TIPS FOR RUNNING ART TRAIL VENUES

Art Trail and Christmas Fair exhibitors – what’s expected?

Steyning Arts Trail has grown over the last decade and has a very positive reputation which we are keen to sustain. As a result, we have compiled a list of expectations which we would appreciate members to read and follow.

• All the work you exhibit must be original, or in print editions designed and made by you.
• Works must be exhibited suitably and to a professional standard.
• 2D work should have suitable D rings and string on the back or other agreed means of attachment suitable for the walls in the venue.
• 3D works, jewellery, installations may need tablecloths, cabinets all of which should be supplied by the artists and established by prior agreement with the venue holder.
• Artists are expected to hang the works themselves at a mutually agreed time with the venue holder and to have completed hanging in adequate time before the event opens to the public.
• Artists should provide visitors with helpful information about their work. Use an agreed format with your venue holder to create labels and supply an artists’ statement.
• Create a list of works with prices for the venue holder, if required
• Distribute your share of flyers, posters etc.
• Steward the venue at agreed times, including taking the sales and recording them and greeting members of the public in a welcoming manner.
• Be familiar with the risk assessment for your venue.
• Agree any arrangements for taking sales with the venue holder. If you are in a High Street business, make prior arrangements with the business owner about commission.
• Contribute to the smooth running of the Art Trail and the venue you are in by working cooperatively with your fellow artists and venue holder.

Tips for running a domestic venue.

How many artists should I include in my venue?

As long as each artist is provided with adequate space to exhibit then the number of artists you invite is up to you. Multi-artist venues can encourage visitors, increase the footfall to your venue. inviting other artists means you can spread the stewarding load across more people.

What do I have to consider before offering a domestic venue?

Think about entrance and exit arrangements, what spaces you are prepared to open to the public. Ease of access to the spaces, any potential hazards visitors might face such as an uneven path or a broken doorstep. How much available wall space or table space you have which lends itself to exhibiting space and whether there is an adequate light source. This leads to your decision on the sort of artists that would be suitable to invite into your venue.

What is meant by ‘other venue attractions?’

On the Trail dates there is the option to provide studio demonstrations, talks, refreshments or other interesting events. If you wish to provide any of these attractions, do make sure you have added to your Trail application so that it can be included in the brochure.

How do I invite artists to exhibit in my venue?

If you know any of our member artists, you can approach them directly and ask them if they would like to exhibit in your venue. Another approach would be to scroll through the artist pages on our website and see if there were an artist you would like to approach. Alternatively, when you complete the Art Trail application form you can tell us how many spaces you have and what sort of artists you would us to allocate to you.

How do I manage the artists exhibiting in my venue?

When it is clear which artists are exhibiting in your venue, arrange a meeting with them. At the meeting clarify expectations with the artists; include discussions about:

• If appropriate, agree commission charges. These could help to contribute to any costs you face towards decor, refreshments, lighting etc.
• Arrange payment of fees to Steyning Arts for any guest artists (members will already have paid)
• Agree any equipment needs for hanging and displaying works.
• Arrange a date and timings for hanging exhibition, labelling.
• Encourage your artists to write an Artist Statement
• Create a stewarding rota and give email or written copy to artists.
• Divide tasks such as handing out flyers, positioning posters in good locations, posting flyers, hanging venue banners and arrows to venue.
• Decide if you would like to hold a venue private view? Demonstrations? Who will arrange and market this event? Who will organise and provide any refreshments if they are needed?
• Arrangements for collecting money? Do you have a card reader? Paypal? BACs?
• Devise a form or sheet to record all sales.
• Complete a risk assessment for your venue and share with your artists.
• Share contact details for WhatsApp group / phone calls / emails in the run up to the Trail.

What does stewarding a venue entail?

Counting people in and out of your venue (do you need a clicker counter or a tally sheet?), welcoming and actively engaging with visitors by sharing information about the exhibits, introducing the other artists.

Tips for running a communal venue.

Assuming all the same points for running a domestic venue, what else is needed to run a communal venue?

One artist will be appointed ‘venue co-ordinator’ for the venue and this person will…

• Arrange for a key to the venue via the contact name given to you.
• Agree any equipment needs for hanging and displaying works.
• Arrange a date and timings for hanging exhibition, labelling.
• Encourage Artist Statements and ensure a list of works with prices is provided by each artist.
• Create a stewarding rota and give email or written copy to artists.
• Divide tasks such as handing out flyers, positioning posters in good locations, posting flyers, hanging venue banners and arrows to venue.
• Decide if you would like to hold a venue private view? Demonstrations?
• Discuss who will arrange and market this event? Who will organise and provide any refreshments if they are needed?
• Arrangements for collecting money? Do you have a card reader? Paypal? BACs? How does the internet connection work in the venue?
• Devise a form or sheet to record all sales.
• Complete a risk assessment for your venue and share with your artists.
• Share contact details for WhatsApp group / phone calls / emails in the run up to the Trail.