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9 Tips For Organizing An Art Event

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If you’re an artist, the time may come when you’ll need to put on your creative and organizational cap and plan an exciting art event for the community to bask in. You may think that the artwork will speak for itself, and it very well may. It’s important, however, to ensure that you properly facilitate not only the magic of your pieces but also the guests attending the exhibition/installation. Identifying the overall vibe of the event and drawing in crowds with effective marketing strategies surrounding said concept is crucial. 

In order to guarantee that your event is met with smiles and applause, rather than grimaces and backaches, you may consider the following tips: 

Pick the right theme and event name 

Choosing an intriguing and inviting theme for your show may aid you in attracting a large (and potentially specific) audience. If you pick a name that’s super generic and fail to provide an edge or distinction from other artists, people may fail to see the uniqueness of your event and decide to pass. 

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Choose the right venue 

Scouting locations, such as event spaces NYC, that compliment your style of art is important, as well as ensuring that it’s easily accessible to your target audience, within budget, and run by a cooperative and professional team.

Choose your best pieces to display

It’s easy to get carried away and want to display every single piece you’ve created and are proud of. Taking venue space and cost into consideration, however, may force you to narrow down your body of work. This may also prove beneficial in finding balance and harmony between your artworks, rather than a clashing and jarring viewing experience for the attendees – the latter, however, may be exactly what you’re going for, in which case, decorate the space as you please. 

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Write up a budget

Understanding how much dough you have to play around with is crucial, as this may determine your chosen location, the number of artworks included, and exhibition duration.

Fees may include: 

  • Overhead costs
  • Shipping and handling
  • Framing and installation
  • Opening expenses

Market and promote your event

Effective marketing is vital for any sort of event. You may have a pool of remarkable artworks at your disposal, a stunning venue, and a cheese platter all ready to go. If, however, you fail to promote your event, you may wind up staring at your pieces alone and eating the entire tray of treats to dull the ache of disappointment. In order to prevent those unpleasant feelings from bubbling to the surface, allow yourself the best chance you can of showing the world what you’ve got by utilizing appropriate tools and channels of communication.

Utilizing online methods of promotion, such as social media or press releases, is considered a great step. Showing sneak peeks of what is to be displayed at the event is recommended, but not so much as to take away the mystery. If people have access to each and every piece online, they may feel less inclined to actually attend and see them in person. You may, however, choose to host your whole event online, especially if a lockdown were to hit your area.  

Physical promotion is also recommended and can involve the following:

  • Connecting with local organizations with a passion for arts 
  • Dispersing flyers
  • Word of mouth
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Consider freebies and treats

While it’s not expected of you to provide anything else but the talent to those attending, it’s always a kind gesture to throw in some freebies—even if they’re a little self-promotional. 

Freebie/giveaway ideas include: 

  • Brochures
  • Stickers
  • Postcards
  • Business cards 
  • Snacks and beverages

Ensure easy guest access and comfort 

An easily accessible, clearly structured layout is key in order to promote a comfortable and inviting space. 

Considerations may involve: 

  • Parking 
  • Seating for those who struggle to stay on their feet for long periods of time
  • Clear signage 
  • Temperature regulation
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Don’t forget to implement safety precautions 

Keeping the guests as well as your artwork safe is essential. Placing a delicate clay sculpture, for example, on a plinth residing near a swinging door may not be the most effective use of space or respect for safety. It’s important to determine how guests will interact with the artwork displayed in order to obtain optimized event flow, safety, and security.

Hold an opening night or weekend 

Holding an opening night is wise in order to have the opportunity to thank those involved in helping as well as your adoring fans for their support. It’s also a great way to meet and interact with potential buyers or journalists looking for their new story of art success. 

Final thoughts

Organizing an art event can be a thrilling experience. Be sure to understand the needs and requirements of your artwork as well as those planning to attend in order to turn your exhibition into a once-in-a-lifetime function. 

References: 

  1. “10 Ideas for How to Promote Your Local Art Show or Group Exhibition”, Source: https://emptyeasel.com/2013/09/17/10-ideas-for-how-to-promote-your-local-art-show-or-group-exhibition/ 

2. “Basic Health and Safety Guidelines for Museums, Galleries, Libraries and Archives”, Source: https://axa-art.cdn.axa-contento-118412.eu/axa-art%2Fadc8dba4-9a00-4d6e-a0c7-a8003520e935_health-safety-guidelines-museums-galleries-libraries-archives-nov17.pdf