Welcome to the exhibitor support guide for FIAC Online Viewing Rooms 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 FIAC 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:
- 2 March, 10am CET - 4 March, 10am CET: Open to VIP's
- 4 March, 10am CET – 7 March, Midnight CET: Open to the public
The below are key dates and deadlines for exhibitors to be aware of:
- 27 January, Noon CET: You will have received your database login details and support guide
- 27 January - 17 February: Upload, share & preview your content
- 17 February, Noon CET: Deadline for all content to be shared. We strongly recommend that you respect this deadline to enable invited curators to make their selection of artworks.
- 2 March - 7 March: Update your artworks, mark artworks as sold, keep track of enquiries
Email Support - For support on how to use your Artlogic database pre, during and post-event, please email: email@example.com and a member of the FIAC team will be in touch to assist you.
Please watch our support webinar for an introduction to your temporary database and how to upload and share your content to the FIAC Online Viewing Rooms website.
We usually upload more artworks and decide day by day what to exhibit - is this possible?
Yes, you can upload up to 100 artworks to your temporary database and then decide what you would like to exhibit. Please remember to upload and share your artworks by the 17th of February ready for the VIP preview days.
Will it be possible to add, change or remove artworks to the FIAC Online Viewing Rooms after the content deadline of the 17th of February?
Yes, you can add, remove and amend works during the event however please remember to upload and share your artworks by the 17th of February ready for the VIP preview days. Once the fair is live you can amend your artworks as needed.
Can I replace an artwork once it is sold during the fair?
Yes, you can replace and change as many artworks as you like during the fair, as long as they remain within your artwork limit.
We can’t supply privacy policies as these need to be unique to your gallery, however, the FIAC team may have some resources to help you. You can contact the FIAC team at firstname.lastname@example.org.
Can I present a frame with my artwork when using the View on a Wall feature?
Yes! If you'd like to use a different image, such as a framed image of the artwork then click the 'Edit override fields' and fill in each section. This allows you to put in new dimensions that take into account the size of the frame. Make sure that your image is in PNG with a transparent background to avoid a white border around the image. You can find out more about using the View on a Wall feature and the override fields here.
We are presenting sculptures, is it possible to use the View on a Wall feature to show them?
Unfortunately, View on a Wall only works for 2D artworks at the moment. We are developing an option for sculptures in the future, sign up to our newsletter for announcements! In the meantime, we would suggest adding secondary images or a short video of the work.
Do I need to include prices on all the artworks I share - is this optional?
You need to include prices for all artworks in your database but you can choose whether to share the prices on the FIAC OVR website in the ‘Event sharing price display’ section within the financial tab of an artwork record.
Should prices include tax?
No, all prices should be excluding tax.
How do I nominate VIPs for the fair?
The FIAC team at email@example.com can help you regarding all VIP nominations. This cannot be requested from your database.
What happens to my temporary database after the event?
You can use your temporary database until 2 pm CET on the 2nd of April. After this time we’ll deactivate your account and delete your data in accordance with our data policy. If you wish to upgrade your account to a full database, a member of our team would be happy to help - please contact firstname.lastname@example.org.
Follow the steps here in the Pre-event section to get started!
Logging into your database
You have received your login details and a link to your new temporary database from Artlogic on January 27. Please note that your Artlogic database will be accessible online and you are not required to download any software.
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.
Once you have logged in, you'll have arrived on the database Home page. Here you will notice the Events Dashboard. This is a really useful tool, that can help you to track your progress as you upload your content. It acts like a checklist, to show you exactly which fields you've completed, and which you still need to complete before the Content deadline on the 17 February, Noon CET. You'll be able to check back in on the dashboard in a number of places throughout your database; on the homepage, in the artworks section, and in the Exhibitor page edit screen.
Click the OVERVIEW, to see all the items you'll need to complete;
At the moment you won't have completed any of the details here, and so you'll see the items have a red X next to them. As you move through this guide, you'll see this begin to update as you fill in and upload your content.
= incomplete details
= partially complete OR optional fields you've chosen not to complete.
Click CANCEL for now, to get started entering your Gallery details. We'll come back to the Dashboard once we've filled in a few more details.
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 FIAC website.
To fill out these details go to Events > Gallery Details settings.
Are you an existing Artlogic Database client? You can add and edit your Gallery details by following a slightly different path. Go to Other > Admin > Preferences > Core preferences > Gallery Details.
Complete each field in the Gallery Details tab, then click SAVE at the bottom.
This will include:
- About: This is the text introducing your gallery. This should be a minimum of 100 words and a maximum of 200 words. This text should only be in English.
- 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 'Galleries' 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: Gallery Address, phone number, website URL, and email addresses. There are two fields for email addresses. 'Email Address' is for your main Gallery email address [i.e email@example.com]. 'Email address for enquiries' is the email that enquiries from the live website will be sent through to [i.e firstname.lastname@example.org]. If you only have one email address, add that one to both fields. Find out more about the enquiry button here.
- If your gallery is in multiple locations [Paris, New York, Hong Kong] then you can add address details for all your locations. Please also include the 'Main address' you entered above in the All gallery addresses field if using this section.
They will be listed on your exhibitor page like so;
- Sales Team: If you have multiple sales people handling enquiries then please enter their details into the fields provided. The email addresses will be used for enquiries from your exhibitor page.
They will be listed on your exhibitor page like so;
- Social media: Links to your social media accounts such as Instagram or Facebook.
What will these details look like?
These Gallery details will be displayed on the top of your Exhibitor page on the FIAC 2021 website as follows [please note designs may very slightly from this image. Designs for the site are at the discretion of FIAC] You'll be able to preview how this page looks on the website at the end of the Pre-Event process.
The next step involves uploading your artworks to your database.
To upload your artworks, head over to the Artworks section of the database by going to Artworks > View all
Limitation on numbers of works
Each gallery is asked to include a maximum of either 5 or 10 artworks in their exhibitor page. Which amount of artworks you'll be allowed to upload will depend on the payment option you selected during the initial sign up form you sent back to FIAC. