Feature
Art fair prep: lock the booth list before the crate leaves
Fair week fails when operational fields change after labels print. Create an exhibition with type Fair, link a Booth inventory list in Fair Mode, freeze titles and dimensions two weeks out, and export Checklist and Packing Slip / Shipping Label PDFs from the same rows.
Create a fair exhibition record
Exhibitions → Add exhibition. Set Type of show to fair, fill Fair name and Booth number, and enter preview and run dates on Details.
Section nav adds Fair Mode when the fair type is selected. Other tabs match a normal show: Linked artworks, Images, Files, Activity.
Treat this record as the booth entity for the week. Satellite fairs get their own exhibition row even when they share staff with a main fair.
Link the booth inventory list
Fair Mode → Booth inventory list → Link booth list. Pick an existing List or build one on `/lists` with the works heading to the booth.
The linked list is the canonical booth checklist. Add or remove rows on the list; Linked artworks on the exhibition should mirror the same works for exports and the public fair page.
Ten days before ship day, stop editing titles, dimensions, edition lines, and customs fields on booth works. Marketing copy can still change.
Update Status timeline for ship and return
For each booth work, open Status → add a Status timeline row: Location = fair booth address, Availability as appropriate, Effective at = ship or preview date.
Customs fields on work Details (Country of origin, HS code, Weight) feed Packing Slip / Shipping Label exports. Complete them at intake, not on the loading dock.
On return, filter `/works` by fair location or list membership, then add one row per work back to gallery storage the same day. See Multi-location tracking.
Export booth paperwork
Multi-select booth works on the list or `/works` → Export…. Types you will use most: Checklist, Compact portfolio / label, Packing Slip / Shipping Label, Insurance / Appraisal Report.
Pre-ship Condition Report per loaned work from the work ⋯ menu. Attach insurer PDFs on Files.
Full fair catalogue PDFs use Full-page portfolio with exhibition Linked artworks as the item source. See Art exports.
Enable lead capture at the booth
Fair Mode → Lead capture → enable the public form. Copy the QR URL for the booth desk.
Submissions create or match a Contacts row and apply the fair tag automatically. Booth staff can add a one-line note on the contact Activity tab after conversations.
Record fair sale in Fair Mode when you sell from booth stock without storefront checkout; inventory on the booth list decrements accordingly.
Preview-week reserves and payment links
Place reserves on works from the work record or omnibar; Availability on the timeline blocks double offers.
Generate Stripe payment links from the work header for on-the-spot deposits. Paid status flows to Invoices and the linked contact.
End of each preview day, review open reserves on the dashboard Follow-ups queue and on work Overview linked sections.
FAQ
- When should the booth list lock?
- Two weeks before ship for operational fields. Regenerate Checklist and Packing Slip exports only after intentional dimension edits.
- Where is Fair Mode?
- A section on fair-type exhibitions only. Link the Booth inventory list, Lead capture, Post-fair follow-up, and Record fair sale there.
- How do ATA Carnet or customs brokers get data?
- From work Details customs fields and Packing Slip / Shipping Label exports. Keep weights and HS codes on each work before generating the packet.
- Can two fairs share works in one week?
- Use two exhibition records and move works with Status timeline rows when a piece travels between booths. Each fair can have its own booth list.
- What happens to fair leads after the show?
- Tagged contacts appear in Fair Mode → Post-fair follow-up → Start post-fair broadcast…, prefilled for a campaign or manual Contacts Activity notes.
Explore the full capability matrix on Features, compare modular plans on Pricing, or contact the team with workflow questions.