Your Guide to Essential Steps for a Great Fair

The 42nd edition of Artexpo New York is about to begin! Exhibitors, here is your 2020 fair planner. Get ready, set, go!

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 fair—and we want to get you started with our Fair Planner. As we lead up to the fair, here’s a calendar of to-dos, complete with links to all the key information, to make sure you are on track.

4-6 MONTHS

BOOK YOUR BOOTH
October–December 2020

  • Ideally, you should begin planning for a fair six months in advance, so 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

READ THE EXHIBITOR MANUAL: YOUR #1 TOOL

January 2020

  • 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.


GET YOUR CAMPAIGN ORGANIZED
January 2020

  • 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 fair management’s media plan and comprehensive media list to maximize your fair 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 fair.

2 MONTHS

COMPLETE THE BOOTH DISPLAY REQUIREMENTS COURSE
February 2020

  • Complete the Booth Display Requirements Course no later than April 8.
  • The six easy-to-use modules cover everything from hanging art guidelines to planning your booth and will help prepare you for our fair standards.
  • The modules will ensure all exhibitors meet our high standard of presentation for the fair.

CONFIRM FORMS, SHIPPING, PACKING, AND MORE!
February 2020

  • Forms, forms, forms! Most Exhibitor Forms are due Feb. 19. If you have not completed forms on Page 10 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 7 of the Exhibitor Manual.
  • If you are bringing the artwork, finalize transportation arrangements, along with parking arrangements for your vehicle. See Page 7 of the Exhibitor Manual.
  • Frame or stretch your work. Pack it properly. Bring extra pieces if possible.
  • Book your travel and hotel accommodations.


PROMOTE, PROMOTE, PROMOTE!
February 2020

  • Use fair logos on your website and in social media from our Exhibitor Portal to promote your booth.
  • Advertise your fair 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 fair.
  • Prepare handout materials, such as brochures, business cards, and catalogs.
  • Tag all your social media posts with @artexponewyork. 


SUBMIT YOUR SHOW CATALOG MATERIALS
February 2020

  • Feb. 26 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.

BRING IN THE CROWDS!

March – April 2020

  • Now is the time to reach out to all your contacts, friends, and fans. Get them excited about the newest work you will be exhibiting and send them invitations to see you at the fair.
  • Keep the posts going on social media and don’t forget to tag them with @artexponewyork. 

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 info@artexponewyork.com.

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Crista Cloutier and The Working Artist’s Art Fair Essentials (AFE)