How to Organise an Independent Art Exhibition

Putting on your own art exhibition gives you the freedom to showcase your work on your own terms, without the constraints of working with galleries or institutions. With some planning and effort, you can create a memorable event that effectively highlights your artistic talents. Follow this guide to learn how to successfully organise your own independent art show.

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Selecting a Theme or Concept

The first step on your event planning checklist is deciding on a central theme or concept to build the exhibition around. This will help bring cohesion to the show and allow you to select pieces that complement each other. Think about topics or ideas that inspire your work or that you want to express through the exhibition. For example, you may want to focus on a specific subject matter like portraiture or landscapes. Or you could highlight a certain technique like textured abstract paintings. Let your concept guide the experience you want to create for attendees.

Finding a Suitable Venue

One of the biggest considerations is choosing a venue that meets your spatial and logistical needs. Look for spaces like art galleries, community centres, cafes, or pop-up spaces that can be rented out. The venue should have enough wall space and open floor area to comfortably display your works. Make sure it is available for the duration you need, including set-up and tear-down time. Also factor in important details like lighting, foot traffic, parking, accessibility, and permits or insurance. Virtual showcases can also expand your reach if in-person options are limited.

Walk through potential venues in person to properly assess the layout and facilities. Take measurements so you can map out your ideal hanging plan. Talk to the venue manager about any restrictions or extra fees for things like installations, food and drink, or late hours for receptions. Secure your location far in advance, especially for popular spaces.

Curation and Hanging

Once you have a venue, start curating and deciding how to arrange the pieces. Aim for a thoughtful flow that engages viewers as they move through the space. Allow enough room between works for people to step back and appreciate each one. Group related pieces together in sections to reinforce your theme. Be strategic with placement – eye-catching focal points at the front, larger statement pieces on main walls, etc. Also prepare to properly hang or display three-dimensional works. Proper curation elevates the show as a whole.

Experiment with different configurations by making a mock gallery floor plan. Play with the order and spacing until you are satisfied. Mark the locations of each piece on your plan so it is easy to replicate later during installation. Include any plinths, benches or decor elements that impact the layout.

Promotion and Outreach

Spreading the word is crucial for drawing in visitors. Promote the event both online and with print materials. Send press releases to local publications and invite journalists to do previews. Use social media and email lists to promote to your contacts. Print posters and flyers to distribute around town. Collaborate on cross-promotion with other local artists and events. Look for creative guerilla marketing techniques like chalk art or projections on buildings. Partner with a relevant B2B branding agency to expand your reach through corporate clients and professional networks.

Opening Reception

Hosting an opening reception is a great way to bring people in to view the artwork. Make the night festive with refreshments, music, and other entertainment to set the mood. Have the artists available to interact with guests and answer questions. You can partner with a local restaurant or caterer to provide food and drinks. Publicise the opening night date specifically in your promotions. Invite other artists, collectors, gallery owners and arts media to foster connections. The reception catalyses interest that can continue throughout the full exhibition run.

Make sure staff are available at the opening to oversee operations, monitor the artworks, and engage with attendees. Have a practised introduction or speech ready to welcome and thank everyone. Appoint someone to photograph the event for documentation. Follow up with guests afterwards to build on new relationships.

Budgeting

Realistically budget for all the costs involved in putting on the show. Factor in expenses like rental fees for the space, marketing and printing, lighting or pedestals, food/drink for openings, insurance, staffing, and more. Also consider costs for transporting and installing the art. Set ticket prices if applicable. Look for sponsorships from local businessesor arts funders. Create a spreadsheet to track estimated costs against revenue and monitor your budget. Being organised with finances will prevent stressful surprises.

Build in a buffer for incidental expenses that may pop up. Things like extra paint, signage, decor, supplies for installations, and contingency funds for issues. External funding often requires you to match a portion with your own money. Manage your budget diligently as out of pocket costs can add up.

Legal Considerations

There are some legal aspects to keep in mind when organising your own exhibition. Have artists sign consignment agreements defining the terms of your partnership and sales arrangements. Look into insurance in case any work gets damaged. Make sure you have permission and properly credit photographers if using images in promotional materials. Consider copyright issues if displaying appropriation art. Research local business regulations and tax laws regarding art sales. Handle contracts and agreements professionally to avoid issues.

Sales and Commissions

Selling artwork provides income for you and the artists, as well as making the show worthwhile for collectors. Price pieces appropriately for your target market. Have a system to handle sales transactions, collect taxes, and take commissions. Make business cards and price lists readily available. Some galleries take commissions of 25-50% on works sold, so set an amount that seems reasonable and fair. Take credit cards and checks to accommodate buyers. Offer delivery options for large or fragile pieces. Handling the business side smoothly will enable more sales.

With thoughtful preparation and organisation, you can successfully orchestrate a memorable art exhibition on your own terms.

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