Step by step guide: art exhibition
Contact artists at least six months in advance with a letter
asking them to take part. Try local art and photography groups as
well as national artists.
Get artists to complete a booking form outlining the pieces they
intend to exhibit, plus a short biography. This information can be
used to compile the catalogue.
Agree a charge per hanging space (i.e. £20 for 100cm by 240cm,
£5 per freestanding piece). Charge commission on each piece sold,
Have a display of pupils' work.
School halls and classrooms have good natural light for
displaying art. It's also free and underlines that the purpose of
the event is to raise money for the school!
Aim for a sub committee of six looking after specific areas.
Over the weekend you will need at least 12 volunteers.
Erect display boards and label spaces with the artists' details.
Volunteer stewards will need to oversee the hanging of the artwork,
checking that they match those listed in the catalogue.
You will need a sales desk with 4-5 people taking payments and
recording sales in a spreadsheet to help work out the artist's
payments and the PTA's commissions.
Charge an entry fee per adult, to include a catalogue.
Let buyers browse the exhibits, either taking items away with
them or paying and collecting items later.
Secure sponsorship to cover as many costs as possible.
Run a raffle.
Check whether a licence is required - see our Event-Planning Checklist.
Set up a café serving tea, coffee, lunches and cakes.
Consider having a 'Market Place', inviting local sellers of
home-made wares to take a stall. Remember third party suppliers
need their own insurance in place.
Send event details to local art galleries and art groups.
Ask the artists taking part to self-promote the event.
Put up posters in local shops and on village notice boards.
Place flyers in school bags and promote the event on the
school/PTA notice board, newsletter etc.
Display roadside banners a few weeks before the event.
Talk to your local authority first, as there may be some
Prepare a media release and issue this to all local papers and
Think about advertising in your local paper.
For more information
The above is intended as guidance only. We
recommend that you contact the relevant organisations with specific
reference to insurance, legal, health and safety and child
protection requirements. Community Inspired Ltd cannot be held
responsible for any decisions or actions taken by a PTA, based on
the guidance provided.
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