Welcome to the exhibitor support guide for Outsider Art Fair New York 2021. This support guide is intended to provide you with details and instructions on how to use your Artlogic database to upload and manage content for the event.
The guide has been divided into three main sections; pre-event, during-event and post event. These sections provide a step-by-step walkthrough from the initial set up of your database, to uploading and sharing content with the Outsider Art Fair website, to during the event when you'll use your database to track sales and mark works as sold on the live site.
We advise that you have this support page open in another browser window side-by-side to your database as you move through this guide from top to bottom.
Key Dates & Deadlines
The below are the event dates:
- January 28 10:00am EST – January 29th 10:00am EST: Open to VIP's
- January 29 10:00am EST – Sunday, 7 Midnight EST: Open to the public
The below are key dates and deadlines for exhibitors to be aware of:
- January 4: Complete your Artlogic database set up form
- January 8: Receive your database login details and the support guide
- January 8 - January 20: Upload, share & preview your content
- January 20 06:00pm EST: Deadline for all content to be shared
- January 27 - February 7: Mark artworks as sold, keep track of inquiries
- February 7 - February 26: Use your Artlogic database
For support on how to use your Artlogic database pre, during and post event, please email email@example.com and a member of the Artlogic team will respond within 24 hours.
Watch our Support Webinar for an overview of your temporary database, and highlights on using the system for your participation in the fair.
Complete your Artlogic database set-up form
Prior to the event you will be required to complete the Artlogic database set-up form by January 4. Your form can be completed here. The information provided in the form will be shared with Artlogic in order to set up your database.
Logging into your database
You will receive your login details and a link to your new temporary database from Artlogic on January 8. Please note that your Artlogic database will be accessible online and you are not required to download any software.
These details will have been sent to the email address you provided in the initial set up form, and will look a little like the one below;
Copy the link to your database URL from the email over into your browser of choice, and you'll be met with your database log in page, like so;
Copy your username and password over from the email into the fields provided to access your account and get started! We recommend that you bookmark this address for easy access to your login page.
Enter your Gallery Details
The first section you'll need to complete is your Gallery details. This is the core information that will appear on your Exhibitor page on the OAF New York website. This will include:
- About: The text introducing your gallery. This should be a minimum of 100 words and a maximum of 200 words.
- Default Private views Header image: This is the large header image that will sit across the top of your Exhibitor page. This should be a horizontal 2000px x 1125px image in JPEG or PNG (not TIFF) format. This should be an internal shot of the gallery, or an exhibition at the gallery. This should not be a cropped or detailed image of an artwork.
- Representative image: This will appear at the top of your dedicated exhibitor page, alongside the gallery contact details. This is also used as your thumbnail image for the main 'Browse Exhibitors' directory page [see screenshot below]. This should be a square 2000px x 2000px image in JPEG or PNG (not TIFF) format. This should be an interior/exterior shot of the gallery. This should not be a logo, or a headshot of the gallery director.
- Contact details: Address, phone number and website URL. Please note that your contact email address should be added to the inquiry field. Find out more about the inquiry button here.
- Social media: Links to your social media accounts such as Instagram or Facebook.
1. To fill out these details go to Other > Admin > Preferences > Core preferences.
2. Go to the Gallery details tab and complete each field. Then click SAVE at the bottom. You only need to complete the fields in the Gallery details tab.
These will be displayed on the top of your Exhibitor page on the OAF New York 2021 website as follows [please note designs may very slightly from this image. Designs for the site are at the discretion of Outsider Art Fair] You'll be able to preview how this page looks on the website at the end of the Pre-Event process.
Below: example of the representative image as seen on the 'Browse Exhibitor' page.
The next step involves uploading your artworks to your database.
Limitation on numbers of works
Each gallery is asked to include a maximum of 24 artworks in their exhibitor page. Any additional artworks being shared to your exhibitor page will be automatically capped at 24. These artworks will not show on your Exhibitor Page.
To upload your artworks, head over to the Artworks section of the database by going to Artworks > Views > Main.
You can choose to upload artworks one at a time or use the Upload and Create Multiple tool for bulk uploads based on image files. Follow the steps and styles beneath to get started!
Upload one artwork
- At the bottom of the page, click New record > Create a new record;
Here you can create each new artwork record individually by selecting 'Create new record' (which will open up a blank artwork record for you to complete)
The tabs and fields that you need to complete within this blank artwork record are as follows;
- Orange = Mandatory field
- Green = Optional field
- Artist Name [Required field] Please use the following format “First Name Last Name".
- Artwork Title [Required field] Do not put the artwork title in quotation marks.
