What Should I Do Next? Advice After Acceptance Into a Show
Photo courtesy of RiverArtsFest
Among the steps an artist should take after being accepted into a show is confirming where the festival dates fall within their calendar of events. They should then look at the route mileage and decide whether to travel directly from their home or from another show.
This route planning is integral to the amount of inventory they will need to have on hand. For example, since RiverArtsFest is an October show, artists must plan to have sufficient inventory to carry them through the summer months and into the fall.
I encourage artists to read the event information on zapplication.org provided by the director for questions regarding cancellation policies. Policies are clearly stated so an artist knows what to expect and can make informed decisions when an unforeseen calendar conflict arises.
If an artist needs a special booth placement, they should contact the artist market director as soon as they are accepted into the festival. It becomes increasingly difficult to meet artist requests to be co-located with a travel partner or spouse as the festival date nears. Once corner booths are designated and booths needing electrical access are decided, it reduces options to accommodate special requests.
It is possible for an artist waitlisted for the festival to be called to participate. Artists have conflicts arise that prevent them from attending, and when I receive those notifications, I reach out to the next highest-scoring artist on the waitlist. I prefer to backfill an artist from the same medium, if possible, to keep a balanced distribution of media.
Artists who maintain contact and express interest in moving off the waitlist make themselves more visible, so when there is an opportunity to backfill an open booth, they are top of mind. If scores are even, the artist who made himself known has an advantage. I will backfill artists through load-in day if an artist is available to fill an unforeseen open booth.
RiverArtsFest is held at a time of year when the temperature varies. I advise artists to be prepared with sunscreen and hand warmers, as it’s impossible to know which may be needed. Of course, the festival is held rain or shine, so rain gear is also encouraged.
Most artists travel with their own tent, but for those who rent a tent, tables, or displays, early inquiries to the director to get a contact for rentals are appreciated. I prefer to have only one tent vendor on the festival site to ease load-in and load-out congestion, so it is best to ask the director prior to seeking vendors individually.
Memphis is undergoing rapid growth and construction downtown near the festival site. Multiple new hotels have opened, adding to the range of price options. I email a hotel directory listing, including a KOA campground, to all accepted artists three months prior to the festival.
I also welcome inquiries regarding lodging earlier if needed. Early booking is recommended, as there are multiple events occurring downtown every weekend.
Spread the News
RiverArtsFest budgets for marketing, but as a small nonprofit, all marketing channels are beneficial for the artists and the festival. Once an artist confirms participation with a booth purchase, it is time to start spreading the news they will be in town on the festival weekend.
Some attendees schedule fall trips far in advance and would love to know when their favorite artist will be in town. A save-the-date email or card from the artist gives attendees the opportunity to plug that date into their schedule.
At RiverArtsFest, we post a gallery of our accepted artists on our website, listing contact information provided on zapplication.org. Artists should confirm their information is up to date after they are accepted.
Multiple times, I’ve discovered contact information changed but was not updated. This can prevent an attendee from contacting an artist or cause the artist to miss needed prefestival communications regarding the event.
One month prior to the festival is a good time for artists to send periodic reminders to their mailing list. Social media posts should tag the festival for wider visibility. By posting photos of their latest work, patrons get a glimpse of what they may see in the artist’s booth.
What Not To Forget
I am contacted throughout the year by festival attendees who are searching for an artist they saw at the festival but lost their name. I have helped identify an artist from a description of their work, a booth location, or a photo of an already purchased piece.
It would be much easier if the attendee had a business card from the artist. A current alternative is a QR code the attendee can scan while in the artist’s booth. This seems to be a more practical way to transmit artist contact information.
Charging cables, power bricks, and Square devices are necessities, as everyone’s phone is their lifeline for communications. The pandemic contributed to the trend for cashless transactions, and festivals are no exception.
Most artists use a mobile device to transmit purchase transactions. It is easy to remember to bring a phone but also easy to forget those helpful power bricks for backup charging and the cables to connect them.