Your Art Fair Packing Checklist

Pre-Show Art Fair Sales Advice

By Mark Shapiro | The Art Fair Advantage

One of my favorite questions to ask exhibitors before an art fair is:

“Have you started packing yet?”

Almost every year I hear the same answer:

“Mark, I thought I still had time.”

Trust me. Packing for an art fair is not something you want to do the night before.

The artists and galleries who appear calm and professional on opening day usually did one thing differently:

They packed with intention.

At every major art fair, your exhibitor manual becomes your operating guide. It contains important deadlines, shipping instructions, move-in procedures, vendor contacts, hotel information, marketing opportunities, and booth requirements designed to help exhibitors succeed.

Read it carefully.

But beyond the manual, every exhibitor should also create a practical packing checklist.

Installation Tools

Bring your own installation kit.

Most fairs expect exhibitors to arrive prepared with the basic tools needed to install, adjust, and maintain their booth.

My recommended essentials include:

Tape measure
Laser level, such as a compact red dot laser level
Small hand level
Ladder, if permitted by booth rules
Drill and drill bits
Screws
Picture hanging hooks
Hammer
Pencil
Extra wall labels
Zip ties
Extension cord
Velcro straps
Swiss Army knife
Multi-tool
Painter’s tape for temporary positioning only
Phone charger
Portable battery pack

And do not forget:

Bring a dolly or hand cart. Your back will thank you later.

Artwork and Presentation Supplies

Pack these separately and keep them easy to find:

Artwork inventory sheet
Certificates of Ownership
Certificates of Authenticity, if applicable
Price labels
Business cards
Guest book or lead capture form
Collector contact sheet
Cleaning cloths
White gloves
Packing materials for sold work
Extra tape and protective wrap
Pens and markers
Receipt book or payment backup plan

The goal is to make the sales process feel smooth, organized, and professional.

Think Like a Curator

This is where many exhibitors lose me.

Your booth should not feel like moving day.

Before packing, lay the artwork out and ask yourself:

Does this work belong together?
Is there a visual rhythm?
Is the booth telling one clear story?
Would I remove anything?
Am I bringing too much?

I like to see consistency and a theme that resonates with viewers and collectors.

At a professional art fair, hanging standards matter. Museum-style presentation is often encouraged, and overcrowding should be avoided so individual works have room to breathe.

Do not pack every piece you own simply because it fits in the car.

Pack what supports the story.

Pack for the Whole Fair

Think in three stages:

Pack for setup.
You need tools, labels, hardware, lighting notes, and installation supplies.

Pack for sales.
You need price information, certificates, packing materials, contact forms, and payment options.

Pack for breakdown.
You need boxes, wrap, tape, labels, and a clear plan for what goes home, what ships, and what has sold.

If you only pack for move-in, you will be unprepared for everything that happens after opening day.

My Final Thought

Pack for setup.

Pack for sales.

Pack for breakdown.

The goal is simple:

Arrive organized enough that your energy goes into collectors, not searching for a screwdriver.

See you on the show floor.

— Mark Shapiro
The Art Fair Advantage