Over organized and a flood of information can hide the important message.

Over organized and a flood of information can hide the important message.

Art shows are different, I mean different from each other. There are show that are run by companies and have it pretty nailed down and then there are haphazard volunteer organizations who throw something together to have a good time.  One show will hardly send out anything and another will send out too much. Professionals like me are juggling all sorts of things all the time and we can miss the rare correspondence from one promoter and get frustrated with the other who buries us under a ton of paperwork.  Communication is key but how much is too much and when is it too little?

It is a hit or miss situation for promoters, and they get frustrated when the information they put out isn’t read.  I have a feeling those are the ones who end up burying us in an avalanche of documents.  The shows that are relaxed and thrown together on the fly barely communicate at all.  I spend a lot of time searching my emails for any crumb of information.  Sometimes, no matter what amount of information a show sends; you end up confused.  I recently went to a show where the information said oversized vehicles, trucks and trucks with trailers show up at 8am.  I was driving a truck.  I emailed for clarification and even called, no response.  I showed up at 8am to be told that I was there at the wrong time.  After some conversation, they let me in because the field was pretty empty.  Later on, the organizer was in my display so I had a conversation with her.  I might have it nailed down for next year if they let me in.

What is the best amount of information?  I really don’t everyone else’s preference but I prefer 3 letters after I apply. 1) Congratulations, you were accepted! Pay this booth fee and this is the information about the show.  Here is some promotional materials for you to put through social media and your mailing list.  See you on this day at this time (scheduled set up time or day) at this address, and please file for this temporary business license.  This is also a good letter if there are mandatory requirements like weight on tent legs and liability insurance (ACT is a good company for that).  2) Gentle reminders about tax and business license, and please pay your booth fee. 3) Show time is fast approaching! Please arrive at the show grounds from this direction and check in before you set up.  Contact this person with any questions during the show, these are their numbers!  Have a great time.  This doesn’t include the show packet which is always important to give out.  We have time to read the stuff after we set up and are waiting for customers.

Some shows send out a survey after the show closes, generally about a week to 2 weeks later and that is a good time.  We have had time to get over the disappointment of a bad show and we have a better perspective of what was our fault and not the show’s. Shows that send out the same information repeatedly, tend to not get their information read.  If they tack on other information at the end of the same documentation, it gets lost.  I don’t know what everyone else prefers to do, but that would be my preference.  If you are considering putting on a show, two pieces of advice; DON’T DO IT! And, ask artists what they want to know.  As always, good luck.