An Art Gallery Reception List
Planning an art reception at an art gallery means there is some version of "party planning" that will go into effect at your art space. The gallery will need to pick their message and get it across to their potential visitors coming to see it, in the best way, the best light, and in the most memorial way that can be accomplished. We will look at various topics and ideas your art group (and artists) and/or art gallery committee will need to think about, decide on, implement and take care of in this post.
Solo Show or Art Collection?
Is the art reception for a single artist or photographer or for a group of artists? How will the gallery present them?
There may not be a dress code for the event, but the artist(s) attending the event should always look professional, be comfortable and be confident. The artist -could- potentially -dress the part too according to the theme of the show. The spotlight is on the artists along with their art so be ready for the attention.
The artist(s) should invite all their friends, peers, and family and post their show everywhere to reach as many visitors to your event as possible. Another thought is to be AT the gallery whenever possible because art often sells better when the artist is there!
As an artist in the show, be ready to do 'the Artist Talk' to share your passion in what you do.
Who's Who in Your Art Group
Pool your resources, from the talent already available within your art group.
Tap into your art groups resources - its members! Someone in your group may know someone that is just the person you need to know for something you need! This includes the owner of a local restaurant you could contact to help with the food for your event. Offer to have the restaurant's logo printed on your materials/social media as a sponsor.
Find out who your graphic artists are to draw up the flyers and other materials needed. Recruit the talent already in your creative group. Searching your artist group for vendor relationships that are already in place will go a long way toward getting your foot in a door, to help manage your budget and to put on a great event.
If needed, create a Reception Committee to manage your art receptions! Bounce ideas around in your group to get the creative juice going. Your Art Reception Committee could be one of your best resources to help manage your budget and time.
Get the Ball Rolling on Your Art Party!
1. Schedule the Date
An art reception is typically scheduled at the beginning, or opening of an art show or event for a couple of hours, but there are also Advance Receptions, Closing, Private Receptions, and Open Studio Events. Decide on the best option for your event.
2. Schedule the Time
The time of your art reception may depend more on whether the event is public or private in order to best suite the best turnout. Most often the event is held on a Friday evening, but Sunday afternoons or a weekday evening may work for the visitors as well. Generally, about 2 hours works well for most events and cocktail party receptions.
3. Plan the Program
Your program can be a simple or elaborate as the occasion needs. Do you have a full schedule of events to time out or is it more relaxed? Do you have a budget for the event?
- Plan your staff needed - from pickup, setup to cleanup.
- What promotional materials will you need for your event? Flyers, brochures, post cards, and/or other handouts - to learn more about the artist, the art, the group and where to find out more. Consider all the options you might need for your presentation.
- Will you have entertainment - special music, singing, dancing, other arts that could be scheduled? Having great entertainment will delight your visitors tremendously.
- A press release should be sent out at least 2 weeks prior to the event.
- Is there a dress code you would like to implement, perhaps in keeping with the show theme or name?
- Do you need to make an invitation and a list of special people to invite? Have you considered inviting local designers that might need art for their clients? Do you have art collectors to invite? Can you invite past clients?
- If dignitaries or sponsors are invited, will someone be making a speech or have talking points?
- Can you invite the press to cover the event?
- Will your art group, board or committee lead need to make a speech or toast?
- A photo shoot area is another idea to capture the artists (in front of their artwork too), as well as visitors and dignitaries. Dress up the photo shoot area too with props.
- Plan on making it FUN!
4. Public or Private Reception
Will this art reception be open to the public or a more restricted private reception? You may need signage at your door to notify those that might enter, if it is closed for private event or open to the public. For some gallery events, you may have invitation-only for entrance and will need to manage the RSVPs AND potentially manage the invitees at the door.
Consider having someone at the door to greet the guests and give out any promotional materials. Have everyone fill in name tag or at a minimum, all the artists and gallery persons should have name tags.
Consider an earlier advance party that your art collectors, VIPs, dignitaries, the press and media can arrive to before the event opens to the public.
5. Refreshments
One of the most important parts of your art reception is what to serve. There are many considerations including the amount of people expected, is it a public or private affair, or a corporate event - who is paying for it? Will your art reception be based on a theme, will it be light refreshment or is it a cocktail party, will it be simple or more elaborate? Your budget will let you know.
The event could be catered or if your art group event planner/Reception Committee does their homework, local restaurants and/or grocery
stores may wish to donate refreshments and nibbles (or give a discount, especially for non-profits). But you need someone to ask! You could mention and it is always a good idea to
recognize your sponsors on flyers, on your website, or other options.
Will alcohol be served and will you need a special license to serve alcohol? Do you need a bartender? You could offer drink tickets, where someone at the door could check IDs and allow one ticket per adult, or perhaps one free and one paid ticket.
