After submitting your work and you have been accepted to an art fair, congratulations you now have a 10 x 10 piece of concrete or grass assigned to you so the question is now what? There is plenty of preparation before a show and even more prior to your first. Your job at the show is to convert this space into a gallery in the matter of hours using some of the items below to make your job easier.
Tent. This is one of the most important items you will need at an art fair. The tent will provide shade in the summer sun, keep your work dry from any precipitation and also help protect your work overnight. There are a few options you can go with for your tent, the first being an EZ-Up. While the EZ-Up tent will work for a show you do have to be careful with these tents in the wind and other conditions. The tent I use is a Trimline by Flourish Company. This tent is around $1000 and I do recommend adding the rear door option, as it will allow you to create a place to get to storage or away for a little while. The Lightdome tent is also a popular choice by artists, which is about the same price. Whatever tent you go with make sure it comes with exterior walls which you can put up in the evening or during inclement weather, the most important however is make sure the tent is white. Yes it is boring, but this is the standard and booth shots with tents that are not white could keep you out of a show.
Weights. When you put up your tent, you are also putting a sail in the air. To help prevent your tent from flying away and possibly knocking into another booth or hitting someone you will want weights on all four corners of your tent. Most shows require a minimum of forty pounds on each corner. You have plenty of options for the weights however the one recommendation I have is to make them look nice as they will be noticed at the corner of the tent. I created my own weights using 4” PVC pipe, concrete and a metal hook. This was pretty economical and gets the job done. Other artists use old gym weights, thin metal rods or water containers as a starting point.
Walls. Don’t confuse walls with the sides of tent, these walls are where your artwork will hang. The most popular (and expensive) walls are by Pro Panels located in Texas. With these panels your space will look professional and like the gallery atmosphere you want to create at the art fair. While the walls are light-weight they are also tall which means a trailer or van is needed to transport them to the show. For a normal 10×10 booth 9 panels are needed with the necessary connectors. The nice thing about theses walls is that you can set them up different depending on what is needed for the booth. You can also pick the color for your panels as well from 8 options. I ended up purchasing plan B, but use one or two different set-ups depending on the traffic flow of the show. Hanging artwork on these walls is done either with the hook system Pro Panels sells or with inexpensive curtain hooks. Grid walls can also be used for your booth while it may not look as nice as the panels it is less expensive. Another option to consider is the mesh panel system by Flourish, also less expensive and easier to transport than the panels. I encourage you to look at other booths to get some ideas of what works best for you, however this is a case where nice can help your booth attract customers.
Prior to purchasing a tent or walls check to see if anyone nearby is selling either, as you may be able to save a little money. Your best source is either Craigslist, art related online forums or your network of artists who may know of someone selling one. These items do retain most of their value but usually you can save on shipping which is not cheap.
Artwork. Of course you will need to have your artwork for the show. I won’t get too much into this however make sure you are showing what was selected for entry into the show. I have yet to see or hear any instances when your work in your booth is compared to what you submitted in your application, however if you entered artwork of landscapes and are now showing clowns it will bring some attention. The other point is make sure your presentation is professional and not just inexpensive frames from a discount store. People look for quality and this may cause you to lose sales.
Bin Items. If your artwork can be made available as a matted piece sold in a bin, you will want to include this as well. While pieces will sell off the wall, the majority of customers will opt for work available from a bin as the piece will complement something in their house which can frame as they wish. Be sure to have different size options available, I found the 11”x14” size sells best however smaller also sells if they would like to do a series of images. Mat your work to standard frame sizes as the customer will not be happy if they purchased a bin piece from you only to spend three times as much for custom framing. Also use archival materials when matting your work. The plastic bags for the bin work can be obtained from Clearbags, when purchasing these be careful when as the size you will want for an 11×14 is a little larger than that size. You may want to consider the environmentally friendly bags, however if the bag will start to biodegrade in the sunlight then it may not be your best option for an art fair. If bin work will be included in your booth, be sure that you have a bin to hold the work.
Tags. Make it easy for customers to know about your work and the price. Many times people will not ask and will walk away. Additionally, you could be busy with other customers and not available to answer questions. You want to be the easiest person to do business with at the art fair.
Payment Processing. When you sell a piece of work, the most important part for you is a method of collecting the money. Accepting credit cards at your booth is a must! This can be done in a few different ways. The most common method is using a merchant services provider, which is similar to what is used in a retail store. The least expensive up front costs with a merchant services provider is using a “knucklebuster” or for a little more money you can transmit your sale via a wireless device. The percentage in transaction fees you will pay will be less with a wireless device, however there are additional costs in your monthly fee as cellular service for the device is required. The most common device for this is called the “Nurit” which can be rented or purchased from your provider or can also be bought used on eBay. If you purchase one via eBay the device will need to be programmed for your provider. The newest way to accept credit cards is by using Square or one of the other services available on smartphones. Prior to selecting your services think about how often you will need the service or if there are any limits to the amount of money that can be processed per month.
During the sales transaction, you will need a receipt book to allow you to create a receipt for your customer and also for your records. As part of my sales process, I have a supply of paper bags used for smaller purchases of bin items as it provides a professional feel of buying something from a store. Some may argue you are losing sales opportunities as a customer is not displaying your work to others as they walk around the show. It is your choice on what is best. I don’t recommend having a physical cash box as it is one more item to worry about disappearing during a show, I carry cash on me at all times.
Promotional Items. At your booth you will want materials prospects and customers can take with them to contact you at a later date. I use business cards as well as a promotional piece. Additionally, have a sign-up sheet for people to subscribe your mailing list, if someone likes your work they will want to become a fan and an e-mail list is an easy way to communicate. If you don’t have one yet, look at the free options by Mailchimp (aff).
Chair. An art fair can be a long day and you will be standing a lot of the time. A good art director chair will help you get some rest but will also put you at a high enough level allowing you to talk to customers without them having to look down to you.
Miscellaneous Items. It is a good idea to have a storage bin with some tools you can use if something needs to get repaired during the show. I have a storage bin with some tools, zip ties, extra wire, pens, clips, rubber bands, a-clamps, band-aids, Velcro and more just in case. Invest in a tarp to have during the show. This can be used as a clean place to store art during assembly of your booth, or to quickly protect items during rain or unexpected sprinklers.
Practice assembly!!! This is the most important aspect you need to do prior to the show. Know how to assemble your tent and walls ahead of time. The morning you are setting up the tent is not when you want to find out that you don’t have a piece or spend time reading the directions. When you are setting up it should be second nature to you and practice will get you to be in that position.
Visit other art fairs prior to the ones you will be doing to get ideas for your booth as well. From layout to display methods you will find a little of everything which may want to try out in your own booth. There is a little bit of work prior to the show, but now we are nearing your first art fair.