How to Use Artlogic at an Art Fair
Art fairs are sprint meets marathon: high-stakes conversations, rapid pricing decisions, and follow-ups that make or break sales. Used well, Artlogic becomes your fair “ops stack”—from on-stand presentations to bulletproof follow-up. Here’s a practical, end-to-end playbook.
1. Before the fair: prep like a pro
Curate fair selections
Make Artwork Lists for booth hangs, backroom stock, and VIP rotations. Lists feed documents (checklists, labels, price lists) and keep you sane when stock moves mid-fair.
Build Private Views (PV) you can show or share
Create PV links for each artist, a “Highlights” set, and a “New to market” set.
Sync to the Artlogic App so everything is available on iPad/iPhone—even offline. You can send custom PVs to the app or enable automatic artist PVs.
Set up the Artlogic App for the floor
The app works fully offline; emails you compose queue until you’re back on Wi-Fi/4G. Download the works to the device before Day 1.
If you plan to show video, note the app doesn’t store video offline—have workarounds ready (streaming via venue Wi-Fi or linking out).
Documents & pricing hygiene
Use Documents & Reports for insurance values, shipping checklists, and fair-specific price lists. Lock in template text via the Template Library (invoice terms, courtesy lines) so PDFs are consistent and fast to generate.
Web & comms
Add a Fair record to your website (dates, booth number, featured works) so visitors can self-serve; you can convert an event into an “Art Fair” item and display it on an “Art Fairs” page.
2. On the stand: present beautifully, capture cleanly
Present like a private showroom
Use the Artlogic/PrivateViews app to walk collectors through curated sets; tap into artwork details, provenance notes, and supporting PDFs without leaving the conversation. No internet required.
Capture leads in the moment
Add the collector to Contacts on the spot; tag them (e.g., Frieze-2025, Artist: X, Medium: works on paper). Those tags power segmented follow-ups post-fair. (Artlogic promotes CRM-style contact management for exactly this reason.)
Move deals forward quickly
From the app or desktop, email a PV selection or a one-work “offer” with images, captions, and price on request. The offline outbox ensures nothing is lost if the hall’s Wi-Fi drops.
3. Back-of-house: stay in sync as stock changes
Update availability and location the moment a work reserves or sells, so the whole team has a source of truth (front desk, directors, and off-site colleagues).
Regenerate price lists and checklists from your Artwork Lists when something changes—no manual retyping.
4. After the fair: follow-up that closes
Speed and specificity win. Industry guidance is clear: follow up within 24–48 hours, personalize, and keep nudging (7–10 touches isn’t unusual for a major sale).
Artlogic workflow tips:
Use the tags you set at the stand to build segmented email batches (e.g., All who asked about Artist Y).
Send a tailored PV (“Works discussed on the stand”) to each hot lead; include condition, framing, shipping window, and a clear CTA (reserve by X date).
Log outcomes in the contact record; build a quick report of inquiries vs. sales for internal debriefs.
5. Security, reliability, and handover
Fairs are chaotic—offline resilience and HTTPS-secured sync matter. PrivateViews/App traffic is encrypted; data syncs as soon as your device reconnects. Daily backups cover your inventory.
When your art fair ends, archive the art fair tags/lists for year-on-year comparisons and staff handovers.
✨ Need hands-on help woith your Art Fair?
I can prep your Artlogic for the fair (lists, PVs, device setup), train your team on the app, and run post-fair segmentation and follow-up so you don’t lose momentum. Get in touch
