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hiveworks · 2 years ago

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Convention Guide: Basic Tabling Gear

September 2023

Whether you’re an artist alley newbie or you’ve been doing the convention circuit for years, putting together your table essentials is a crucial part of selling your wares at events and ensuring your weekend goes smoothly. In this guide, we’re covering the basics of setting up your first ever table.

This list is a non comprehensive assessment of things a tabler might need and should be used as a simple starting point. The four main categories we will cover are:

The Display

Behind the Table

Money

Quality of Life Suggestions

—🐝—

1. The Display

a) Tablecloth

Starting from the base layer, we’ve got tablecloths– an easy way to add some color and personality to your table. Your tablecloth doesn’t even have to be an actual tablecloth! You can use a length of fabric cut from a bolt at your local craft store. Convention tables tend to be 6’ long, so when selecting your fabric, look for measurements longer than 72” (183cm).

Play with color and texture to find something that fits the theme of your work on display. Patterns can be fun, but might distract from your inventory or signage if the colors/design are too bold and busy. Tip: your cloth may get messy from food behind the scenes or dust/dirt if you do outdoor events. Get something that’s easy to wash in your machine!

b) Display supports

Most artists these days use cube organizers that break apart into flat panels and connector joints. They are easy to store when not in use, easy to transport in a suitcase or tote, and you can change the shape depending on your table set up and inventory. Tip: constructing your display to include shelves that face you behind the table helps organize your backstock during the show.

These cubes aren’t your only option. Some people use milk crates, picture frames, wooden boxes, custom built shelves, etc. Consider what works best for you, your aesthetic, and your storage/transportation needs. When in doubt, you can always lay your goods flat on the table.

c) Signage

Having clear signage on your items to denote price helps people feel more comfortable purchasing from your table. Your price markers don’t have to be fancy. Prices written neatly on pieces of paper and paperclipped to your books or taped up next to your stickers is a simple and effective strategy. Some people print out a price list or use a sign board. It’s totally up to you!

Include a sign with your name somewhere in your display, including your social media handle if it is different from your artist name. This will help fans of your work more easily recognize you. Tip: use a QR code prominently displayed on your table that links to your portfolio, linktree, etc.

d) Banner/backdrop

Look out behind you! Whether it’s a banner, a backdrop, or something else, the space behind your seat can be put to use. While it is relatively easy to print custom banners at most print shops, many tablers cite this as an unnecessary expense, especially for first time artist alley participants. If you’d like to hang a collage of your work behind you, look for photography backdrop tripods, which can collapse and fold up neatly. The behind-the-table space is shared with other artists, and it can get cramped. Be mindful of your needs when deciding how to do a backdrop. Some artists opt to exclude a backdrop and just use their cubes to arch over them.

Optional: Decorate your table! Flowers, string lights, plushies, etc. can all bring a special one of a kind experience to your set up.

2. Behind The Table

a) Inventory

Now that we’re behind the table, let’s talk about what’s going on back here. Starting with inventory. If you’re absolutely unsure how much to bring, a good starting number is about 10 of each item. If you sell out, congratulations! You’ll know what to bring more of next time, or you’ll know you should raise your prices. For storing inventory during transportation to the con and while at the show, you might consider simple boxes, an accordion folder, or a portfolio case, depending on what kind of items you’re bringing. Reminder: if you’re using display cubes, structuring them to give you shelves on your side of the table will help you keep things organized.

b) Suitcase/storage tote

Under your feet will be your suitcase/tote box, and perhaps a dolly, if you used one to wheel your boxes into the building. It is recommended that your suitcase/tote has a lock on it, as you’ll be leaving inventory overnight. Hopefully no matter what you use, it has wheels of some kind. All this gear gets heavy. If you are not using a wheeled device, make sure to check your pack’s weight as you assemble your supplies. You will have to carry it from the parking garage or bus stop through the convention center, and back out again at the end of the show.

c) Cover cloth

What else is in that box? Your cover cloth. This one is optional, but some artists like having a lightweight cloth to cover their table when the day is done. Something like a vinyl picnic tablecloth works perfectly. The cover cloth helps prevent anyone from accidentally knocking your things over or having things go missing.

d) Business cards

On your side of the table, you ought to have plenty of back up business cards. You’ll have some of these out on the table for passersby to pick up, but this item is the number one thing you’re going to hand out the most of. It’s always better to have too many rather than too few. For a single three day convention, you might need 200+ cards. Make sure your website/online shop is easy to find on your cards. Cute business cards go a long way to making your table memorable long after the con has ended.

