Planning an Art Show

  1. Get your organisation on board.
    School Art Shows typically involve the Parents & Friends Association as well the staff from the Art Department or Faculty. Charities have fund raising divisions coordinating multiple events and so it is essential that the Art Show fits in within overall calendar.
    Support from your organisation will assist with the promotion of the event, as well as potentially budget and space to hold the event.
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  2. Establish an Art Show Committee.
    Many hands make light work - but there's still a lot of work to do. Assembling a group of volunteers that have a passion for Art, making the event a huge success and having time available to meet regularly is essential. It's best to set the expection around time commitment in advance. For a large Art Show, the Show will be most likely at least 6 months out. You need people who can commit the time required over this prolonged period and have a laugh about the hard work when it concludes.
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  3. Elect or assign Committee Roles.
    Depending on the size of the Art Show, the roles will vary. In smaller events, individuals will perform several roles. Here are the common roles to consider:
    • President - W
    • Vice President -
    • Secretary -
    • Treasurer -
    • Curator(s) -
    • Assisting Curator(s) -
    • Delivery and PickUp Logistics Manager -
    • Catering Manager -
    • Sponsorship Manager -
    • Volunteers for Ticket Sales -
    • Volunteers for Hanging Works -
    • Volunteers for Art Sales -
    • Volunteers for Wrap Up -
    • Volunteers for Bar -
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  4. Have a High-level Budget for the Show
    Whilst your Event will be planned to generate income, there are upfront costs before selling of Art Works can begin. Having a high-level budget of what can be spent in advance to create and promote the Art Show will you allow to define an achievable format.
    The items to consider will include:
    1. Venue
    2. Catering
    3. Set Up
    4. Invitation and Catalogue Design
    5. Website to display details and works as well as support ticket Sales
    6. Marketing and Advertising

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  1. Choose a Venue and Date.
    • Venues need to be large enough to accomodate the Artworks and Guests. Halls work well as they set up for moving large objects and allow you to be flexible with the use of partition walls.
    • Date - Depending on the venue's availability, you may also be able to run for some days after the Gala in order to maximise your sales
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  2. Set the Format and Title of the Show
    • Consider hosting a Gala Night to add a bit of excitment. Such nights are well supported by communities as the Art Show provide the perfect backdrop for a social occasion. If you like this idea, you will need to consider
      • Dress Code
      • Door and Raffle Prizes
      • Name Tags
      • Guest Speakers
      • Catering
      • Bar Service
    • A Title for the Show can provide a theme for Artists to select Artworks providing a more cohesive show. Alternatively, it may simply reflect the purpose of the event.
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  3. Define your Revenue Model
    • Entry Ticket Sales can help the bottom line of the event. You may choose a Ticket price for the Opening Night to fund the costs of food and refreshments on the opening night. On the other hand, you may not wish to risk turning buyers away. Perhaps consider introducing Ticket prices after the inaugural year when the event has gained more momentum.
    • Sponsorship should be considered especially in the case of a Charity or School. You may offer varying levels of sponsorship (e.g Gold and Silver) with differing benefits and exposure for the Sponsor.
    • Food and Bar Sales may be considered if you do not charge an Entry Ticket Price. However, please be aware in Australia you are required to hold a Temporary Liquor Licence, someone with an RSA Certificate and if you're selling food a Food Handlers/Food Safety Certificate.
    • Raffle Sales
    • Art Auctions
    • Commission on Art Sales
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  4. Artists - By Invitation Only or Open Submission?
    • An Invitation Only event will allow the Curator to select Artists expect that appeal to the intended audience and deliver a cohesive look to your Art Show. Typically, invited Artists do not pay an entry fee. You allow invited Artists to submit multiple Artworks and may also choose to have a Featured Artist.
      A Featured Artist section allows for the Show to bring special recognition to an established or emerging Artist.
      Featured Artists will want to put forward their finest work and will require more advanced notice to assembele sufficient Artworks for the display.
    • An Open Submission event will typically accept a single Artwork per Artist and provide an Art Prize for the work chosen by a Judging Panel. As the Curators have less control over the number of Artists entering the Art Prize, it may not be possible to display all works. These may be made available for viewing online.
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  5. Prepare High-Level Schedule
    This will be required for the Committee, Volunteers and Artists:
    • Artist Acceptance of Invitation
    • Artist Drop Off
    • Opening Night
    • Artworks Pick Up
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  6. Prepare Terms & Conditions of Entry
    • Entry Fee (if applicable)
    • Process for Submitting Entries
    • Number of Entries / Size of Artworks
    • Delivery of Works
    • Limitation of Liability for Loss and Damage
    • Commission and Pricing
    • Collection of unsold Artworks
    • Payment for Artworks sold
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  7. Prepare an Artist List and Draft an Email to Invite their Entry
    Curators - Lisa to provide notes
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  • Collaborative Portal with Committee Roles and Responsibilities
    • Provides a secure website used by your Committee to assist planning the Art Show
    • Add Tasks for completion and assign responsibilities
    • Add Executive, Curator and Team Member Access
    • Each Role has the access required to complete the related tasks
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  • Define High Level Schedule
    • Add key dates to the Schedule and share with your Team.
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  • Add Artists to the Show
    • Add New Artists
    • Return Previous Artists
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Now that Planning is complete, it's time to On Board »

Return to « Getting Started

Art Show Stages :