how to prepare for an art fair booth

Are you excited to showcase your artwork at an upcoming art fair booth but not sure where to start? I know firsthand how daunting it can feel, but don’t worry, I’ve got you covered! In this blog post, I’ll take you through a comprehensive step-by-step approach to prepare for your art fair with confidence and ease.

My art fair booth at the 2023 Artist Row juried art show at the Rochester Public Market.

First off, let’s talk about the thrill of having your own booth in an art fair and why proper preparation is crucial for a successful experience. Participating in art fair events is a great way to showcase your work, network with buyers and fellow artists, as well as boost your confidence. It may feel a bit daunting to put yourself out there, but I promise you, it’s all worth it when you see positive interactions with your art right in front of you. When you’re equipped with the right tools and strategies, you’ll be able to showcase your artwork in the best possible light and attract potential buyers and fans.

My very first art fair booth! This was at the 2022 Artist Row juried art show at the Rochester Public Market.

Let’s dive into preparing for an art fair booth. First, selecting your artwork; it’s essential to consider the target audience and theme of the art fair, the size, medium, and variety of artwork to showcase, along with curating an appealing and cohesive collection.

1. determine the target audience and theme of the art fair.

If you’re participating in an event featured around a holiday, I would recommend to adjust your offerings based on what people may be shopping for. And don’t worry, you don’t have to completely redesign your offerings per show, just a few special touches will help. For example, I’m currently prepping for a holiday show, so I will be offering some limited edition handmade ornmanents alongside my normal products.

2. consider the size, medium, and variety of artwork to showcase.

The keyword here is variety. I’ve found that it’s extremely important to have products available for many different budgets. At my last show, the smallest price point I had were stickers for $3, and my highest priced item was my original Ponies painting on canvas for $1,000, along with many options in between these prices. Some examples of products I offer are original paintings on canvas, framed originals on paper, unmatted and matted art prints in varying sizes, as well as merchandise, like stickers, bookmarks, and keychains.

3. strategize on curating an appealing and cohesive collection.

Your artwork should embody your brand and work together cohesively. You don’t have to bring every single piece you’ve created–focus on curating a collection that works well together. If you feel like any work majorly sticks out or competes against other pieces, it may be best to leave it back in your studio.

I offer a variety of product offerings at my art fair booth, including original paintings, art prints, and merchandise.

Next comes preparation and packing. Here are some tips for establishing an inventory, organizing artwork for efficient setup, and safely packing and transporting delicate artwork.

1. establish a timeline for preparation, including artwork selection and inventory.

I usually start preparing at least a month ahead of an art fair. Start by checking what you currently have in your inventory. I recommend keeping a running list of inventory (I keep a Google Sheet so it’s all in one place). One you know what you have, you can figure out where you have gaps in offerings by size, medium, price point, etc.

2. organize and label your artwork for efficient art fair booth setup.

About a week before a show, I’ll start putting artwork into bins and piles. I used these collapsible storage crates from amazon at my last show and they were amazing for transporting artwork, as well as displaying it at my booth. I also always keep one bin set aside for important items that I’ll need straight away while setting up (ie: tape, screws, a drill, etc.)–just make sure to keep this bin from getting buried amongst your artwork!

3. safely pack and transport your artwork, including delicate originals.

I’m a huge proponent of packing your vehicle the night before, if possible. There’s so much to focus on the day-of art shows that anything you can do ahead of time to prepare, do it! Any original paintings on canvas that I’m worried about shifting around and getting damaged, I will carefully pack the morning-of for peace of mind.

A real behind-the-scenes shot of piles of my artwork packed and organized in my dining room the week of an art show.

Let’s go over how to set yourself up for success by arriving early and setting up your booth with essential display materials. I’ll also provide you with straightforward instructions for setting up an eye-catching and functional booth–because as creatives, I know we can all agree that what really matters are the ✨aesthetics✨.

1. give yourself ample time to set up your booth by arriving to art fairs early.

One of the biggest things I’ve learned at art fair events is to arrive early. I find that it always takes longer than anticipated to set up my booth. I’ve also noticed that some customers arrive prior to the event start time, so you’ll want to be prepped and ready as soon as possible. Additionally, other vendors will usually peruse the show before the official opening time of the event, so make sure you don’t miss out on key networking time by being late.

2. setting up essential display materials, such as your tent and layout of tables.

First of all, make sure to secure your tent and artwork, especially if you’re at an outdoor event; large artwork + wind ≠ a good time. Be prepared by bringing cinder blocks, sandbags, clips, and clamps to secure your displays against the elements. Second, be strategic in how you set up your booth. With limited space (usually a 10×10 ft. area), you want to make sure to take advantage of the best layout possible. I find that putting tables in an L or T shape works successfully for me. This setup gives me a good amount of table-space for products, an inviting layout where customers can walk around, as well as a barrier between me and the customer–this helps viewers look without feeling pressured.

3. set up an attractive and functional art fair booth while optimizing limited space.

One way to create an advantageous booth layout is by putting products in bins and crates. I’ve found that people really like to interact with products in my booth by sifting through art, so the bins are not only helpful in a space-saving way, but also in functionality. A piece of advice I have learned from trial and error is to avoid placing product directly on the floor or ground; I’ve noticed that any artwork I had in bins lower than the surface of the table was rarely sifted through, or even noticed.

