Artists' 101: Participating in Art Festivals

Exhibiting artwork at a fine arts festival requires a lot of planning and preparation work. A seasoned artist who routinely participates in these events likely has a perfected system in place- a well-oiled machine honed by trial and error over the course of several years. If you are relatively new to the scene, however, it's easy to feel overwhelmed.

You applied, your application was accepted - Yay! ... Now what?

Believe it or not, the first thing to do is READ. The event rules and requirements will be published somewhere easily accessible- usually the website. The festival coordinator will send emails to all participants with festival info. This might include information about when to arrive, where to go, loading and unloading zones, when judging starts, etc. Understanding the rules and logistics of the festival is important for proper planning. Accidentally breaking a rule might count as an infraction that impacts your ability to participate in future years. If you don't receive any emails, or if you have questions, reach out to the event coordinator for help.

Oh, all the THINGS you will need...

The supplies you need for an art festival depend on its location. Outdoor festivals require extra items, like canopy tents and weights to secure everything in case of wind or rain. Some festivals allow you to rent a canopy tent, so you don't have to purchase one. Unless provided by the venue or festival, you'll also need equipment or materials to display your artwork- tables, display racks, shelves, easels... it really just depends on what medium you work with and your budget. Don't forget a chair or stool! Art festivals vary in duration, but even a few hours on your feet without a break can be exhausting. You need plenty of inventory, too- if you work in 2D art consider fine art prints to sell alongside originals if the festival allows it.

Don't forget the 'little' things - a cashbox for making change, point of sale card reader, business cards, bags/boxes for artwork sold, snacks and water, etc. Also, a notebook and pen to jot down ideas - chances are you'll forget something, or you'll think of something that might be helpful for the next festival. Finally, check the weather forecast as the date draws near. Plan for weather appropriate gear and clothing - something you'll be comfortable in.

Blueprint for Success

You should plan your booth/space layout ahead of time. Once you know which artwork you'll display and sell, puzzle it out on paper and then do a mock set up to make sure everything looks good. This will significantly improve your setup time during the art festival! Some festivals have strict rules about booth space, so measure your setup to ensure it's in compliance. Keep traffic flow in mind- you need space for visitors to browse and shop without boxing them in and crowding the space too much. Once you're happy with the arrangement, take pictures you can reference later.

You have arrived!

The event coordinator probably gave you a check-in time for the festival, but you may be able to start setting up before then. Arrive plenty early, so you have sufficient time to get the lay of the land and set up before the festival starts. Determine where you can park to unload supplies, and where your booth will be located. Just don't forget to actually check in when the time comes - Some festivals provide a welcome packet (and coffee!!) with important reminders and a booth sign that you need to display. If you forget something vital to your setup, check with the festival coordinator or staff/volunteers. Chances are they have extra supplies for that kind of situation!

Once you're all set up, take some time to breathe before the festival begins (if you have time). Grab some coffee and breakfast if it's provided, or if food vendors are set up and open for business. Learn where the nearest restroom facilities are and how to contact a booth sitter for breaks throughout the day if you'll need one. Definitely make time to browse and check out your fellow artist's booths- you may get some ideas or inspiration for your own setup during future events.

Some events, like Art-a-Fest, have a designated 'Artists' Hour:' a window of time before the festival opens for artists to mingle and shop from each other. Art-a-Fest also opens this hour to event sponsors, allowing them to shop early in thanks for their support of the annual festival.

Let the festival commence!

Once the festival officially opens, settle into your booth space. If it's a juried festival, a judge will come by to evaluate your work and may ask you some questions about your art and/or your process of creation. Be polite and greet potential customers when they stop to browse your collection. A smile and kind words may keep someone interested longer, encouraging them to make a purchase. You may even gain followers or find someone who's interested in commissioning a custom piece from you in the future. Hand out business cards to anyone interested and include one with each sale you make.

If you sell a large piece, consider rearranging your display to keep everything balanced- the nicer your booth looks, the more it will interest shoppers. Some artists bring "extra" pieces of artwork and keep them set aside, so that when a purchase is made, they have inventory to fill the void. Don't forget to take breaks throughout the day but make them quick. Shoppers like to meet the artist from whom they’re considering making a purchase. Stay for the entire event. Avoid the urge to start packing up early if things slow down toward the end. Leaving early is usually against festival rules, and you may not be invited back. If there is an emergency, and you MUST leave early, contact event staff or the coordinator immediately and explain the situation. They will understand a legitimate reason for early departure and will likely assist you with packing up if it's urgent.

That’s a wrap!

Once the festival is over, you can begin the tedious work of packing everything back up - although hopefully you have fewer items now because you made SALES! If you won a cash prize or have promotional certificates (like Art-a-Fest Bucks), stop and collect from event staff before you leave. If the event was well organized and staff/volunteers assisted you with anything, be sure to thank them. Festivals often issue a survey request when the event is over- take the time to fill it out and offer your honest feedback. Survey results and suggestions are taken seriously, and staff often use these to implement improvements at future events.

Art festivals are a lot of work, no doubt about it. At Art-a-Fest, we see a diverse group of artists each year- many who've participated each year for a long time (even decades for some!), and many artists who are new to the festival scene. This year we launched a program designed to help those new artists, so they don't feel so overwhelmed. The Emerging Artists Program, intended for artists 18-26 years old with a permanent Iowa residence who have never participated in a juried art show/festival, offers the whole package at a reduced cost and comes with serious perks: all the supplies/equipment to set up free of cost, coaching and help from our staff members, and tax remittance on behalf of the artist.

For the past couple years, Prologue. Books & Wine has also sponsored a booth for Charles City student artists. A handful of young local artists share a booth space where they display and sell their artwork. It provides valuable insight and experience that will come in handy when they're ready to launch into the professional art world.

Darci Tracey, owner of Prologue. Books & Wine says, "[I] started sponsoring a student booth two years ago. The idea struck me after seeing all of the beautiful pieces students in our community were creating, and wanting the world to see them, too-- not just their parents. I looked into the logistics of it, and it was simple! The students are sponsored through my store. They bring their products, set up, sell, keep the profits, and learn incredible lessons about business, value of goods, customer service, presentation, etc. The last two years have been lovely for the students! Prologue's sponsorship is a venue for students to showcase their works of art and hopefully experience some financial gain in the process. I love it!"

Each art festival experience is a learning opportunity for new and experienced artists alike. Each one gets easier to prepare for, and that overwhelming feeling slowly goes away. Artists eventually learn what works for them, and what doesn't, which festivals they prefer, and which just aren't their scene. Be it indoor or out, rain or shine, large or small, participation guarantees valuable insight for the next experience.