Setting up an Art Show
Showing your artwork with an art group is often a convenient if not less expensive way to show your art in a show you may not have the experience, funds, equipment, help, or know-how to do on your own.Thus, joining your local art group and getting involved in their art events can be a great way to get started in showing your art.
It is certainly a learning experience! When they say it takes a village, well, it can take an ART GROUP to get an art show done! You will quickly learn the intricacies - both challenging and obvious. A place to begin organizing the show would start with the art group making a few decisions up front.
An Art Group Sets up an Art Show for their Members
Decide WHO is running your art show - your art coordinator. Your art group may have an Event Coordinator (responsible for GETTING the places to show) but does not necessarily have to be the person running the (each) show. This person is responsible for getting all of the information together, applying to the space, scheduling and informing all parties. He or she is the Herder of the Kittens. Depending on the size and location of the show, more than one person might be needed.
Art Group Responsibilities
Applying as a 'vendor' for the location or event may be where to start, or at least begun with an idea of how many artists in your group will want to attend. A non-profit art group may have options not available to individual persons or businesses, but nonetheless, there may be a fee to enter. Pay the entry fee, coordinate any and all documentation needed.
Location Logistics and Art Booth
- Find out EXACTLY where your allotted space is and what are its dimensions?
- What is around it? What is behind it and what are you near? Will you have room to 'expand' a bit?
- When will you need to set up your space and how much time will you need?
- Where will you make your sales and bag the purchased items?
- Confirm, confirm and I will type it again, C O N F I R M everything.
Tent Arranging
Keep in mind the BEST traffic flow patterns for the visitors AND showing the art in the best light available. No artist likes being stuck 'in the back' where their artwork may not be seen, for any reason. So the traffic flow should always be laid out so that every artist has a fair shot without sacrificing the best traffic flow for the visitors. Likewise, while many don't want their artwork out in the bright sun all day, neither do they want to hang where the art is backlit or in the dark. Eyeball and consider your options - on paper first. (Graph paper!)
1. Ensure walkways, traffic patterns are the BEST they can be for the visitors and DO NOT BLOCK necessary doorways, elevators, etc.
2. Watch out for "dark corners" or "too bright" areas whenever possible.
This also means that your artists need to understand to NOT block the aisles so that other potential visitors/buyers cannot see all of the artwork. All artists need to be cognizant of the traffic pattern of the visitors! Greet and talk to your visitors but move out of the aisles as quickly as possible.
Any Deadlines? Deadline to enter, deadline for artist signup and to pay fees.
Exhibit Terms - there are probably terms that should be strictly adhered to that your group will need to be aware of. For instance, some exhibits do not want their vendors to fold up shop early under threat of not accepting that vendor back the next year.
Will you need to make alternative arrangements because of the weather? Does the tent have sides?
POS - Point of Sale
How will you make your sales?
Will you have internet?
Do you have the right size bags and wrapping materials?
Do you have the marketing materials that display your art group's logo?
Do you have a plan B and C in case of emergency and/or very busy sales?
Getting the Equipment to the Art Show
How and who is getting your equipment (from where it is stored) to the show?
Tent(s) - typical tent is 10x10 and the vendor space allowed may be as well.
Gridwalls (about 36 inch wide and 6 ft tall) and stands, hanging hardware - some gridwalls have covers too.
Weights, sandbags, blocks
Tables, tablecloths, art group logo, signage
Lighting, extension cords
Misc "Go Bag" of tools - hammer, screwdrivers, bungee cords, cable ties, basically any "just-in-case" items.
Print stands, display racks, etc.
Know how you will arrange your gridwalls and assign artists PRIOR to getting to the show. Some groups go by first come first served, some draw numbers which has worked fairly well for us lately. Number each gridwall (can be front and/or back), then have the same numbers in a hat for each artist to draw a number. If someone gets an area that is recognized to not be 'as good', do you have a way to help balance them out?
Recruit Your Artists
Do you need a minimum and maximum number to apply? Gridwall space is allocated by how many artists apply to show. Obviously, a 10x10 tent will only accommodate so many artists. In the past, often an artist will get a front and a back of a single gridwall, but do consider the options to reasonably accommodate as many of your artists that want to attend.
Send out an email to your art group with the Dates, Times, Fees (if any), Respond by Dates, etc. Give the artists all the details they need to know and what to expect.
They will have questions about how much art do they need to bring, how much space will they have, what percentage of sales goes to the group and more. Some of these are harder to answer because of the size of the artwork, but you get the idea.
Let them know if they will be expected to help setup, to take down, when to deliver art by and to pickup art. The art coordinator will need to schedule enough artists to help throughout the duration of the show...and its very common for everyone to help "work the show".
