Lists

Lists of Lists

The page is dedicated to Lists - things artists (may) need or adjust as needed. Art receptions, art shows, plein air art supplies, art emergency kit, art go bag list and more.

Updated: September 12, 2025

Artist Go Kit List

Blog Post Reference Read the full post here

1. Your Phone/Camera and Batteries
2. Chargers, Extension Cords
3. Your Business Cards, Brochures
4. Invitations or Flyers to your next event
5. Your Exhibitor Badge or other ID
6. Your QR Code for your Website
7. Your Name on a Sign or Tablecloth (Branding)
8. Price List, Inventory of Art
9. Price Stickers, Red Dot Stickers
10. Clip Board, Stapler and Staples, Paper/Notebook, Index Cards, Paper Weight
11. Pens, Pencils, Rubber Bands, Paper Clips, Calculator
12. Scotch tape, Masking Tape, Blue Tape, Duct Tape, Glue
13. Price Cards, Labels - front and back tags for nearly all shows
14. Red and Black Sharpie
15. Tape, Twine, String, Wire, Wire Cutter, Fishing Line
16. D-Rings
17. Scissors, Multi-Purpose Tool – screwdriver, hammer, pocketknife
18. Zip Ties, Clothespins, Curtain Hangers, Clothesline
19. Sewing Kit, Safety Pins, Measuring Tape
20. Bungee Cords, Bulldog Clips
21. Battery Powered Lights
22. Wet Wipes, Paper Towels
23. Small First Aid Kit
24. Small Folding Step Stool
25. Umbrella, sunglasses, hat
26. Personal Items: Ibuprofen, Chapstick, Tissues, Mirror, Lipstick
27. Snacks, Drinks, Water, Chocolate
28. Trash Bags - these make for quick rain covers for art if needed, as well as a place to put your actual trash

PWAS Tall Oaks Art show

Emergency Kit List

Blog Post Reference

1. Hanging Supplies
1. D-Rings - 1-, 2-, and 3-hole rings*
2. Metal Offset Clips
3. Picture Hanging Wire*
2. Tools 
1. Ruler
2. Small Level
3. Screwdriver*
4. Pliers
5. Wire Cutter*
6. Or a multi-tool or small tool kit
7. Screws, nails 
3. Personal Use Items
1. Tissues
2. Eye glass cleaner/wipes - can be used to clean glass framed artwork
3. Lip Balm 
4. Misc
1. Push pins
2. Red dots
3. Permanent marker, Sharpie, and/or Pen*
4. Blank Labels with Name, Title, Medium, Size, Price Lines*
5. Blue Tape*
6. Glue 

 *High-priority must have items

How to Art Show List

Blog Post Reference

Count	Setup Booth/Space for Artwork Display	Provided?	Needed?	Check
	Space Allowed
	Pre-plan Traffic Flow through display, zigzag pattern best for outdoor shows when possible
	Signage - have more than one to be seen from multiple angles. Flags, Banners, QR code
	Canopy Tent (White) 10x10, Canopy Walls in case of rain
	Gridwall Roof Bars to help stabilize art walls
	Weights - tent weights and wall weights
	Lighting?
	Table(s) - 4, 6 or 8 foot with covers that match length
	Tablecloth(s) - black tablecloth with logo, plus multiple plain black tablecloths, fitted helps on outdoor windy days
	Gridwall stand(s) - and bases https://www.graphicdisplaysystems.com/
	Hangers - brackets
	Gridwall Stand Covers - Nice to have but different hanging brackets may be needed
	Chair with Cushion - 1 or 2, comfortable, with height better
	Print Stand(s)
	Merchandising Display options (go up for height)
	Easel(s) - multiple sizes
	Demo Area - painting while working? Easel, chair, small table

Count	Your Products and Display/Merchandising Strategy	Have?	Needed?	Check
	Elevator Pitch
	Impact Piece, with Back up(s)
	Prints - variety and multi sizes
	Artwork Inventory - Variety of Paintings with optional price points: mini, small, medium, large
	Merchandise:
	Calendars, Note Cards, Gift Cards
	Tote Bags, T-shirts, Aprons
	Coffee Mugs, Mouse Pads
	Getting your products/merchandise in & out of event - on wheels
	Elevate display with added height levels

Count	Making the Sale/Meet and Greet/in your Sales Area	Provided?	Needed?	Check
	Payment Acceptance:
	Cash Box - back up change/Fanny pack/Vendor apron
	Credit Card Acceptance, Signage for CC
	Calculator
	Counterfeit Pen Checker
	Phone with Payment App and Phone Bank
	Invoice Receipt or Sales Book
	Inventory List, Clipboard, Notebook
	Email Mailing List, Commission Request List, Follow up list after the show
	Portfolio of Other Work – Book or Album
	Business Cards, Holder(s)
	Bags
	Bubble wrap
	Fishbowl – card drop, signup, register to win a print
	Red Dots – items that have sold (waiting for pickup)
	Offer drop Shipping or local Pickup
	Bowl of wrapped candy

Count	Being Smart and Prepared	Provided?	Needed?	Check
	Go Kit:
	Price Cards, Labels
	Red and Black Sharpie
	Tape, Twine, String, Wire, Duct Tape
	Scissors, Multi-Purpose Tool – screwdriver, hammer, pocketknife
	Pens, Rubber Bands
	Zip Ties, Clothespins, Curtain Hangers, Clothesline
	Notebook, Index Cards
	Sewing Kit, Safety Pins, Measuring Tape
	Bungee Cords, Bulldog Clips
	Battery Powered Lights
	Wet Wipes
	First Aid Kit, Ibuprofen, Chapstick
	Small folding Step Stool
	Camera & Batteries
	Chargers, Extension Cords
	Snacks, Drinks, Water

