Show Preparation - Tasks and Timeline

2 months to 6 weeks before your show

Prepare a Google Spreadsheet with a numbered list of all the pieces in your show.
Next to each piece on your list add :

  • Title

  • Medium

  • Price

  • JPEG of the image

Create a Google Doc and write your artist’s statement. This can be used for the press release.
Share these two documents with the Social Media and Marketing Teams.

Press Release Coordinator - 2 weeks prior
Josh Davy: jndavy@yahoo.com

Eblast Coordinator - 2 weeks prior
Melody Epperson: melodyepperson@me.com

Facebook Marketing - 3 weeks prior
Christy Seving: christyseving@gmail.com
Send Christy a cover image and brief description for Facebook

Instagram Marketing - 1 week prior
Matt lay mtt_lay@yahoo.com

Website banner update - 1-2 weeks prior
Rebecca Yaffe reyaffe@gmail.com


Create and order your postcard (You can organize with the other artist to share or do on own)
Recommendations for postcard printing:

About 1 month before your show

Coordinate with the other artist sharing your show dates to determine:

What kind of food and drinks do you want to serve during your show?

  • Plan menu with the other artist

  • Do you need ice to keep cans and bottle cold?

  • Will you split food costs?

  • Will you each provide food or will one of you take the lead?


What music would you like?

  • Do you want a music theme?

  • Will you stream music from Pandora or Spotify?

Order the vinyl signage
Betsy can create this for you. Email her the details and to inquire about pricing:
betsy5280@gmail.com

  • Title of your show

  • Font choice

  • Font size

2 weeks before your show

Postcards
Distribute:
Bring postcards to the gallery for tag list delivery. Leave extra postcards on the desk for members to drop off or guests to pass to their friends.

Mail:
If mailing postcards, ask for a mailing list from Melody Epperson if you would like to use our patrons list.
Mailings over 200 can be addressed and mailed through your printer using standard indicia. This is less expensive than stamps

Hanging Kit
Create a handing kit to bring with you when you hang your show:

  • hammer

  • level

  • measuring tape

  • pencil

  • eraser

  • wall putty/spackle

  • sandpaper

  • nails/picture hooks

Label your tools with your name and have it available for future hangings. Bring a small step ladder if you have one.

4 days before your show

Hang your Show:

  • Gallery format, 60 inches from floor to middle of work.

  • Use correct hanging hardware. Only blue tape for tags.

  • Ladders and tools are available in storage, but having your own hardware bag is best.

  • Keep the door locked when hanging. Door should not be unlocked unless we are open for business. Always check that both the side and back door are locked as well.


Create Labels:

  • Create artwork labels listing title, price and medium, or use number pins that correspond to a price list

  • Remember to price artwork according to the 10% commission that the gallery will receive on any work sold. If you bring a guest artist, they will charge a 30% commission for any work sold as a non member.

Inventory Sheet:

  • Print your Google inventory sheet (remember the on you created weeks before?) Deliver your inventory sheet to the front desk

Artist’s Statement:

  • Display your artist statement how you choose. Members usually bring a print out of their artist statement for guests to take while walking through their show.

Clean Up before your opening:

  • Make sure the bathroom is clean and stocked with toilet paper, paper towels, and hand soap.

  • Sweep the floor

  • Clean up any litter outside.

Day of Your Opening

Set Up:

  • Arrive 4-5 pm to set up food/drinks/ice.

  • Make sure you have all supplies (plates, napkins, cups, etc.)

  • Check to make sure all tools are put away and the gallery is clean.

  • Take this moment to appreciate your great work!

Gallery Sitting:

  • You should have 2-3 members that have signed up to sit your opening.

  • Check in with them so they can help you when you might need something.

  • One person will do the drinks and check that food is replenished. One will greet and do sales

Gallery Sign:

  • Make sure the gallery open sign is turned on by 5pm and turned off at 10pm.

Clean Up:

  • Clean up after your opening.

  • Food and drinks put away.

  • Trash taken out.

  • Recycling to go home with you.

Lock Up:

  • Turn off lights

  • Lock all door before you leave.

During the 3 weekends of your show

Sit the Gallery:

  • Be there for spots you have signed up for to meet your customers and talk about your work

  • Let your friends/family know when you are there!

Promote yourself on Social Media:

  • Share images and stories on instagram and facebook.

  • If you need suggestions or tips to help promote your work email social media teams.

After Your Show

Take Down:

  • Take your work down after 5pm on the last Sunday of your show.

  • You can take down on Monday, but please don't make the next artist wait longer than Tuesday to be able to put their show up.

  • The gallery should be in pristine condition after your show.

Patch and Paint:

  • Use joint compound to patch all nail holes in the walls

  • Repaint using only Sherwin-Williams Interior Latex Flat, 6070 Heron Plume for the walls.

  • If this gallon is low, replenish if needed, the gallery will reimburse you.

  • If you need help, contact Virginia Coleman our Maintenance Manager. 303-918-4325 colemanvirginia@hotmail.com

Purchased Work:

  • Make note of artwork purchased with buyer’s contact information

  • Let them know when they can pick up artwork.

  • Wrap and store sold work in the closet with note of purchase, so it is easy for other members to find.

Trash and Recycling:

  • Take out all trash and recyclables.

  • Sweep and mop entire gallery, as well as clean bathroom.

  • Please email a list of supplies needed for gallery to: Laurie Gibb Lauriehgibb@me.com