Special Considerations
- Where will they park? Do you need to meet somewhere?
- Where will they store their packing materials (wagons, roll carts) during the show?
- Bus service to the art show - Occoquan is known for this.Vehicles may only be allowed at very specific times and bus passes for vendors is common.
- Find out where your restrooms are!
- Wind gusts happen. You may need to secure your gridwalls.
- How will you handle a no-show or a VERY late artist?
- Should you have an all-artist front-of-the booth wall space? *GREAT IDEA!
- Can you have a flyer for the artists that accept commissions?
- If the art show is more than one day, address any and all security concerns.
Photo Credit: Donna Liguria at Occoquan Arts and Crafts 2021
Artist's Responsibilities
Artists should have the best of their artwork on display, there is no getting around that. The artist should have their art SIGNED - I recommend on the front with the paint and colors used so that at a glance, the viewer KNOWS who the artist is. But everyone does tend to do their own thing in this regard. On the back of the canvas, the artist should always sign/write their name and the year the piece was created. Many artists include the name of the painting and the medium used as well.
The artist will also need to have their artwork labeled on the back with a tag or sticker label which includes their name, title of the artwork, medium, size and PRICE. And a label for the front and often found under the art, a label with the same info should show for the viewer. Depending on the art group or gallery, these may be provided and may include the art group's logo.
Follow the specific directions for that show.
The artist may need to provide an artist inventory sheet for all the artwork, prints, everything for that show. The art group may provide the inventory sheets for that show, so watch your emails for the needed info and directions.
The artist should have the art pieces READY for display and hanging. If needed, the piece may need to be properly framed or matted and framed. Canvases will need to be wired, and wired for that shows particular hanging method. Likewise, prints need to follow your art group's Display Requirements.
Typical Gridwall Hardware for Hanging Art for PWAS Art Shows
ASK if you need to know more about the particular venue if the art group has shown at this event before. Someone that has previously worked that show may have an idea of what has sold, so that may help the artist to know what types of artwork to bring with him or her.
As stated above, be cognizant of NOT blocking your aisles! Sure, get out there and talk to those viewing the art (your art), but keep the walkways CLEAR for the visitors.
Other Artist Tips
- Provide your business cards. Hand them out! If you make a sale, put one in the bag! Likewise for your fellow artists!
- Watch your art group's cash box and any valuables at all times.
- Work your volunteer shifts.
- While many artists might be at the art group's show for the duration, it is only fair that if you don't help to set up at the beginning, you are there to help take down at the end.
- Ensure that your artwork DOES NOT hang over the edges of your gridwall. Gridwalls are typically 36 in. wide and 6 ft tall.
- Do you have an Artist Name sign? Can you hang it?
Special Considerations
Allow for changes in the weather - in what you wear, and how you protect your art. You may want to bring an extra set of clothes, shoes, umbrella and you may need your own chair. Plastic bags might not be a bad idea to have on hand in case of a surprise shower.
Remember to bring a hat and sunscreen if the show is outdoors.
And of course, always remember, you are not only representing yourself and your art, but you are part of the art group, representing that group.
It is EVERYONE's Job to Promote the Show
This is an important piece of the artwork pie. Have marketing materials ready to hand out AND to share online AND offline EARLY. Get these promo materials to your art group's Webmaster, Social Media person(s), Advertising person(s), and art group members ASAP. Have these items readily available far in advance so that the entire art group can reach as many potential visitors as possible and potential visitors can mark their calendars.
Print out flyers and hand them out at work, to your friends, etc. BE SURE all dates, times and locations are on it and are correct!
I really mean this, EVERYONE in the art group should be talking it up, sharing on their social media and/or however they can. If you have a Facebook, a website, or an Instagram or can send smoke signals, help get the word out. Spreading the word on what the art group is doing is every member's responsibility, attending or not.
And finally...After the Show
Congratulations, you got through it and hopefully made sales!
But don't give up if you don't sell at that show. You had to have had some positive things come about because of being there.
Did you take the opportunity to talk with your visitors, hand out your business cards, meet and perhaps learn more about your fellow artists? Did you take note of what may sell better at that event the next time? Did you find ways to better improve your art, how it was presented or displayed?
Occasionally we do lessons learned after an event - you might do it on a personal level or as a group.The point is always to LEARN and make those connections to get your name out there.
Speaking with other artists, although a sale may not have been made, commissions for work have come about BECAUSE of connecting with those that did admire your art!
Photo Credit: Sheri Herrick at Arts Alive September 2022
Photo Credit: Donna Liguria at Occoquan Arts and Crafts 2021
Well, this was another long post. What can I say, I'm good at long posts. But I probably left out something, so leave a comment and let me know what I forgot!
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
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