- Artwork Year [Optional field]
- Medium [Required field]
- Dimensions [Required field]. Enter your dimensions into the first, larger dimensions field in the format Height x Width x Depth in. When you click out of this field, the secondary divided dimensions fields below should populate automatically. Please note all dimensions must be in inches. If the work is unframed only, you only need to enter the unframed dimensions. You'll be able to adjust the image and dimensions for the 'view on a wall' feature in the 'Exhibitor Page' tab.
- Description/Commentary. [Optional field] In this section you can include text such as a description of the artwork or an artist biography. This should be a minimum of 50 words and a maximum of 300 words. This text will appear in the detail view of this artwork on the live website.
Provenance/Exhibitions & Literature
- Provenance. [Optional field]
- Exhibitions. [Optional field]
- Status and availability [Required field] There are three different settings for an artwork’s availability during this event. Select one of the relevant options from the drop down menu:
- On consignment - Available
- On consignment - Reserved
- Ex-inventory - Sold
At the start of the event, all artworks must be available for sale, so the status will be “On consignment- Available.” During the event, you will be able to modify the status of the work to mark works as reserved or sold. You can find out more about this here.
- Tax status [Required field] This should be listed as N/A.
- Retail Price (ex. tax) [Required field] USD only. Use the drop down to change this field to $. Only add the price not including tax.
- Upload the images for your artwork [Required field]. The images files can be JPEG or PNG (not TIFF).
- You can use the Upload button to add secondary images [Optional field] This might be installation or detail shots of the work. The main artwork image must be placed on the far left of the Images tab. You can drag and drop images into place here.
Secondary ImagesIf you have chosen to add more than one image to your artwork, it is important that you select the tick box sharing option below to 'Include all images when publishing Private views and creating reports'. If this is not selected, these secondary images will not pull through to your Exhibitor page on the OAF website. You will need to select this within each artwork record that has multiple images.
Unsure about what size your images should be? You can find out more about Image specifications here.
- OAF Filters [Required field] Select the most relevant Medium filter for the artwork from the list provided. These will relate directly to the 'Browse Artwork' page on the OAF site.
- View on a Wall [Recommended Field]
Select to 'Enable view on a wall' using the tick box.
If you'd like to use a different image here [such as a framed image of the artwork] then click beneath to 'Edit override fields' and fill in each section. Complete the override dimensions fields in line with the framed dimensions. Lastly upload the image of the artwork that you'd like to be displayed 'on the wall'. This should be tightly cropped around the work, or frame, so that no white space is shown when it is projected onto the virtual wall.
If you want to use view on a wall, but you don't have a framed image, simply tick to enable the setting. You won't need to complete the override fields.
Here is a rough guide of what your Artworks detail page will look like on the OAF website when a visitor clicks on an artwork. You'll be able to preview the actual page at the end of the Pre-event process.
Below is a preview of what your artwork might look like when a visitor to the OAF fair clicks on the View on a Wall button below an artwork.
Creating your Exhibitor Page
Once you have finished uploading all of your artworks, you're ready to move onto the next step! Creating your Exhibitor page.
To do this, go to the 'Artworks' section of your database. Use the flags to the right of each artwork to select all the artworks you want to share with the fair.
Next, click on the flag at the very top of the list view and select 'Find flagged'. This will pull your group of artworks together.
Ensure that you only have the number of records that you wish to use on the screen, by checking the 'Found' records at the top.
Please remember that for this art fair, the maximum amount of artworks you are allowed to add to your Exhibitor Page is 24.
Next, go to the action buttons at the bottom of the page and select 'Sell/Offer/Share' then 'Share to New York 2021'.
You'll be asked to give your artwork group a name. This is internal and will not display on the live website.
Click to 'Visit edit screen for the new OAF Online Viewing Room in a new window' to go directly to the edit screen.
Editing your Exhibitor Page.
Great! You are now in the edit screen. This is where you'll curate the details for your Exhibitor page on the OAF website.
Once you are in the edit screen you can easily rearrange your artworks by dragging and dropping them into the order you want, as well as being able to easily add and remove artworks. Make sure you click 'Save' after any changes.
To remove artworks from your selection, simply click the tick box beneath the artwork, then click the drop down arrow next to that. You'll then see the option to 'Remove selected items'.
To add artworks, click the 'Add items' button on the settings panel on the right hand side, then 'Add artworks'.
You'll then be able to search for any artworks that are not already added to your selection. Remember that there is an artwork cap at 24, so you'll have to remove artworks first if you've already reached this limit.
Edit Artworks and Details
If you'd like to preview or edit your Gallery Details, simply jump down to the Gallery Details tab to double check you're happy with all of the content there.
If you need to edit anything in your Gallery Details, simply scroll to the bottom of this tab, and click to 'Edit Gallery Details'.
This will open a pop up screen where you'll be able to edit your Gallery details.
