Art fairs can feel like a wild combination of a red carpet event, a pop-up gallery, and a logistical Rubik’s Cube. If you are looking to scale up and leave a mark, at high-profile fairs, preparation is everything. The difference between a calm, confident showing and a chaotic scramble often comes down to one thing: logistics. Whether you’re gearing up for Art Basel, Frieze, or a regional up-and-comer, having the right items—and mindset—makes all the difference. 

This guide walks you through the essentials, from pre-fair planning to post-fair follow-up. Think of it as your master checklist with context. Because it’s not just about what to bring; it’s about how you show up. 

Pre-Fair Logistics 

When your gallery is stepping into a bigger spotlight, your planning game needs to level up. Larger fairs demand a different pace, more paperwork, and earlier deadlines. Here’s what you need to have locked down before you even think about your booth walls. 

Key considerations for scaling up:

Shipping timelines

If your artwork is traveling internationally, plan ahead and aim to ship at least 6–8 weeks ahead of the fair. Custom crates, international customs clearance, and freight forwarding all take time—and rushing them gets expensive fast.

Carnet paperwork 

For international fairs, a carnet acts like a passport for your art, allowing temporary import/export without paying duties. It’s essential if you want your pieces to come home without surprise taxes.

Hotel block reservations 

Rooms book out fast around major fairs. Reserve accommodations at least six months in advance—ideally through a fair-recommended block if available. You’ll thank yourself when the nearest alternative isn’t a 45-minute ride away.

VIP preview invites 

Reach out early to the fair’s VIP relations team to request access to collector invite lists. Craft personalized outreach emails to collectors who align with your artists’ aesthetics or medium. 

Booth staff schedule

Fair days are long and foot traffic can be nonstop. Make a detailed schedule that includes setup/tear-down time, lunch breaks, and rotation shifts. A tired team doesn’t sell well—plan breaks like it’s part of the job.

Booth Essentials 

Once you’re at the fair, your booth becomes your world. It’s your gallery, your storefront, your stage. Set yourself up for success by thinking through both aesthetics and infrastructure. 

Don’t forget: 

Booth insurance certificates 

Most major fairs won’t let you move in without proof of liability and fine art insurance. Make sure your policy covers transit, storage, and booth display.

Floor plan approvals 

Most major fairs won’t let you move in without proof of liability and fine art insurance. Make sure your policy covers transit, storage, and booth display.

Custom flooring or rug 

Many fairs give you a raw concrete floor—which doesn’t scream “premium experience.” A rug can elevate your booth instantly and make standing for hours more bearable.

Backup hardware

Extra wall anchors, screws, power strips, measuring tape, and a cordless drill can save you in a pinch. A hanging system failure mid-setup is not the time to be searching for a hardware store.

WiFi hotspot

Fair WiFi is notoriously unreliable, especially during peak hours when you’re trying to process payments or pull up artwork images. A mobile hotspot ensures you’re not left in the digital dark.

Administrative Tools 

Beyond walls and lighting, the paperwork matters—especially when dealing with international clients or post-sale logistics. Have a system in place so every sale or lead is captured cleanly. 

Administrative must-haves:

Custom import/export documents

Especially for cross-border fairs, have paperwork ready that outlines what you’re bringing in, its value, and where it’s going afterward. Customs loves clarity.

Artist consignment agreements

Always have proof that you’re authorized to sell an artist’s work. Even if it’s your long-term collaborator, fairs can bring legal scrutiny.

Certificate of authenticity packets 

Every artwork should come with a well-designed, branded certificate of authenticity. Include materials, date, dimensions, signature, and edition details if relevant.

Bilingual staff or translation tools 

If you’re at a global fair, chances are you’ll be speaking to collectors from around the world. Google Translate can be a helpful fallback, but having a bilingual team member is even better.

Daily sales/lead recap template

Keep a simple spreadsheet or form that records who stopped by, what they liked, and if they purchased or plan to follow up. You’ll be grateful during post-fair outreach. 

