Art fair checklist for self-representing artists

Before committing to the fair

• Check stand dimensions, wall type, lighting and permitted fixings.
• Understand commission, payment and insurance terms.
• Estimate transport, accommodation, display and card-payment costs.
• Choose a coherent group of work rather than bringing everything.

Build one fair inventory

Create a numbered list for every work going to the fair. Include title, medium, dimensions, price and status. Use the same catalogue number on the artwork list, wall label and price sheet so staff never need to guess which piece a visitor means.

Booth paperwork

• Wall labels or compact artwork cards
• A master price list
• A private staff inventory with location/status notes
• QR links for deeper artwork information or enquiries
• A simple sold/reserved marking process
• Receipts or the sales process required by the organiser

Packing and setup

• Artwork and protective wrapping
• Hanging hardware permitted by the organiser
• Tape measure, level and basic hand tools
• Spare printed labels and blank cards
• Chargers and power bank
• Card reader if you take payments
• Cleaning cloth, gloves and repair supplies
• Water, snacks and comfortable footwear

During the fair

Update status as soon as a work is reserved or sold. If you use QR links, test them after setup rather than assuming they work in the venue. Keep the visitor-facing price list clean and let your internal inventory carry operational notes.

After the fair

Reconcile sales and unsold work before repacking. Save the final fair inventory, follow up serious enquiries, and note which sizes, price points or subjects attracted the most attention for the next event.