Let's Talk About Show Checklists Artist Share What They Do To Prepare
Every artist has a way of getting ready for a show after learning of acceptance into it. Compare your method to other artists and pick up new ideas from them.
Rachel Rittscher
Crystal and Glass
How long have you been doing shows?
Three years.
What are the first things you do after being accepted into a show?
The first thing I do after being accepted into a show is plan for my space. I plan my setup to decide how much inventory to take. Once I decide how much space I will have, I do a mock setup to choose which pieces to take with me to that show, and I’ll box them up separately, along with a box of extras to replenish as items are sold.
How do you spread the word about shows you are participating in?
I will post new pieces I’m working on as I get closer to a show, within two months. Within one month of a show, I’ll take pictures of my booth and post where I am at and encourage people to come down and shop the show. Year-round, I make a schedule and have that available for my customers, so they can see what shows I’ll be at and how they can find me in the coming months. I also use word of mouth to spread information about my shows.
What is on your checklist for a show? What is something you cannot be without at a show?
Booth display items; phone charger; phone; battery charging box; Square hardware and charging cable; cash box with cash; water; notepad and pens; snacks; inventory; bags and boxes for customers; chair; tables; and shelving unit. I cannot be without my inventory and ways to accept money from customers, including my Square and cashbox.
What is the best advice you received from a fellow artist about how to best prepare for a show after being accepted into it?
Make a list of all the items that you need at every show. Put them all in a bin(s), so they’re ready to go for every show. Leave of list of what’s in that bin inside, so you can double check everything easily before each show.
Do you have any other comments on this topic?
Being prepared ahead of time minimizes anxiety and show day jitters. You’ll feel much more calm if you have everything ready to go.
Amy Weh
Mixed-Media Mosaics
How long have you been doing shows?
Thirty years.
What are the first things you do after being accepted into a show?
Fill in on my spreadsheet all transactions and important info, ask off from work, and (book) hotel.
How do you spread the word about shows you are participating in?
I have a marketing person who helps me with posts and contacts, but I constantly am taking pictures, doing time lapses, creating content to be used continuously, and collecting emails.
What is on your checklist for a show? What is something you cannot be without at a show?
Beach towel, Snapple, and salami.
What is the best advice you received from a fellow artist about how to best prepare for a show after being accepted into it?
Don’t forget your Square.
Do you have any other comments on this topic?
Talk to other artists. Listen to an artist podcast. You’re not alone — we’re all crazy but love what we do.
Rebecca Szabo
Mixed Textiles
How long have you been doing shows?
Thirty years.
What are the first things you do after being accepted into a show?
If it’s not a commuter event, we book lodging and make sure our sales tax permits are current for that state. We also draft a floor plan for the booth and inventory needed. We also prepare a graphic for social media to advertise the event.
How do you spread the word about shows you are participating in?
We use both business and personal social media pages to promote each event. Typically, we announce when we are accepted and then start weekly promotions about six weeks before the event. The week prior to the show, we post daily teasers of new inventory available only at the show. After setup, we do a live post to show the booth setup and location. We always tag our promoters in the posts, as we all need to promote the event together. If postcards or flyers are available, we hand them out at events, so people know where to find us next. Sometimes we utilize email for local shows.
What is on your checklist for a show? What is something you cannot be without at a show?
We have a checklist for each type of show and season. We often take notes during an event if a display piece needs repair or if bags are running low, etc. Always use fitted tablecloths that go to the floor. Also make sure that racks and displays are sturdy and secure. We do very few outdoor events, as weather can be very challenging. A checklist definitely helps you not to forget anything, but there’s always something that we think of last minute. We’ve had to pick up lightbulbs, extension cords and once had to ask a vendor friend to bring our cash box and credit card machine that we left behind. We couldn’t do show without comfortable chairs and zip ties!
What is the best advice you received from a fellow artist about how to best prepare for a show after being accepted into it?
Before our first, large event that had an oversized booth, a friend suggested setting up at home. We marked out a 10 x 20 area in our yard and figured out our racks and tables needed. You also have to have flexible pieces in case your assigned spot has challenges. We encountered a large tent support pole at one venue, and we were glad to have 4-foot tables that we could rearrange easily.
Do you have any other comments on this topic?
Try to arrive early for setup and have patience. Many venues have limited access, so you need extra time to load-in, especially if you need to make multiple trips.
Mays Mayhew
Drawing
How long have you been doing shows?
Fifteen years.
What are the first things you do after being accepted into a show?
Look at the reviews on Art Fair SourceBook, art fair reviews on Facebook, and on Sunshine Artist. Ask art friends who have done that show what it was like. Wait for the best (fit) show that weekend to accept me, because I apply to more than one. Look at my show notes from previous years if I’ve done it before. Make the decision to accept.
How do you spread the word about shows you are participating in?
Email to my list two weeks and three days before the event starts. Post about it on social media one month, one week, and three days (daily) before the show starts. Text and email existing clients with a personal invite.
What is on your checklist for a show? What is something you cannot be without at a show?
I can’t do without my phone, phone charger, and Square.
Mark Harris
Wood
How long have you been doing shows?
Three years.
What are the first things you do after being accepted into a show?
Book lodging, finish planned inventory for specific market of show.
How do you spread the word about shows you are participating in?
Facebook and Instagram.
What is on your checklist for a show? What is something you cannot be without at a show?
Booth items, business cards, price tags, and point-of-sale equipment.
What is the best advice you received from a fellow artist about how to best prepare for a show after being accepted into it?
Let people know you are going to be there.
Bryan Ross
Glass
How long have you been doing shows?
Thirteen years.
What are the first things you do after being accepted into a show?
Pay booth fee, book hotel, work on inventory.
How do you spread the word about shows you are participating in?
Post on my Facebook page.
What is on your checklist for a show? What is something you cannot be without at a show?
Tent, weights, inventory, food, card reader, chargers, office supplies.
What is the best advice you received from a fellow artist about how to best prepare for a show after being accepted into it?
Bring enough inventory.
Sheron Davis
Mixed Media
How long have you been doing shows?
Thirty-five years.
What are the first things you do after being accepted into a show?
Pay booth fee, get lodging, update the schedule on my website, and make inventory due.
How do you spread the word about shows you are participating in?
Put it on the website and post it on Facebook and Instagram.
What is on your checklist for a show? What is something you cannot be without at a show?
Display, tent, inventory, business cards, and bags.