Additional Artist Materials 

Collectors and curators don’t just buy artwork—they buy into a story. Having the right collateral on hand helps build interest and credibility. 

Think beyond just wall labels:

Artist interview videos

Load short clips of your artists talking about their work onto an iPad at the booth. It creates an intimate connection and keeps visitors engaged even when the staff is busy.

Press kit

Include high-resolution images, bios, recent press, and past exhibition lists. Have QR codes available or printed versions on hand and PDFs ready to email on request.

Condition reports

Do this before the fair, so if something arrives damaged, you have proof it wasn’t that way when shipped. Helps with both insurance and resale confidence.

Custom shipping labels

Pre-fill return shipping labels with gallery address and any special instructions. This saves time and avoids confusion when the fair ends.

Practical Supplies 

Sometimes it’s the little things that keep you on your A-game. Don’t underestimate the importance of staying physically comfortable and mentally focused. 

Pack these in your day bag or booth drawer:

• Breath mints and a stain remover pen – for those spontaneous collector meet-cutes. 

• Portable phone charger – your phone will be your camera, notepad, email hub, and social media tool. 

• Emergency artwork repair kit – include acid-free tape, scissors, gloves, touch-up materials. 

• Comfortable shoe inserts – even your best fashion-forward loafers need support when you’re on your feet for 10+ hours. 

• Silent alarm – some dealers place discreet alarms on high-value works for added peace of mind overnight. 

Staff Logistics

You never get a second chance to make a first impression. Train your staff to anticipate questions, speak to the work, and work as a team. 

Internal prep matters:

Role-playing exercises

Practice answering tough questions like “Why is this work priced so high?” or “What’s the artist’s long-term market?” It builds confidence and consistency.

Fair-specific email signatures

Make sure your follow-up emails during the fair include your booth number, fair name, and dates. It helps collectors and curators track you across a busy schedule.

Daily debrief meetings

Spend 15 minutes each day reviewing what worked, what didn’t, and which collectors seemed most promising. Adjust strategies on the fly.

Networking Plan 

Yes, you’re there to sell art. But you’re also building relationships. A good networking plan can pay off long after the fair ends. 

Don’t leave it to chance:

Target 3 key curators 

Do your research on who’s attending, then find an opening to engage them—either in the booth or over coffee. Keep interactions genuine, not pushy.

Schedule off-site dinners

A quiet meal outside the fair chaos can lead to real connection. Even if it’s just drinks at a nearby bar, face-to-face time matters.

Collect business cards 

Old-school? Maybe. But still effective. Immediately jot down a note on the back—what they liked, where they’re from, what you discussed. It’ll save you when following up days later.

Post-Fair Follow-Up

The fair might be over, but the real work begins now. Turning leads into sales and contacts into collaborators takes intention and timeliness. 

Don’t drop the ball:

Damage report filing

If anything got scratched, chipped, or torn during the fair or shipping, report it within 48 hours. Late claims often get denied.

Lead categorization 

Sort contacts into A/B/C lists based on likelihood of future sales or partnership. Prioritize top-tier leads for immediate outreach.

Fair ROI analysis 

Take a hard look at what you spent (shipping, travel, booth fee, lodging, materials) versus what you earned—and learned. Not every fair will be profitable, but every fair should teach you something.

Thank-you notes 

Send personalized thank-you messages to the top 20 visitors, clients, or press contacts. Handwritten ones stand out, especially in the digital deluge.

Final Thoughts

Art fairs are an investment—of time, money, and energy. But with solid preparation and the right tools, they can also be pivotal growth moments for mid-tier galleries. The better your booth runs, the more bandwidth you have for what really matters: engaging with collectors, sharing artists’ stories, and creating new opportunities.  

Need a quick reference on the go? 

Download our Art Fair Planning Checklist to stay organized every step of the way. So print this out, check things off, and step onto the fair floor like you belong—because you do.