To optimize space in your booth, I recommend putting as much artwork at eye-level as possible. Use risers and grids to prop up your artwork and increase vertical space. I’m a huge fan of these metal grid panels for making using of vertical space–they’re sturdy and have a decent amount of clear space for wind to travel through without blowing them over. You can also purchase display legs and panel connectors to build your own setup, or purchase a ready to assemble option.

Making use of a functional booth layout with strategic table placement and using metal grid panels to gain vertical space in order to get artwork at eye-level.

Business branding materials are crucial in promoting your identity. Effectively incorporate signage, business cards, and price sheets into your booth.

1. important business branding materials to incorporate in your booth.

Incorporating your branding material is an extremely important step in curating your booth. Your brand colors and typography are vital in reinforcing who you are as a brand while providing a cohesive look and feel. Curate your tent, tablecloths, price sheets, etc. to be consistent with your brand. Make sure to have your business name or logo on a large sign in your booth. Also ensure that you are stocked up on business cards that include your name, business name, website, and contact information.

2. the significance of branding materials in promoting your art and identity.

It’s crucial that people have a way to connect with you after an art fair, so make sure your contact information is readily available to handout to customers. Sometimes you will have visitors in your booth that will not buy anything at the time of an art fair event, but will take a business card and purchase from your website/online shop after the show. Another reason to have your business branding materials on-hand is so people can follow you on social channels. Some of the best connections I have built are from art shows. You truly never know who you are going to meet and how impactful it could be on your career as an artist, so make sure you’re prepared!

My homemade banner for my business! With use of my logo and brand colors, this banner embodies my brand as an artist.

Pricing strategies and taking payments are an essential part in your success at art fairs. In this section, I’ll go a bit more in-depth on various pricing strategies, such as tiered pricing and offering both prints and originals, while providing you with options for accepting payments, including cash, credit cards, and mobile apps.

1. price your artwork strategically with a tiered pricing structure, and by offering both prints and originals.

As discussed in the Selecting Artwork section above, make sure to offer products at a variety of price points. Personally, I aim to offer products that are below $10, between $10-$30, $30-50, $50-150, and $150+. I always like to offer art prints as an affordable way for people to own my artwork if they don’t want to commit to (or don’t have the budget for) purchasing an original painting. One other note on this topic, make sure to label your work so people know whether they’re looking at a print or an original–even though the price is usually a giveaway, it’s helpful to have proper labels for the sake of clarity.

2. provide options for accepting payments, including cash, credit cards, and mobile apps.

Always have multiple payment options available for your customers. The last thing you want to do is turn down a sale because you cannot take payment. Personally, I use Square for accepting credit cards and I find the app to be amazingly simple to use. You can accept contactless cards with Tap to Pay without any additional tech/devices–it’s done on-screen through your phone. Payment apps like Venmo, Zelle, or Paypal are handy to have–I suggest having your QR codes accessible for ease of use. Additionally, always make sure to bring cash (ones, fives, tens, and twenties) to make change for any cash payments.

Here are just a couple art prints I offer at art fairs! Vestergade art prints are available here (top) and Point Lobos art prints are available here (bottom).

Next, let’s talk about engaging with visitors and networking. I cannot emphasize enough the importance of building connections at art fairs. Here are some tips for navigating customer interaction, as well as building connections with fellow artists.

1. engage with visitors, but give them space to look at your work without pressure to interact.

I found that my original paintings were extremely appealing to customers and great conversation starters. Feel out interactions with customers–if they seem very excited and chatty, go ahead and engage with them. Feel free to always say a quick hello 👋🏻, but if people seem quiet and are not making eye contact, give them space to just look without the pressure of having to talk.

2. network and build connections at the art fair.

Art fairs are an amazing opportunity to be around people just like you–most of them are on parallel paths, some are in the beginning stages of their art career, while others are more advanced. Make sure to introduce yourself to your “booth neighbors” and exchange contact information if you are interested in their work, or potentially collaborating with them in the future. Never underestimate the power of a good connection!

This massive original acrylic painting titled “Ponies” was the ultimate show-stopper at my last art fair. Positioning this painting at the front of my booth really helped to draw people in! Ponies art prints are available here!

Last, but not least, here are some key takeaways and benefits from proper preparation of your art fair booth:

1. Determine the target audience and theme of the art fair.

2. Consider the size, medium, and variety of artwork to showcase.

3. Strategize on curating an appealing and cohesive collection.

4. Establish a timeline for preparation, including artwork selection and inventory.

5. Organize and label your artwork for efficient setup.

6. Safely pack and transport your artwork, including delicate originals.

7. Give yourself ample time to set up your booth by arriving to art fairs early.

8. Utilize essential display materials in both an attractive and functional way.

9. Business branding materials are significant in promoting your art and identity.

10. Price your artwork strategically with a tiered pricing structure, and by offering both prints and originals.

11. Provide options for accepting payments, including cash, credit cards, or mobile apps.

12. Engage with visitors, but give them space to look at your work without pressure to interact.

13. Network and build connections at the art fair.

You made it! Thank you for reading through my thoughts and tips on preparing for an art fair booth. I have no doubt that if you apply the knowledge that I’ve learned from particiapting in art fairs, you’ll have successful experiences in future events.

Usually I would say Happy Painting, but this time, I’ll leave you with…
Happy art-boothing! 🎨👩‍🎨