The same is true for your artworks. If you'd like to edit any of the details for your artworks in the edit screen, simply click the tick box below the work in question, then select to 'Edit this item'.
A panel will slide out from the right hand-side, allowing you to amend details before saving.
The Settings Panel
After you are happy with the order and content of your artworks go to the 'Artwork display settings' drop down in the panel on the right hand side.
Next you'll want to make sure your prices have been selected to pull through to your Exhibitor page.
Enable the toggle to 'Show retail prices' and select them to be displayed as 'Excluding tax'. You'll see those prices appear beneath the artworks on the left hand side.
If prices do not appear, this is likely because you have not entered the retail price into the artwork record. Go back to the section above to see how to edit artworks in the edit screen.
It's important to note, that you are not able to preview the following information here in the edit screen, but that they will be visible to preview through the link at the end of these steps.
- Artwork details information (such as; description commentary)
- Secondary images
Move onto the final tab, 'Display settings'.
Add a video
Add your Vimeo or YouTube Video URL (not an embed code) here. This is optional and if added will be displayed below your gallery details on your Exhibitor Page. This could be a short introduction video to your Gallery or perhaps a guide to the Artist or Artworks in your exhibitor page.
Only when you have added a valid URL will this field will highlight green. Only Vimeo and YouTube URLs are accepted. The video files should first be uploaded to Vimeo or YouTube, then you have the option to include the embed code link.
Vimeo and YouTube have limitations on the length of the videos and the size of the file depending on if you use a free or paid account. Vimeo's free account allows 500MB and 10 files per day and YouTube's free account limits videos to 15 minutes. Vimeo paid accounts allow you to upload 5GB, 20GB or 25GB and YouTube is a maximum of 128GB or 12 hours of video.
The video cannot be previewed here in the edit screen, but you will be able to preview it once you've shared through to OAF's website.
If added, this video will be displayed below your gallery details on your Exhibitor Page, like the example below;
Change the Header Image
Additionally, if you'd like to adjust the header image that will sit across the top of your exhibitor page, you can do this here. Simply click 'Upload Image' to upload a new image from your computer.
Use the dashboard as a checklist to see exactly what you still have left to complete before the Content deadline.
Red X indicating - incomplete details
Green tick indicating - complete
Amber warning indicating - partially complete OR optional fields you've chosen not to complete.
Once all of the sections are complete and you're happy with your content, move onto the next step.
Share your Exhibitor Page with the Outsider Art Fair website.
This is the final step in the set up process. If you've shared your artworks through to the edit screen using the steps above, the tick box 'New York 2021' should already be selected. If it is not, enable this option under the 'Display Settings' tab to complete your sharing with the website. Make sure your save at the bottom to confirm this update.
When you have completed editing, click Save and confirm the update. This can take up to 30 minutes to fully sync to the Outsider Art Fair website.
Previewing your Exhibitor Page on the Outsider Art Fair Website
Once your exhibitor page has been shared with the OAF New York 2021 website, a specific preview link will appear at the top of the edit screen. It's important that you visit this link to see how all your information will look on the live website.
Click on the link to preview your page on the website. Only this Outsider Art Fair specific link will work for previewing, so ensure this is the one you are looking at, as opposed to a standard private views link.
If there is anything that you want to update after previewing this link (such as artwork details or layout) make sure you re-save your exhibitor page in the edit screen to update this information on OAF New York 2021 website.
You can check that you've shared these details through successfully with the website, by checking if the 'Outsider NY 2021' tag has appeared against your link on the dedicated Private views page in your database [Artworks > Private views > Shared to Event].
Congratulations! You have completed the set up process and successfully shared your details through to the OAF Art Fair website.
You can make changes to your artworks and exhibitor page right up until the content deadline on January 20th 06:00pm EST. After this you cannot add new content until the fair has begun. Make sure that you go and re-save your exhibitor page in the edit screen if you make any changes to your artworks or gallery details in your database, otherwise these will not be reflected on the live website.
During the event you will be able to use your database to make adjustments to your exhibitor page and mark works as ‘reserved’ or ‘sold’ so that this information is shown on the website. As well as this, you will begin receiving emails with inquiries from collectors so you can liaise directly with them about the sale of a work.
Edit your Exhibitor Page
If you wish to make any adjustments to your exhibitor page during the fair, go into your database and then head back to the edit screen by going to;
Artworks > Private Views > Shared to Event
Then click the pencil edit icon to the right of your Outsider NY 2021 link to open up the edit screen;
Use the Dashboard to edit various sections directly from the edit screen.
Make sure you click SAVE to push those updates through to the website, and always preview your changes via the link at the top of the edit screen.
