how to survive an art festival…
And breathe…
The Patchings Art Festival is over for another year. I am home again. Everything is unloaded and packed away. Time to reflect. What worked well? What could be improved? Definitely a maxim to abide by is the following:
“For every minute spent organizing, an hour is earned.”
It is certainly worth taking the time to plan the layout of your stand beforehand; deciding on how you are going to display your work and set out items ahead of time definitely takes the stress out of the actual setting up.
Having display boards and tables that are reasonably lightweight, but sturdy enough to take the weight of your paintings etc, and that are quick and easy to assemble is advisable. Overly complicated/heavy structures that take an army to construct/dismantle are just going to send your blood pressure skyrocketing, especially at the end of a tiring few days!
Transporting paintings in labelled bags makes for super quick packing away. I use Stiffy bags, as well as some home made ones out of bubble wrap. It is also a good idea to have plastic storage boxes (with lids) for smaller, mounted work, or books and cards. This is definitely advisable if you are exhibiting in a marquee, and storing spare stock under your display table - the grass becomes damp overnight, even on warm days, so being stored in this way minimises the risk of any ‘damage’ from the damp grass.
I have a ‘Festival’ Box (again, a plastic box with a lid) full of useful items; pins, picture wire, hooks, Blu-Tak, Sellotape, Duct Tape, pens, pencils, marker pen, hammer, scissors, pliers, a small level, newsletter sign up forms, extra mountboard for ad hoc signage, table cloth, a sheet for covering down the stand each night, business cards, bags etc. This box is permanently packed and ready to go along with a roll of bubble wrap!
Ensure that you have all the relevant paperwork. I print out emails/invoices that confirm my participation plus what I have paid for e.g. extra table or board; it’s all well and good having the emails stored on your phone but sometimes connection is poor. I also make sure that I have a print out of my public liability insurance, plus exhibition insurance. Lastly, I have copies of any carpark passes at the ready.
Don’t forget your phone/chargers/card reader etc. I have also invested in a portable charger - you know, just on the off chance that I make so many sales that my phone/card reader batteries need charging on the go! Also, remember to put the sign advertising that you take card payment in a visible position. Make sure your cash ‘float’ is safe, preferably lockable. And that you have plenty of change.
Decide beforehand if you would be open to offering a discount if a customer purchases two or more items, and if so, what percentage discount. I felt more professional giving a definitive answer rather than ‘umming’ and ‘aahing’!
Having financial goals is okay, but try not to get too fixated on them. Remember, you can’t control the number of visitors, or what they spend. If sales are hard to come by, focus on ‘putting your name’ out there, as well as making connections with other artists or exhibitors.
Ensure your name is clearly visible, along with business cards and website details. I even managed to create a QR code that links directly to my website - this is printed out and pinned to my stand.
I have found it best not to overload the browsers. I used to pile them high, but work ended up on the floor. You can always alternate the works in them, or, if someone shows an interest in a particular painting, you can say that you have another work along the same theme if they would like to have a look…
Whilst I don’t mind people taking a photo of the stand in general, I do draw the line at taking shots of individual work, whether that be hanging, or in the browser. One person began flicking through the browsers taking a photo of each work - until politely asked to stop. A prominent ‘NO PHOTOGRAPHY’ sign usually deters all but the most determined, at which point you have to step in.
Have a few phrases in your ‘back pocket’ so to speak, ice-breakers; ‘Have you come far?’, ‘What sort of art do you prefer?’ ‘Do you paint yourself?’, ‘Are you looking for anything in particular?’, ‘Have you seen anything you like?’ And if all else fails, the weather is sure to be a talking point!
No matter how many times you have answered the same questions, repeated yourself time and again, it is the first time that that particular person will have chatted with you/heard your responses - so try to remain enthusiastic!
Comfortable footwear is a must, as are layers of clothing; especially useful when exhibiting in a marquee as you never know what the British weather is going to throw at you!
Remember to take a chair or stool with you; there’s a lot of standing around, so it’s great to be able to sit down when you have the chance. I take a lightweight, fold away chair.
A plentiful supply of drinks, snacks etc to keep you going…
A notebook and pen; useful for keeping a running tally of sales, thoughts, notes and ideas.
If you can persuade someone else to come along so much the better! They can be a great help restocking displays etc - and taking payment - especially if you are busy chatting or answering someone else’s questions. And they can keep you company when things are a little slow…or fetch a coffee…!!
Remember your ‘WHY’. Why you decided to participate in the festival/exhibition in the first place; to get your work out to a bigger/different audience/to promote workshops/demonstrations (if that’s your thing)/sales/to make connections… It will help if time/visitors/sales are slow…
