Airtable: The Medium of Choice for Building Your Art Fair

Art for the Cash Poor is InLiquid’s annual summer event, and every year we have the same series of tools that we need to coordinate. This year, we have been really invested in updating our systems and how we work with our vendors, our review process, and coordinating with in-office and out-of-office employees, and we found Airtable.

Previously, we have needed to use several redundant systems for coordinating:

We have been able to simplify our forms and review systems by using the embedded forms to collect applications directly into Airtable, where all of our employees and event staff can instantly see who has applied and what sponsorships are confirmed. For us, this is a significant timesaver as we no longer have to work with a collection of email chains and anyone who answers the phone has access to the most current information.

Now here’s where we started finding out how we can use Airtable to do things better:

Customized Views for Review, & Planning:

Our event actually has four events for which we need to coordinate vendors. In response, we created review views for every event. We can see at a glance what vendors are available for our Press Preview, Kickoff, Saturday, and Sunday events, and all of these lists are updating on the fly, letting the team know exactly where we stand for each event.

Views simplify table & chair rentals:

Our table rental numbers and charges are instantly compiled into a single view list. What’s more impressive is that we can use the views and filters features to show us exactly how many tables, chairs, and electricity requests we have for each day, which will cut down a significant task right when we are hitting the event-week crunch. And that same list will be updated with booth assignments when we do our reviews, so our entire staff will already know what vendors need on which day.

Coordinating with out-of-office employees:

We have a few employees that work primarily out of the office. Using Airtable we are able to give those employees access to all of the information that used to be locked to our internal network. With the public displays, we can create custom views to share with media contacts and known collectors instantly, or with collaborators that don’t need editing access.

Public Forms = Less Redundant work:

Previously, the way our forms were set up required us to merge them into another database or file system to make use of collected information. Airtable’s public forms eliminated that step entirely.

While it is only one cog in the process of running an art fair, Airtable is proving to be a substantial tool for us.

Demetra Tassiou's work is inspired by the Greek culture and Art history and minimalistic and acute techniques used in Japanese art. Her artwork are  imaginative reconnections with nature, sea, and the colorful environments that I have yearned for after moving to large urban American cities from the Mediterranean landscapes.
Demetra Tassiou
Demetra Tassiou

Demetra Tassiou's work is inspired by the Greek culture and Art history and minimalistic and acute techniques used in Japanese…

Demetra Tassiou's work is inspired by the Greek culture and Art history and minimalistic and acute techniques used in Japanese art. Her artwork are imaginative reconnections with nature, sea, and the…

Demetra Tassiou's work is inspired by the Greek culture and Art history and minimalistic and acute techniques used in Japanese art. Her artwork are imaginative reconnections with nature, sea, and the colorful environments…

Gerry Tuten’s paintings are deep encounters with the natural world. She paints woods, water, and sky with a physical vigor that reflects her spirited engagement with the environment and her urgent pursuit of personal expression.
Gerry Tuten
Gerry Tuten

Gerry Tuten’s paintings are deep encounters with the natural world. She paints woods, water, and sky with a physical vigor…

Gerry Tuten’s paintings are deep encounters with the natural world. She paints woods, water, and sky with a physical vigor that reflects her spirited engagement with the environment and her urgent pursuit…

Gerry Tuten’s paintings are deep encounters with the natural world. She paints woods, water, and sky with a physical vigor that reflects her spirited engagement with the environment and her urgent pursuit of personal expression.…

Kitty Caparella
Kitty Caparella
Philadelphia native Khalif Rivers is a self-taught photographer interested in capturing the remnants of “Old Philadelphia” via the city’s unique industrial, commercial, and residential architecture.
Khalif Rivers
Khalif Rivers

Philadelphia native Khalif Rivers is a self-taught photographer interested in capturing the remnants of “Old Philadelphia”…

Philadelphia native Khalif Rivers is a self-taught photographer interested in capturing the remnants of “Old Philadelphia” via the city’s unique industrial, commercial, and residential architecture.…

Philadelphia native Khalif Rivers is a self-taught photographer interested in capturing the remnants of “Old Philadelphia” via the city’s unique industrial, commercial, and residential architecture.…

Mindy Flexer makes magical realist, figurative, oil paintings. She uses observation and invention to explore identity and family relationships, and the way personal history resides within the larger arc of time. Her current work is about our extraordinary historical moment, when climate crisis threatens all life on earth, and climate justice offers the possibility of global transformation to a just and equitable world. Her visual language of a seamless world of people, animals, and place, is the language of the interconnection of all life on earth. Flexer’s paintings speak about climate in a language personal enough for people to hear it. Her goal is to inspire people to action. She hopes to connect people to themselves and each other, so each person can find their place in the mass movement necessary to create a sustainable future. In this way, she sees her paintings aspart of the great web of healing she deeply believes can save our planet.
Mindy Flexer
Mindy Flexer

Mindy Flexer makes magical realist, figurative, oil paintings. She uses observation and invention to explore identity and…

Mindy Flexer makes magical realist, figurative, oil paintings. She uses observation and invention to explore identity and family relationships, and the way personal history resides within the larger arc…

Mindy Flexer makes magical realist, figurative, oil paintings. She uses observation and invention to explore identity and family relationships, and the way personal history resides within the larger arc of time. Her current…

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