Marking Artworks as Sold/Reserved
Follow the steps below to mark an artwork as sold/reserved on the OAF website;
- Go back to the Edit screen for your shared artworks by going to Artworks > Private views > Shared to Event. Click the pencil to open up the edit screen.
- Find the artwork you wish to mark as sold or reserved. Click the tick box below the work in question, then select to 'Edit this item'.
- Go to the financial tab of the work, and change the Status & Availability from 'On consignment - Available' to 'Ex inventory - Sold' OR 'On consignment - reserved'.
- Re-save your exhibitor page to update the new information on the OAF website.
- Preview your exhibitor page to check that you are happy with any changes.
[Please note, that changes to your exhibitor page can take up to 20 mins to update from your database. So, don't worry if things haven't updated immediately, just check back and re-fresh in a couple of minutes time].
Once the fair is open to the public, visitors will be able to get in touch with you directly about artworks on your exhibitor page through the inquiry buttons under each artwork. These inquiries will come through directly to your email inbox [this will be the email you entered in the Gallery details section of your database].
The Outsider Art Fair 2021 website will come down at the end of the event on February 7th, and a holding page will be put up in its place. This means that the links to your exhibitor page will no longer be active.
You will be able to use your temporary database, free of charge, until February 26 06:00 pm 2021.
Becoming a client
If you’ve enjoyed using your database and would like to upgrade your temporary account to a full database with us, we would love to speak with you. Our team are experts in helping clients migrate from existing systems and finding the right solutions to help galleries thrive online.
Speak to us today
Serena Moodie, Director of Sales, The Americas
US Office | Get in touch
Jean-Baptiste Roux, Head of Artlogic Database Sales
UK Office | Get in touch
Already have a database?
Are you already an Artlogic database client? We have made it even easier for you to take part. You'll have received an email from Artlogic on the 8th of January, confirming we have enabled the new event-specific settings in your existing database account. This will help you to send, edit and manage your content really efficiently, without needing to open a temporary database.
You will find new sharing options are now available to you in the Private Views 'Website Sharing' tab, within artwork records, and under 'Core preferences'. These have been specifically enabled so that you can share your artworks and gallery details through to the Outsider Art Fair website. This article has all of the details you'll need, and so we strongly advise you read this guide through in full to ensure you do not miss out on any of the new features.
Log into your database as normal to see the new settings. If you don't see these new settings live in your database, get in touch with our team at firstname.lastname@example.org.
Unsure about Status & Availability?
Status & Availability is a fundamental part of an artwork record, and it is particularly important for ensuring your works are correctly listed for visitors in your exhibitor page and across the OAF site.
What do they mean?
The only status and availability combinations for the purposes of this event will be;
- Stock - Available
- On consignment - Available
- Ex-Inventory - Sold
If you are unsure which applies to your artwork record, you can find out more about what each represents by clicking on any of the S&A dots in your artwork list view in the database, then selecting the 'i' icon.
This will reveal a useful list documenting this information, including what each of the coloured dots represents.
How does the Inquiry button work?
This button will allow your visitors to the fair to get in touch with you directly about one specific artwork, making it easier for you to tailor your response.
These can be any emails attributed to your organisation and are usually info@ or inquiries@ addresses.
These inquiries will come through directly to your email inbox [this will be the email you entered in the Gallery details section of your database].
When a visitor clicks the Inquire button below an artwork, they'll see a short form a little like the one above. Once they fill this out, and email will arrive in your inbox.
What is the Browse Artworks page?
On the live OAF website there will be a Browse artworks page. Your artworks will sit alongside other exhibitors work in a randomised order. Visitors to the fair will be able to search through these artworks using the filters. Your artworks will be automatically pulled through to this page once you have shared them through to the OAF website, you don't need to do anything additional for them to appear here. You'll only be able to see this Browse Artworks page once the site is live.
As a participant of this art fair you will be sharing your artworks through to your exhibitor page on the OAF website. In order to help visitors to explore your artworks, you will have the option to select filters in the Exhibitor page tab of each artwork record. This will allow this work to be easily searched and categorised on the site.
It’s important to note, that as well as these categories for mediums that you select for each artwork in your database, there will be additional filters that are automatically applied to your works by the website. This will allow visitors to the website to easily search for your artworks in lots of different ways, for example by size and price.
This is where you'll select the filters in the artwork record within your database; [if you're an existing Artlogic database client, these may be in the 'Website' tab instead];
Below is an example of what the filters will look like on the live website;
Why aren't all of my artworks images showing on my Exhibitor page?
Jump back up to the section on uploading artwork here, and scroll to the section on the 'Images' tab. Double check you've clicked to show secondary images in each artwork record.
Getting started with your database
All the guides below will further help you in getting to know your Artlogic Database.