificate could be useful.
    
30. Ensure the hooks are exactly what you need for all the options available to have paintings/artwork hung on.
31. Designate a Holding area for art pickup later. Get the buyer's cell phone number and Tape the Yellow invoice to their bag. Take off Yellow invoice when picked up. The customer will have the White invoice when purchased
    
32. Commissions, signup, requests for anyone - how to handle this for the entire group or individuals, discuss prior to event.
    
33. Vary your pricing options to appeal to more guests.
34. Offer local shipping or pickup at the gallery options.
35. Do you really want to see that piece of artwork go? Some artists are extremely attached to certain pieces of their work and there is nothing wrong with that. Some are thinking, “if it sells, it sells”. Others price up so that it will not sell. When it boils down, yes, it is your work, priced where you want it. Perhaps have prints made and sell those instead, in the meantime displaying the original. Again, up to you.
    
36. If your artwork has one price on it and the Inventory List has another, the lower price most likely will have to be taken. 
37. Have a section of ONE panel wall for PWAS info - for hanging business cards, brochure, even individual artist brochures, Scholarship Program, coupons, Open Space Arts gallery etc. Have all the loose paperwork corralled and out of the wind.
    
38. Suggestion: The PWAS inventory list, should be standardized. Make it easier for our sales person(s) if its alphabetically listed and the Name of the Artwork is the same Name as on the Inventory List. We need to update the Inventory List and offer one online so PWAS can better list their work. We were spending a lot of time trying to match up a tag to a the inventory list. Would this work?
    

#	Name of Art	Size	What?	Price	Inv.	Sold?	optional
1	A Painting of my Cat	12x12	Painting		1
2	Print of A Painting of my Cat	8x10	Print		3
3	Whale in the Ocean Mini	3x4	Mini w Easel		1

 

 Additionally:

1. I am not big on eating in front of customers but at times/places, there may be limited other options. When possible, eat elsewhere. AND absolutely, no yelling.
   
2. Do get business cards. People asked for them from artists that did not have any.
   
3. Have your Sales Area set up as soon as you arrive even if its EARLY! Or even leave it set up for a bit of time for those last minute sales. This has happened! 
4. It's everyone's responsibility to keep an eye on the Sales Area and to know what to do to make the sale. Card Reader, Invoice, Inventory List, Change Box, Wrapping and Bagging - all of those things.
5. The Double Tent was awesome and the layout was for the most part really good at this recent show. The two tables worked well and the number of print racks was ok. We were lucky to be able to put our chairs up on the side walk outside of the tent. This would have been tougher if it had been raining.
6. Speaking of raining, would it be feasible to have tent sides semi attached in designated areas in case a storm comes up? Or at least KNOW where they are!
   
7. The extra standing rack at the back table blocked an exit in/out.
8. If special packaging, bagging, something comes with the sale, make it easier for whomever is making the sale to include the extras, otherwise...
   
9. When we have limited space and a lot of artists, we need to be very aware of not infringing on each others space with extra items. I do think that if spaces are starting to look bare because of sales, we SHOULD rearrange the art to spread out for a better appearance though. Several people remarked how great the tent looked even on Day 2.
   
10. I was especially happy about the artist's names with their art. Thank you to Ken for those and we should do that at all shows!
11. Do periodically go through the tent and straighten up the artwork. Things can get wonky and as things sell, get the bare hooks off the wall.
    
12. Remember: Things can and will happen. Adjust the issue as quickly as possible and continue with the event - AND HAVE FUN! Break out the wine slushies!
    

 All of us have done the do's and the don'ts. We are all learning and every show is different. As a team, really we do all work -and work hard- at making each show a success. Lessons Learned after a show is a great way to make things even better the next time.

Now its your turn. What would you add to this list?

Last UPDATED March 22, 2023

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Local Art: Visit us at Clearbrook Center of the Arts at Tackett's Mill in Lake Ridge, VA on Saturdays and Sundays from 1 to 4 – it’s free to see the artwork! Want to join PWAS? Go to https://www.princewilliamartsociety.com/membership

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Author: Donna Liguria
An artist member of PWAS in Woodbridge, VA specializing in acrylic painting. She paints landscapes, seascapes, animals and many subjects. Visit her Blog at https://donnascavepainting.blogspot.com/.

 

 

Photography/Video Credits:
Artwork and Photos by Donna Liguria