Bonus supplies: Here’s a short list of things you might need throughout the weekend to touch up your display. Keep them in a bag and bring them with you every time you table!

Masking and clear tape

Spare paper for impromptu signage

Sharpies and pens

Zip ties

Scissors

3. Money

a) Card reader

The most commonly used card reader is Square, but there are alternatives. Research their fees and prices to determine what fits your needs. You’ll want to get a hold of a card reader and set up your account well in advance of your show. Card readers require wifi/data to work and will only work in your country of business, so take that into consideration when packing for your show. Most convention halls have wifi (sometimes at a cost), but if your show is outdoors you might be relying on data.

b) Cash/change

Cash is king! Make sure to bring enough cash/change for your show. About $25-50 in small bills is usually enough if you’re also accepting card. At the end of the day, consider tucking your big bills away in a secure location in your hotel room. If something were to happen to your bag, you’ll appreciate not having your entire weekend’s earnings in it!

c) Fanny pack

Keeping your cash attached to you at all times is smart. People often use fanny packs or cross body bags to manage their money.

4. Quality of Life

a) Backup battery

Since you may be using your phone to complete transactions, or maybe you’re drawing on your iPad with time to kill, you’ll want to bring a back up battery. Most tables don’t have access to electricity, so having a battery and charging cables is a good idea.

b) Hand sanitizer & masks

One hand sani pump out front and one behind the table. You’ll be handling money, shaking hands with strangers, and touching surfaces that thousands of people have been touching all day. As long as there have been conventions, there have been con plagues. You don’t want to get knocked out with a cold (or worse) so masking is great!

c) Table buddy

If you’re able to, bring a friend to help you table. Cons will often give tablers 2 passes (one for you and one for a friend). They can help you grab coffee or lunch, get change, package a big purchase, cover you for bathroom breaks, etc. Table buddies are truly the unsung heroes of artist alley.

d) No table buddy? No problem.

Check in with con staff and volunteers. Many comic cons will have a green room for artists to take a snack break and decompress, and con staff will help guide you there. Some conventions also enlist volunteers to help sit your table while you’re away. They’ll make sure your table stays in order, direct people to your business cards, and inform curious patrons when to expect you back.

e) Fun stuff!

There will be plenty of downtime. Con hours are long and often slow in the mornings. Bring something to keep you occupied, but not too engrossed, so you can easily pull away to greet customers and fans. Fidget toys, a puzzle book, knitting or crochet project are all great ideas.

f) Get Comfy, Eat Well, Stay Hydrated

Going from your quiet desk to the high octane energy of artist alley can be a shock to the system. Some items to help reduce the fatigue are: noise canceling headphones during downtime and breaks, sunglasses to combat the fluorescent lights and rest your eyes, slippers or comfy shoes for under the table, and layers of clothing. Convention halls can fluctuate temperatures wildly. With lots of AC during the summer, sweaty crowds, and the flow of traffic to your table, you’ll be working up a sweat fulfilling transactions one second then freezing after sitting still for a minute.

Most importantly, have a small cooler with snacks and drinks. You may not get a break, but it’s important to stay hydrated and energized.

—🐝—

The next time you're at a convention, take note of displays that inspire you. #ArtistAlley and #ConTable tags on Instagram or TikTok can connect you with creators sharing their setups. Your table design is an opportunity to be creative and express yourself, while also learning along the way what works for you. Most tables, however, are built up over several convention seasons of trial and error, so while it’s good to take note of others' displays as a source of inspiration, try to keep your first table relatively simple. The more you table, the more you’ll be able to identify your needs for you and your merchandise.

We’ll close out this blog post with one final suggestion. Big, multi-day conventions can be fun, but they can also be expensive. Your tabling supplies and inventory aside, if you’re doing a show away from home, you’ll contend with table fees (often $250-450 USD), hotel, transportation, meals, etc. And not every convention is a good fit for your wares! Small, local events and art festivals are a great, low stakes, relatively cheap (or free) way to start tabling. Check your area for zine fests, queer makers markets, and craft fairs.

Sound off if there’s anything we missed! Good luck on your tabling adventures.

#tabling #convention #comic con #artist alley #hiveworks #blog

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