An Art Reception Story
Planning an art
reception at an art gallery means there is some version of "party
planning" that will go into effect at your art space. The gallery will
need to pick their message and get it across to their potential visitors
coming to see it, in the best way, the best light, and in the most
memorial way that can be accomplished. We will look at various topics
and ideas your art group (and artists) and/or art gallery committee will
need to think about, decide on, implement and take care of in this
post.
Art at the Mill Art Reception April 30, 2023
Solo Show or Art Collection?
Is the art reception for a single artist or photographer or for a group of artists? How will the gallery present them?
There
may not be a dress code for the event, but the artist(s) attending the
event should always look professional, be comfortable and be confident.
The artist -could- potentially -dress the part too according to the
theme of the show. The spotlight is on the artists along with their art
so be ready for the attention.
The artist(s)
should invite all their friends, peers, and family and post their show
everywhere to reach as many visitors to your event as possible. Another
thought is to be AT the gallery whenever possible because art often
sells better when the artist is there!
As an artist in the show, be ready to do 'the Artist Talk' to share your passion in what you do.
Who's Who in Your Art Group
Pool your resources, from the talent already available within your art group.
Tap
into your art groups resources - its members! Someone in your group may
know someone that is just the person you need to know for something you
need! This includes the owner of a local restaurant you could contact
to help with the food for your event. Offer to have the restaurant's
logo printed on your materials/social media as a sponsor.
Find
out who your graphic artists are to draw up the flyers and other
materials needed. Recruit the talent already in your creative group.
Searching your artist group for vendor relationships that are already in
place will go a long way toward getting your foot in a door, to help
manage your budget and to put on a great event.
If
needed, create a Reception Committee to manage your art receptions!
Bounce ideas around in your group to get the creative juice going. Your
Art Reception Committee could be one of your best resources to help
manage your budget and time.
Get the Ball Rolling on Your Art Party!
1. Schedule the Date
An
art reception is typically scheduled at the beginning, or opening of an
art show or event for a couple of hours, but there are also Advance
Receptions, Closing, Private Receptions, and Open Studio Events. Decide
on the best option for your event.
2. Schedule the Time
The
time of your art reception may depend more on whether the event is
public or private in order to best suite the best turnout. Most often
the event is held on a Friday evening, but Sunday afternoons or a
weekday evening may work for the visitors as well. Generally, about 2
hours works well for most events and cocktail party receptions.
3. Plan the Program
Your
program can be a simple or elaborate as the occasion needs. Do you have
a full schedule of events to time out or is it more relaxed? Do you
have a budget for the event?
- Plan your staff needed - from pickup, setup to cleanup.
- What
promotional materials will you need for your event? Flyers, brochures,
post cards, and/or other handouts - to learn more about the artist, the
art, the group and where to find out more. Consider all the options you
might need for your presentation.
- Will
you have entertainment - special music, singing, dancing, other arts
that could be scheduled? Having great entertainment will delight your
visitors tremendously.
- A press release should be sent out at least 2 weeks prior to the event.
- Is there a dress code you would like to implement, perhaps in keeping with the show theme or name?
- Do
you need to make an invitation and a list of special people to invite?
Have you considered inviting local designers that might need art for
their clients? Do you have art collectors to invite? Can you invite past
clients?
- If dignitaries or sponsors are invited, will someone be making a speech or have talking points?
- Can you invite the press to cover the event?
- Will your art group, board or committee lead need to make a speech or toast?
- A
photo shoot area is another idea to capture the artists (in front of
their artwork too), as well as visitors and dignitaries. Dress up the
photo shoot area too with props.
- Plan on making it FUN!
4. Public or Private Reception
Will
this art reception be open to the public or a more restricted private
reception? You may need signage at your door to notify those that might
enter, if it is closed for private event or open to the public. For
some gallery events, you may have invitation-only for entrance and will
need to manage the RSVPs AND potentially manage the invitees at the
door.
Consider having someone at the door to greet the guests and give out any promotional materials. Have everyone fill in name tag or at a minimum, all the artists and gallery persons should have name tags.
Consider
an earlier advance party that your art collectors, VIPs, dignitaries,
the press and media can arrive to before the event opens to the public.
5. Refreshments
One
of the most important parts of your art reception is what to serve.
There are many considerations including the amount of people expected,
is it a public or private affair, or a corporate event - who is paying
for it? Will your art reception be based on a theme, will it be light
refreshment or is it a cocktail party, will it be simple or more
elaborate? Your budget will let you know.
The
event could be catered or if your art group event planner/Reception
Committee does their homework, local restaurants and/or grocery
stores may wish to donate refreshments and nibbles (or give a discount,
especially for non-profits). But you need someone to ask! You could
mention and it is always a good idea to
recognize your sponsors on flyers, on your website, or other options.
Will
alcohol be served and will you need a special license to serve alcohol?
