So You're Thinking About Hosting a Con...
How to Put on a Beauty and the Beast Convention
Art Show
Email your artists an art control sheet. (Use this one if you like, or make your own.) Ensure your contributors mail their items to you well in advance of the con or make arrangements to bring their pieces with them for display. You are responsible for having display space (tables, simple easels, or other display media).
You might try to borrow art display media from local clubs that put on small conventions in your city if you anticipate a lot of hanging art. There are a few white wire racks that have traveled from con to con that have been used for art display. They are heavy and cost a lot to ship, but if you can drive them home from the con previous to yours, they will save you a lot and be very useful for a variety of displays at your convention.
Alternatively,
if you set aside some larger cardboard boxes, you could
flatten out each box, prop it on the table and attach the art to
it using clips, blue masking tape or other method that won't damage the
art. Or even simpler, display all the art flat on tables if you have
sufficient table space.Each item sent in should be identified by artist, media and whether they have a minimum price for sale. Some folks may want to set up a “quick sale” price AND a minimum bid price. It’s up to them. Here's a sample bid sheet.
Have enough inventory sheets made up (ask a previous con chair for a file with a template) for each item. The template inventory sheet includes space for bids.
Try to close the space where you hold the art display early so those in charge of the art auction have time to remove the items and place them near the stage. Also, try to request that winning bidders pay for and remove the remaining art before closing ceremonies. It cuts down on your last-minute running around if all you have left after closing is to pack and cart away your unsold merchandise, art and decorations.