Define your table space so everyone knows what goes where.
Finger foods typically work best, also known as toothpick food. Things that have to be eaten with fork, knife or spoon make it harder for people to use if they have a drink in one hand and no where to sit - as is typical in a gallery setting.
- Wine and Cheese, Crackers
- Coffee, Tea and Baked Goods
- Punch and Cookies/Cake (already sliced)
- Cheese, Fruit, Vegetable Trays
- Charcuterie board - cheeses, meats, gherkins, great olives, mustard
- Shrimp cocktail
- Ice
- Water
- Punch
- Chafing dishes
- Tables, tablecloths
- Bar Tables, tablecloths
- Chairs
- Trash containers
- Trays, punch bowls, ladles
- Paper goods, napkins, paper towels
- Cups, wine or champagne glasses
- Tongs, forks, serving utensils
- Coolers
Your Reception Committee quite obviously will need to "work" the party, or have the people in place that do the various duties during said event. Food, drink, and ice will need to be replenished, serving platters refilled, and trays consolidated. If you have a bartender or tray servers, they may need help or replenishment or you may need someone for quick cleanups. You will also need help picking up plates and cups around the space during the event and for final cleanup when the event is done.
If the reception is open to the public, there is no need to feed all of the visitors but you certainly want to have enough so that you don't run out of nibbles or drink until the very later few minutes of the event. Plan accordingly.
6. Entertainment
Gallery art receptions are all about the art, the artist(s), or art group(s), but music is a must. If the gallery is rented for a corporate event or wedding reception, the art space may be more of a back drop to their event. Typically music does play in the background but should allow visitors to mingle and allow for conversation.
- Live Music, DJ, instrumental, string or choral group(s)
- Dance Performance
- Readings
- Other options: Television screen with a video or art montage, about the theme, gallery, artist - whatever the promotion is.
7. Decorations
Flowers dress up all events very elegantly, and having at least one arrangement on your food table is appropriate. Flower petals could be another option, sprinkled around the table.
Need a color scheme? Coordinate your plates, napkins, etc.
Consider the name of your art show and or its theme and of course, the time of year. Your decoration ideas may be based on these factors. Other considerations can include when appropriate: flags, balloons, twinkle lights, fabrics, paper lanterns, glittery things...
8. Children's Art Table
If children will be at a show, consider a spot for them. An art table setup with crayons and butcher paper to draw on will not only keep them entertained but occupied while the adults enjoy the art and conversation. Think about paper, colored pencils, Etch-a-Sketch, or chalkboard.
9. Have a Photographer
Your art group should have a photographer available to capture your event. The photos can be used in so many ways - online and offline, for promotions, for blog posts, for your history of events and for future events.
10. Other Misc Options
Will your art sales desk need to be open during the reception?
Have a Guest Book or an email sign-up sheet.
Have your Donation box out for the gallery.
Have an art Raffle.
Find one or two party/rental vendors that you can call upon when your event needs specific party items for certain events like sit down dinners, wedding receptions, etc. See if you can arrange discounts when you recommend their use if your gallery is rented out.
Likewise, develop relationships with the local restaurants and caterers that you can depend on or suggest when the gallery is rented out that will give you discounts/perks for your events as well.
For further reading, and a sort of "other side of the coin" what NOT to do at art receptions, Art Gallery Opening Bad Behavior Etiquette
And more about Visiting an Art Gallery
The
Prince William Art Society (PWAS) manages many of the art shows that
are on display at Open Space Arts (OSA) at Stonebridge - 15000 #140
Potomac Town Center, Woodbridge, VA, with the OSA Committee members. Our
latest art show, "Hispanic Heritage Art Celebration" will open Sept
21, 2022 with a reception on Friday, September 23, 2022 - Come by and see us!
An artist member of PWAS in Woodbridge, VA specializing in acrylic painting. She paints landscapes, seascapes, animals and many subjects. Visit her Website at https://DonnaLiguriaArt.com & her Blog at https://donnascavepainting.blogspot.com/.
Donna Liguria and Otis Stanley
Local Art: Visit us at Stonebridge Open Space Arts at 15000 Potomac Town Center, Woodbridge, VA - Open Wed to Sat 12-7 and Sun 12-5
The Prince William Art Society is a 50-year-old non-profit art group in PWC for the appreciation of fine art throughout the county and Northern Virginia.
Want to know how to get involved at OSA? If you are an artist (18 or older) living in Prince William County, or a are a member of a PWC art group, you are welcome to get on our next art show's emailing list. Send it to us, OR come by the gallery to find out more.
Want to join PWAS? Go to https://www.princewilliamartsociety.com/membership
