Prepare for an art fair with clear planning and practical systems

An art fair is a concentrated opportunity to show work, meet collectors and sell directly. Success depends less on luck than on knowing what to bring, how to display it and what systems to have in place before the doors open. This article walks you through the practical decisions that turn a fair into a working event for your practice.

Choose work that fits the fair and holds up to the day

The work you bring says what you are, so the first step is to know what this particular fair attracts. Walk through previous years' catalogues, talk to artists who have shown there, and look at what sells. A fair for emerging artists calls for different work than one with a collector focus; a craft fair is not a contemporary art fair. Bring work that belongs there, not your entire studio.

Select pieces that are in good condition and can survive the transport and the handling of a fair day. Work on paper yellows under lights; delicate surfaces need protection. Bring pieces that have been exhibited or sold before, if you have them – they carry proof that someone values them already. Include some work at lower price points; many fair visitors browse and buy small pieces first.

Plan your stand layout before the fair starts

The way you arrange your work shapes how people see it and what they pick up. A crowded table feels cluttered; work scattered across shelves gets lost. Sketch your layout at home using the dimensions the fair gives you, and mark where each piece goes. Know which walls you can use, what table height you need and how much floor space you have.

Create sight lines. Place larger or eye-catching pieces at standing eye level – roughly 1.5 metres high. Group smaller work in threes or fives; odd numbers feel intentional. Leave white space: empty air around pieces lets each one breathe. Test your layout before you pack; if something feels wrong on paper, it will feel wrong on the day.

Prepare display materials that travel well

Shelving, plinths, hanging rails and lighting all serve the work, but they must fit in your vehicle and set up quickly. Measure twice: the space the fair gives you is usually smaller than it feels online. Invest in display kit you can reuse – adjustable shelving, lightweight plinths in neutral colours, hanging systems that clip to walls. Take the dimensions to the maker if you commission anything custom.

Lighting matters. A fair's overhead lights rarely flatter your work; spotlights or small uplighters can change everything. Understand what the fair provides and what you must bring. Pack display materials in labelled boxes in the order you will use them, with assembly instructions taped to the outside. Bring gaffer tape, small nails and a spirit level – the forgotten things that save hours.

Document your work and your prices clearly

Every piece needs a label with your name, the title, the year, the medium and the price. Make labels at home, laminated and positioned consistently – on the back for framed work, discreetly near the base for sculpture. A small label is not enough: buyers want to know what they are looking at and that you made it. Include your website or Instagram handle so people can find you afterwards.

Decide your pricing before the fair. Know your costs, your time and what comparable work sells for. Consistency matters: if two similar pieces are vastly different prices, buyers notice and doubt both. Bring printed price lists for visitors who ask and for yourself – a simple grid matching titles to prices lets you answer questions without fumbling. Never put prices only on a whiteboard or in your head.

Set up a simple system for sales and customer details

Have a small table or basket for payment cards and a notebook. If you use a mobile card reader, test it at home with your phone's signal – many fairs have patchy WiFi. Keep receipts and a record of what sells; you will need this for tax purposes and to spot what resonates. Jot down buyer names and what they bought; these details matter for future fairs, mailing lists and studio decisions.

Print simple business cards with your name, phone number and website. Many people who do not buy at the fair will contact you later. Bring a pen and some small gift bags or tissue – a small gesture of care stays with a buyer. If you offer commissions or take orders, have a simple form or a template on your phone so you capture the right details before they leave.

Pack your stand kit methodically and prepare a checklist

Before the fair, pack everything into a master list: work, display kit, labels, receipt book, payment method, change float, tape, tools, signage, business cards and spare tissue or wrapping. Tick items off as you pack. Load your vehicle the night before if you can, so the morning is calm and you leave on time. Nothing is worse than arriving flustered.

Keep a digital copy of your checklist so you can reuse it for other fairs. Note any last-minute problems – a label that came off, a piece that needed extra protection – and fix them before the next event. Over time, your packing routine becomes automatic and your stand looks more polished because you have done it before.

Arrive early and give yourself time to set up

Most fairs give a set-up window; arrive in the first slot, not at the last moment. You will have space to move, other artists to help with heavy pieces and time to fix things if they go wrong. As you build your stand, step back often and look at it from a visitor's angle. Adjust lighting, move pieces, tighten labels. Your eye at home and your eye in the space are different; trust the second one.

Talk to the artists next to you; a fair is a day of work but also a community. You might learn something useful, make a referral or simply have someone to share the experience with. Take a photograph of your stand when it is complete – these images are useful for your portfolio and for remembering what worked.

Get started this week

Preparing for an art fair takes thinking, but it is thinking you do once and then reuse. Start small: pick one fair you want to show in, get its prospectus and note the key dates and sizes. Visit a fair as a visitor before you exhibit, and watch how artists you admire display their work. Sketch your own stand layout on paper and share it with an artist friend – a second eye catches things you miss.

#Exhibition planning #Artist records #Art pricing

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