Count	Ask in Advance About	Provided?	Needed?	Check
	Electricity
	Internet Connection, Password
	Wifi Hotspot
	Rest Rooms
	Sales Tax ID
	Total Space Allotted – entrance, exits
	Any dos / don’ts to be aware of at your show

Count	Dress for Success and Comfort	Provided?	Needed?	Check
	Indoor Event
	Outdoor Event - Umbrella
	Change of Clothes, Hat
	Mirror, Lip Gloss, Comb/Brush, Hair Ties, Hat

Count	Help	Provided?	Needed?	Check
	Friend(s)
	Family Member(s)
	Hired
	Schedule Group Members to help at various time intervals AND setup and/or takedown

Count	Promotion - Website, Social Media	Provided?	Needed?	Check
	Flyer for online promotion, printable for handouts - good image, Name, Dates, Location, Address, QR Code, any important additional info (free, cost, parking, etc.)
	Post in InsideNova, Events areas, Patch, Nextdoor, Classifieds - anywhere local to you online and offline
	Send info to your webmaster, blogmaster, social media persons
	Post LIVE on social media during events
	Get pictures to post after the event

Cost of Show	Cost or Fee	Total
Entry Fee
Percentage of Sales to Show Host
Cost of Equipment Purchased
Cost of Misc Purchases
Mileage
Cost of Other Expenses, Food, Lodging
Sales

Art Reception Check List

Blog Post Reference

Task	1. Art Reception Task/Suggestion List	Responsible Person(s)
1	Schedule the Date and Time, Duration
2	Plan the Program
3	What are the Goals
4	Is it a Public or Private Reception, will there be a VIP Advance party?
5	Build an Invitation List
6	How are you going to Advertise, Promotion, Signage
7	What is your Entertainment – see List 4 below
8	What are your Decorations, color scheme
9	Children’s Art Table
10	Hire a Photographer
11	Handouts, Brochures, Gift Bags, Giveaways (will the visitor get something for coming?)
12	Beverage Bar, Bartender
13	Do you need a Special License, permissions?
14	Rentals - equipment
15	Have a Guest Book, email list
16	Art Sales Desk and Inquiries, Donations, Art Raffle, Art Auction
17	Volunteer List for EVERY Task, To-Do, Visitor Help Staff
18	Vendor Donations and Recognition, Thank you Publicity
19	Clean up/Emergency spills
20	Food and Drink – see List 2 below
21	Misc – see List 3 and 5 below
22	Clean up/Emergency spills
	SIDE NOTES/IDEAS:
23	Ensure multiple price ranges are represented
24	Ensure all lighting and regular maintenance of the space is followed so that the art and the gallery are presented well
25	Donations Tiers – swag packs. Donations % to People’s Choice Awards

	2.     Refreshments, Food and Drink Ideas List	Responsible Person(s)
1	Wine and Cheese, Crackers
2	Coffee, Tea, and Baked Goods
3	Punch and Cookies/Cake (already sliced)
4	Cheese, Fruit, Vegetable Trays
5	Charcuterie Board – cheeses, meats, gherkins, olives, mustard(s)
6	Shrimp Cocktail
7	Ice, Water, Punch
8	Champagne, Wine
9	Cocktails or a signature cocktail
10	Cider and Cookies, Hot Chocolate – good colder weather options
11	Lemonade and Snacks for a warmer weather option
12	Themed food with art show
13	Finger foods (think SMALL) – mini meatballs, sausages, ham rolls, cheese bites with toothpicks. Canapes, snacks, hors d’oeuvres
14	Chocolate, candies or dipped strawberries
15	Popcorn/candy in a cup
16	Match your cookies to the art
17
18
19
20

	3.     May Also Need List	Responsible Person(s)
1	Chafing dishes
2	Table, tablecloths, bar tables
3	Chairs
4	Trash containers
5	Trays, punch bowls, ladles
6	Paper goods, small paper plates, napkins, paper towels, trash bags
7	Cups, wine or champagne glasses
8	Tongs, forks, serving utensils
9	Coolers, refrigeration
10	Food markers for vegan, gluten free, any food allergy alert items
11
12

	4.     Entertainment	Responsible Person(s)
1	The Artist(s)
2	Music - Recorded or live music, DJ, instrumental, string or choral group. Be aware of the volume in the space
3	Dance
4	Readings
5	Other Options: television screen with video, art montage, about the theme, the gallery, the artist(s), promotions
6	Caricature artist
7	Live Painting, Demo Person(s)
8
9
10

	5.     Other Ideas	Responsible Person(s)
1	Have the gallery “workers” dress in the same color shirts or in gallery logo shirts. If a visitor wants to ask a question, make it easy for them to ID WHO to ask!
2	Have the artists dress according to the theme or color scheme, gallery logo shirts
3	Name tags especially for the artists. Other dignitaries or PWAS Board members wear an alternative colored name tag
4	Fresh flowers
5	Plenty of Red Dots in case artwork sells and will be picked up later. OSA uses Green Dots to signify Prints are available while Blue Dots could signify On Hold or First Right of Refusal
6	Have Art Prints accessible for quick sales
7	Do you have merchandise and promotional materials for your gallery or art group for sale?
8	Have a Door Greeter
9
10
11
12

Plein Air Painting

Blog Post Reference - see this post as there are varying needs depending on the medium used.

Art NTK

Blog Page Reference - This is Art Need to Know, a growing list of 'wish I knew this when I began my art career'.

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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.

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