Behind the Booth
A Simple Art Show Inventory System for Artists
Track each artwork from packing to sale with a practical art show inventory system for labels, backups, receipts, and a clear end-of-day count.
At a busy show, “I think that piece is in the back bin” is a frustrating answer for both artist and visitor. A small inventory system gives every work a clear identity and location. It also makes sales records and packing easier when the day ends.
Give each work one identifier
Choose an identifier that is short and unique, then put it on your inventory list and on a removable tag or packaging label. Record the title, medium, dimensions, price, and whether the piece is framed or part of an edition. For a set of similar ceramics or prints, a photograph can prevent mix-ups. Keep the identifier out of sight on the displayed face of the work.
Separate display, backup, and sold work
Before leaving the studio, mark which pieces will be on the wall, which are backups, and which are reserved or unavailable. Note the box or sleeve that holds each backup. At the show, update the list as soon as a piece sells or moves. If you accept a hold, record the buyer’s name, deadline, and terms rather than relying on memory.
A paper list works well when battery or reception is unreliable. A digital copy can make it easier to search and review later. Whichever system you use, keep a second copy somewhere separate from the booth. The best system is the one you will actually update during a rush.
Connect the inventory to the receipt
When a sale happens, use the same identifier on the receipt. Note the final price, any delivery arrangement, and whether the work leaves with the buyer. If the work is shipped later, record the shipping status separately. This avoids treating a paid work as available inventory the next morning.
Close the loop after the show
Count what remains before repacking. Compare the list with sales and holds, and identify missing tags or price changes while the weekend is still fresh. Our post-show review guide helps turn those notes into improvements. For the larger packing plan, see the outdoor booth checklist.
- Assign one ID to each work.
- Mark display, backup, held, and sold status.
- Use the ID on receipts and delivery notes.
- Reconcile the list before leaving the venue.