The Gruntled Goat vs The Great Vending Machine
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OMG kids I have the coolest news.
Last month, I was a vendor at an art show at my local library! It was the craziest decision I have ever made but one that was on my bucket list for 2024.
It was an unexpected opportunity but I was so pleased to be asked if I was interested in having a table at a show in two weeks. I enthusiastically replied and then nervously waited a whole week to hear back about my approval. When I was accepted I was blown away that it was actually happening. Celebrations were brief though as I realized I needed to bust my butt to make this happen in less than a week.
Having never done this before, I didn't know what to expect at all and started to panic a bit trying to get products made in such a short time period. I couldn't order very much because of the short timeline and take the "easy way out."
I learned so much and I wanted to share this experience with you all just in case there was someone else out there who wants to take the plunge into vendor shows themselves!
First step. Panic. Second step. Plan.
First of all, have a solid panic. You are face to face with this decision and you better believe it's your right to freak out a little bit. Just don't wallow in it. Especially if you only have a week. Feel free to sprinkle in a couple wee freak outs throughout the week though, when things get a bit complicated, because they will get complicated. Know in your heart though that you will have already done the thing that will take away MOST of the complications...
THE PLAN.
The plan is your life force. It is your lifeline. It is the tether that keeps you from floating into the depths of space. So it is absolutely the FIRST thing that you need to do when it comes to being a vendor. Once completed you can come back to the plan when you're feeling a little lost or need to know the next step.
Be prepared for this document to become a living thing though, be flexible, some times things don't work out. So you will need to edit the plan a bit and that's okay! Having done the general bulk of laying out the plan will guide you even when things go awry.
Do Your Research
(Hopefully) Before you commit to a specific art show, do some research.
Look into the event's past attendance, know the demographic of the attendees, and the other types of vendors that will be there. Make sure it aligns with your target audience and your own unique artistic style. Make choices about what products and pieces you should focus on for this particular event. This is like a resume, no two shows should be exactly the same, each one should be customized so that you get the most out of the opportunity.
Plan Your Booth
Your booth is essentially your storefront for the duration of the art show, so make it count. Think about how you want to display your artwork, what kind of signage you'll need, and how you can make your space inviting to potential customers.
Don't forget about essentials like tables, chairs, and lighting.
Actually lay out your table at home BEFORE the show (and don't wait until the night before, for your own sanity, trust), try out different set ups and arrangements until you find one that you feel works best. Have friends or family give it a once over, they might see something you don't!
Promote Your Participation
Let your friends, family, and followers know that you'll be a vendor at the art show. They'll be more than thrilled for you and want to support you however they can!
Utilize social media, email newsletters, and word of mouth to generate buzz and attract people to your booth. You could even consider offering a special promotion or discount for those who visit you at the event!
Even during the event boost your online searches by having your handles available for people to look up. I found that I gained a lot of social media followers from this event as well as traffic online! It's been really cool to have more people following me online that I met from this event.
What Should You Bring?
When preparing for an art show, it's essential to pack the right supplies. Make sure to bring plenty of inventory, include a variety of pieces in different sizes and price points. Don't forget to bring business cards, I forgot these and was asked so many times for them, this was a major regret for my first show. A cash box with a float is an absolute MUST, cash is still king after all, and many of the people who come by will have planned to spend cash. Also, bring any promotional materials you would like to have available to hand out or display.
I was asked by the organizer to bring a tablecloth, I used a plastic one but highly recommend a cloth one, (it looks so professional). You'll want display stands for your products and signs to let customers know the prices. Having the price in multiple places helps customers "read" your table from a distance, which may not bring them super close, but gives them the space to decide.
I would also recommend a water bottle, lip chap (I was in a window and it was HOT and dry haha), a writing utensil and a charger for your phone, this is essential if you're using your phone to take credit or debit cards.
Prepare Your Inventory
Make sure you have enough inventory to showcase at the art show. Take into account the duration of the event and the expected foot traffic. It's better to have too much than too little, but be mindful of how you'll transport and store your artwork. You only have so much time and so much space.
If you're short on time and have the ability to spend a bit of money ahead of time, consider options like outsourcing printing, have the bulk of the work taken off your plate and then do what you can at home.
I was able to print a bit at home but my printer decided it wanted to take it's vacation hours right when I needed it. Typical. Thankfully I was able to get prints done same day locally and you better believe it took a massive weight off my shoulders. Because of that I was able to work on some custom products that ended up selling out!
I still stayed up way too late the night before putting the finishing touches on things and getting things ready for the morning to run smoothly (prepacking the car would have been a good idea).
