Keep every scrap of paper relating to the show inside the envelope. That includes photocopies of checks and applications, setup information, maps, correspondence, confirmations, badges and shipping paperwork. When you are ready to head off to the show, take the envelope with you, and you'll have everything you need in one easy-to-find place.

On the calendar, post every application deadline as well as the show dates. Your calendar will look very cluttered until everything shakes out. Erase deadlines only after actually mailing the applications out. Erase shows only after being officially rejected or when you have decided not to do them. After the flurry of sending out applications is over and you've gotten your acceptances, your calendar will start to look legible again, until the next cycle starts.

"One can get very fancy with spreadsheets and databases that make you think double-entry bookkeeping is a breeze by comparison," says Iverson, "but nothing beats a simple way to hold all the information and be able to visualize it at a glance."

The high-tech method
Landscape painter David Johnson (www.artbydj.com) uses Microsoft Excel to manage show deadlines. "I set up one Excel book that lists all the shows with separate pages for regions, and a 'Shows to Apply To' list," says Johnson. He includes columns for the show name, location, show dates, application due date, notification date, application requested, application received and acceptance status. With Excel, he is able to sort the information by any of the categories. For instance, he could sort by deadline date and quickly see which applications must be mailed immediately.

"When I apply for a show," says Johnson, "I set up a separate Excel book and include more information like address, contact person, slides sent, expenses, sales and general comments about the show. This helps me evaluate a show." If he does the show again, he enters each year's sales figures on the same page and has a quick overview of performance.

In addition, Johnson sets up paper files marked "request for applications," "apply now," "apply next," and "applications sent." The applications move from one file to another as they are processed.

RESOURCES

Microsoft Excel and Microsoft Access www.microsoft.com You can purchase these programs at your local computer store, online or through product catalogs. Other calendar and management programs are also available through these venues.

The higher-tech method
If you have a database program and like to use the computer, you can set up a simple show tracking system. Using a program like Microsoft Access, create fields for each category you want to track. You might include all of the categories mentioned above plus some additional things to personalize the system.

Setting up a database program will take a good deal of time. Plan it all out on paper first, including all information "fields" and the order they will appear on your screen. Ask yourself: "Why do I want to know this information, and will I have the time to input the data?" Speaking of inputting, don't forget that you will have to initially enter all the data into your database. Once it is entered, you will then need to keep it updated.

Once the data is entered, you can easily set up queries and print reports of show deadlines by month, by week, or by day. You can also track which slides were sent to which show. If you enter sales figures, you can create reports to calculate percentage increases or decreases from show to show. If you enter expenses, you might also compare expenses vs. income. I prefer using Excel for number-crunching, but you can customize your database to fit your style. It depends on how much data you want to collect and whether you are disciplined enough to follow through with the data collection. Then, using your computer's calendar program, enter all the deadlines and set "pop-up reminders."

My personal rule is: Don't collect data unless you are really planning to use it. An overly complicated system may become too time-consuming, and eventually you will stop using it. I also try not to use color-coding on paper files. I find that I can't keep up with the color scheme, or can't remember what the small blue dot means vs. the large orange dot, or why I needed to distinguish between the two in the first place.

Whatever system you use, make sure it fits your work personality. Do you hate sitting at the computer? Then use a no-tech method. Love the computer, but can't spend any money buying new programs? Devise a system using the software you already own. Whether you are a no-tech or high-tech person, with a little discipline, there is a simple way to manage paperwork and keep track of show deadlines.

Mary Strope is manager of crafts marketing for George Little Management (GLM). She is responsible for the development of the Handmade sections at the San Francisco International Gift Fair, Washington Gift Show, Boston Gift Show and the Dallas International Gift and Accessories Show. Prior to joining GLM in 1997, Strope was the executive director for the Michigan Guild of Artists and Artisans, a national organization that sponsors retail craft fairs, including the Ann Arbor Summer Art Fair. She is a graduate of Eastern Michigan University with a degree in arts management.

Copyright© 2001

APRIL 2001: TABLE OF CONTENTS