Do you need a bartender? You could offer drink tickets, where someone
at the door could check IDs and allow one ticket per adult, or perhaps
one free and one paid ticket.
Define your table space so everyone knows what goes where.
Finger
foods typically work best, also known as toothpick food. Things that
have to be eaten with fork, knife or spoon make it harder for people to
use if they have a drink in one hand and no where to sit - as is typical
in a gallery setting.
Suggestions:
- Wine and Cheese, Crackers (check if you need a one-day ABC license)
- Coffee, Tea and Baked Goods
- Punch and Cookies/Cake (already sliced)
- Cheese, Fruit, Vegetable Trays
- Charcuterie board - cheeses, meats, gherkins, great olives, mustard
- Shrimp cocktail
- Ice
- Water
- Punch
Things you may need:
- Chafing dishes
- Tables, tablecloths
- Bar Tables, tablecloths
- Chairs
- Trash containers
- Trays, punch bowls, ladles
- Paper goods, napkins, paper towels
- Cups, wine or champagne glasses
- Tongs, forks, serving utensils
- Coolers
Your
Reception Committee quite obviously will need to "work" the party, or
have the people in place that do the various duties during said event.
Food, drink, and ice will need to be replenished, serving platters
refilled, and trays consolidated. If you have a bartender or tray
servers, they may need help or replenishment or you may need someone for
quick cleanups. You will also need help picking up plates and cups
around the space during the event and for final cleanup when the event
is done.
If
the reception is open to the public, there is no need to feed all of
the visitors but you certainly want to have enough so that you don't run out of
nibbles or drink until the very later few minutes of the event. Plan
accordingly.
6. Entertainment
Gallery
art receptions are all about the art, the artist(s), or art group(s),
but music is a must. If the gallery is rented for a corporate event or
wedding reception, the art space may be more of a back drop to their
event. Typically music does play in the background but should allow
visitors to mingle and allow for conversation.
- Live Music, DJ, instrumental, string or choral group(s)
- Dance Performance
- Readings
- Other options: Television screen with a video or art montage, about the theme, gallery, artist - whatever the promotion is.
7. Decorations
Flowers
dress up all events very elegantly, and having at least one arrangement
on your food table is appropriate. Flower petals could be another
option, sprinkled around the table.
Need a color scheme? Coordinate your plates, napkins, etc.
Consider
the name of your art show and or its theme and of course, the time of
year. Your decoration ideas may be based on these factors. Other
considerations can include when appropriate: flags, balloons, twinkle
lights, fabrics, paper lanterns, glittery things...
8. Children's Art Table
If
children will be at a show, consider a spot for them. An art table
setup with crayons and butcher paper to draw on will not only keep them
entertained but occupied while the adults enjoy the art and
conversation. Think about paper, colored pencils, Etch-a-Sketch, or
chalkboard.
9. Have a Photographer
Your
art group should have a photographer available to capture your event.
The photos can be used in so many ways - online and offline, for
promotions, for blog posts, for your history of events and for future
events.
10. Other Misc Options
- Will your art sales desk need to be open during the reception?
- Have a Guest Book or an email sign-up sheet.
- Have your Donation box out for the gallery.
- Have an art Raffle.
Find
one or two party/rental vendors that you can call upon when your event
needs specific party items for certain events like sit down dinners,
wedding receptions, etc. See if you can arrange discounts when you
recommend their use if your gallery is rented out.
Likewise,
develop relationships with the local restaurants and caterers that you
can depend on or suggest when the gallery is rented out that will give
you discounts/perks for your events as well.
The
Prince William Art Society (PWAS) manages many of the art shows that
are on display at Open Space Arts (OSA) at Stonebridge - 15000 #140
Potomac Town Center, Woodbridge, VA, with the OSA Committee members. Our
latest art show, "Hispanic Heritage Art Celebration" will open Sept
21, 2022 with a reception on Friday, September 23, 2022 - Come by and see us!
This post by Donna Liguria, original appeared in the PWAS Artistry Spin Blog on September 21, 2022
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Author: Donna Liguria is the Blogmaster for Donna's Cave Paintings and the PWAS Artistry Spin Blog and an artist member of the Prince William Art Society (PWAS) in Woodbridge, VA. Donna specializes in acrylic paintings of landscapes, seascapes, historic locations, animals and many subjects. Visit her Website at DonnaLiguriaArt.com and her Donna's Esty site to shop her art.
*I LOVE reading your comments on my posts! Just remember that the blog comments are monitored so they may not appear right away.
Do you need a handmade, original painting for yourself or as a gift for a friend or family member? Yes, I do most commissions, so please contact me through this blog, on Facebook, My Website at https://DonnaLiguriaArt.com, or go to Donna Liguria Art on Etsy at https://donnaliguriaart.etsy.com to shop my available Artwork.
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