I was running on coffee and adrenaline the day of. I know from several other vendor's testimonies that they did the same. But I am still going to say it...
Get a Good Night's Sleep.
Enough said. Do as I say, not as I do.
The Day Arrives.
You wake up the day of the art show and hopefully feel refreshed and ready to take on the day! I was given a specific time to come and set up my table before the show, so I had to hustle my butt out of bed and get a move on.
Wear something nice. Something that compliments your work and isn't wrinkled from being on the floor. Lots of the vendors I saw wore white t-shirts and black pants which I think looked really professional, clean and tidy and offset their products nicely. Particularly when they had colourful pieces for sale. That doesn't mean you can't wear colour though! One of my table neighbours wore red which perfectly matched her table set up and looked absolutely elegant and stunning.
Whatever you choose just ensure it's comfortable. You'll be wearing it all day and it can be hot or cold where you are, so dress in layers if you can!
Eat a solid breakfast as well, nerves may be getting the best of you but it's still important to put something in your belly besides coffee.
Then take a deep breath and get a move on!
Setting up Your Booth
Once you arrive at the art show, it's time to set up your booth. Take the time to arrange your artwork in an eye-catching display that draws people in. Ensure that the table "reads" well from a distance. Consider the flow of traffic and make sure your booth is inviting and easy to navigate. Don't forget to add personal touches that reflect your brand and style.
Get to know your table neighbours at this stage too, before customers come in. The people directly beside you will be your team for the day and it's a good idea to get to know them a bit. Ask them their name! Admire their products and ask them questions. I positively grilled mine for info about their experiences and they gave me a tonne of advice.
These are people you may see at other vendor shows in the future and are essentially your coworkers. It's great to see what other people create and a well planned show will keep potential "competitors" separate from one another. Even so, if there is someone who is selling something similar to what you have to offer, don't fret. You are the niche that people are looking for, don't forget that. Speaking of....
Interacting With Customers
As a vendor at an art show, you'll have the opportunity to interact with potential customers. Which is so fun! But also so scary! You're really putting yourself out there on display and that can feel really vulnerable. Having good table neighbours can be grounding for this moment because it helps you feel comfortable in the space you're in. Take the time to watch how they interact with their customers and see what works for them. Don't mimic them of course, be yourself. Visitors to your table are looking to get to know YOU after all.
So, be prepared to answer questions about your work, what your process is like, and the things that inspire you. Engage with people in a friendly and approachable manner, and be ready to share stories about your art. You could write yourself a little script to keep behind your products with bullet points of things to talk about. This can be a great help if you're someone who's brain seems to stop working when people ask you questions. Remember to smile and be welcoming to everyone who stops by your booth.
If you can, take regular breaks too. It is hard work interacting with a steady stream of people and repeating the same things over and over again, but it's a rewarding experience.
Etiquette at an Art Show
When participating in an art show, it's essential to follow proper etiquette. Be respectful of your fellow vendors and the event organizers. Greet them and be welcoming to them as well! They may be potential customers too! Vendors at this particular event were buying and selling to each other left right and center! Artists are forever supporting artists.
Keep your booth tidy and organized, keep your phone and water bottle out of sight. Arrange your booth so that you have a space behind your products that customers can't see. You can use that space as a cubby for these items. Maximize your storage space underneath your table for things like your coat (if you brought one), I used laundry baskets myself but other vendors had big totes they were storing overstock and nibbles in.
Bring some sort of garbage can or bag. You can't always get away to a trash can and you don't want your table looking gross.
Avoid blocking walkways or encroaching on your neighbor's space. You want them to look out for you so you look out for your neighbours as well.
Remember to take breaks when needed, but always have someone available to assist customers if you step away.
Handling Sales and Transactions
When it comes to making sales at an art show, be prepared to accept various forms of payment, including cash, credit cards, and mobile payments. It was really fun to be able to accept credit and debit cards using my phone. I was thrilled by how simple the process was because I had made that choice. It also ensured more sales!
Clearly display your prices and payment options to make the purchasing process smooth for customers. Be ready to provide receipts and package artwork securely for customers to take home. I had cellophane bags for smaller items and for my prints. I wish that I had brought something bigger for the larger items though and will be looking into this in the future.
And there you have it!
I honestly had so much fun and learned so much from this experience! If you're thinking about doing it, I recommend it for sure. Having gotten the first show out of the way I hope to do many more in the future. Perhaps I'll see you out there.
Stay gruntled kids!
The Goat