Another newbie question as I prepare for my first Art Fair…...

I will be selling Fine Art Photographic prints in various sizes and it occurs to me that somebody could prefer a different size than what I have with me in the booth

Is this a common occurrence?

If it is, how do you handle it?

Do you take a deposit?

What percentage deposit would be considered typical?

Thanks,

Bob

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  • I take a lot of orders at shows when I run out of something.  When ordered at a show, I pay the shipping.  I always get 100% right then.  No one has seemed to mind that for 43 years.  Dave

  • I don't always offer free shipping anymore since I've usually already closed the sale and am getting around to the payment procedure and paperwork/agreement stuff. As Richard said though, using shipping as a close procedure certainly works and it has for me in the past. Heck, I might use that close tomorrow since it is one of our bargaining chips. But I'm usually shipping something that will cost $15 or more, and I bet if someone wants a 24x30 canvas from you you'll be charging for shipping since it's gonna cost at least $30 on the low end. I bet they'll be expecting to pay shipping since it's a custom order for a larger item. If you get an order for oversize work, shipping can be upwards of $150 with some of the carriers. So you'll need to investigate all of your shipping options in order to save the customer some money. Be an expert on shipping and do it in advance of a show so you'll have an idea on the spot. I usually use FedEx Ground for bigger items, but be careful since FedEx has a low insurance limit on fine art. They've always told me they won't insure and pay fine art claims for more than $500. They might sell you the insurance, but they won't honor the claim. That amount might have changed recently, so check into it.

    When I ship stuff, I fill out the form online and ready them for the carrier at home in the studio. I usually get the customer's email address with which I can fill into the appropriate space in the carrier's shipping form that will NOTIFY THE CUSTOMER when an item ships and when it gets delivered. I also have the carrier notify me via email when the item is delivered to the address.

    I might even call the customer on the telephone a few days after I've confirmed through the carrier that their item has been delivered, especially if it is a higher end item. Be careful. This could result in more work for you since you might have to overcome an objection. I've only had one in my career since 1996. 

    Like several others here do, I also normally get the full payment when the order is placed, then I'll make it my high priority when I arrive home from a tour to get them their goodies. 

    Camryn gave you the other BEST advice. Get the phone number and confirm a shipping date. Then get their signature on the order form. If you have duplicating forms tablet, give them a copy. I've gone back to the hotel and asked the desk clerk to photocopy a single page order form and then mailed the copy to the customer immediately. I also mail a thank you note to them separately mid-week or I might wait until next mid-week and do it with others from another show.

  • I take custom requests at the show -- laser engraving on their item, custom colors or materials, etc.  I tell them that "of course!  If you can pay for it today, I'll ship it out for free as soon as I can get it finished!"  I have them pay in full and definitely get an email address and physical address.  

    • I am glad you can ship for free.  However, I'd lose $$ on the sale overall if I shipped free.  My coasters weigh a few pounds so it can easily be $10/shipment for one set.

      • Free shipping often closes the sale. At most, I might be discounting a sale by 10%, and with my margins I can afford to do it. Also, after show sales are often done together, i.e. holsters one week, belts the next which is more efficient than one order at a time. 

  • I often get deposits for custom pieces during a show. My preference is to sell existing inventory but when I get a deposit it is every bit as good. I let the customeer know that it is extra because of shipping costs...but I appreciate every sale
  • Most people who shop our booth find something there to buy. There are not too many who place orders at shows. However, I have taken orders as well. I first try to meet their needs w/what we have in the booth. If that fails, then I'll take an order. If you get a cc number you can charge shipping but let them know up front that you will be charging that and try to give an estimate.
  • Yes, all of the time and I am prepared with printed 8 1/2x11 "special order form" with space for description and client info for shipping, plus sign off, date and approximate delivery date for my info. Full payment taken at show, I pay domestic shipping. Examples: belts that need buckle sets mounted, belts for old Indian conchos, gun leathers - gun belt and holsters that I don't have in stock, special sized horse tack, billfolds with different pocket arrays, journals in different colors, and collars with dog's name on it. This stuff comes in all year long as well from contacts made at shows.
    • Chiming in with Richard's comment:

      be sure you make it clear WHEN the item will ship and by which method.

      If you are continuing on to another show, it may be weeks before you can ship, and the customer needs to understand. Also, don't get caught if you ship UPS or FEDX with a PO Box for a customer. It must be a street address for those methods.

      Be sure you get a phone or other contact so if questions arise, or something is delayed, you can keep communicating.

  • Yes! I've done this many times with prints that are not in my booth. They pay in full, I eat the shipping cost and it's delivered to them in the mail about a week later...
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