Essential Steps for a Great Show

Exhibitors: Your Artexpo New York 2019 Show Planner Is Here

When you decided to expand your horizons and spend the money, time, and effort to exhibit at Artexpo New York—the world’s largest fine art trade show—you want to make sure you are making the best effort possible. Careful planning can go a long way toward ensuring a successful show—and we want to get you started with our Show Planner. As we lead up to the show, here’s a calendar of to-dos, complete with links to all the key information, to make sure you are on track.

The 41st edition of Artexpo New York is about to begin! April 4—7, 2019, is right around the corner. Get ready, set, go!

4-6 months – Book Your Booth

  • Ideally, you should begin planning for a show event six months in advance—you’re on your way.
  • Decide on a budget and stick to it.
  • Commit to the exhibition space.
  • Build or review your website to create a dynamic, updated look.

3 months – January 2019 — Read the Exhibitor Manual: Your #1 Tool

  • Read the Exhibitor Manual! Everything you need to know about exhibiting in this particular trade show is available in the exhibitor manual.
  • Know your booth size. Measure your art. Preplan your hanging. Know what fits where.
  • Prepare for shipping, delivery dates, framing deadlines, and setup and take down dates and times.
  • Educate yourself! There are tons of resources on our Exhibitor Portal and Blog.

3 months – January 2019 — Get Your Campaign Organized

  • Gather the names and contact info of everyone who has ever expressed interest in your work, including current collectors and target galleries.
  • Define and select your target audience so you can tailor your message and marketing campaign directly to the needs, concerns, and interests of your prospects.
  • Plan for advertising, listings, and invitations.
  • Check show management’s media plan and comprehensive media list to maximize your show and press release opportunities.
  • Find out which media are planning special art or show editions, and obtain their deadline for submissions.
  • Talk to editors, submit photos, and arrange interviews or editorials. Inform your audience about your product, and establish a relationship with the media and your prospective customers prior to the show.

2-3 months — January/February 2019 — Complete the Booth Display Requirements Course

  • Complete the Booth Display Requirements Course no later than March 30.
  • The six easy-to-use modules cover everything from hanging art guidelines to planning your booth and will help prepare you for our show standards.
  • The modules will ensure all exhibitors meet our high standard of presentation for the show.

2 months – February 2019 — Confirm Forms, Shipping, Packing, and More!

  • Forms, forms, forms! Most Exhibitor Forms were due by Feb. 4. If you have not completed forms on Page 9 of the Exhibitor Manual, do so now.
  • If the artwork for your booth will be shipped, know when and where to ship your work. Go to Page 6 of Exhibitor Manual.
  • If you are bringing the artwork, finalize transportation arrangements, along with parking arrangements for your vehicle. See Page 6 of Exhibitor Manual.
  • Frame or stretch your work. Pack it properly. Bring extra pieces if possible.
  • Book your travel and hotel accomodations.

2 months – February 2019 – Promote, Promote, Promote!

  • Use show logos on your website and in social media from our Exhibitor Portal page to promote your booth.
  • Advertise your show participation. Send a newsletter or email to your collectors and clients, and post on social media and blogs. Generate brand awareness so your target audience will recognize you at the show.
  • Prepare handout materials, such as brochures, business cards, and catalogs.
  • Tag all your social media posts for Artexpo New York 2019.

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March 1 — Deadline! Submit Your Promotional Images

  • March 1 is the deadline for Image Submission for the Artexpo New York Digital Show Catalog.
  • Some images may appear in marketing materials, the Artexpo New York website, print ads, social media, or our show guide, with full credit given.
  • The sooner you submit your images, the better your chance to gain exposure.

As always, don’t be afraid to ask questions. RMG has all sorts of information that exhibitors old and new benefit from knowing. Contact us at

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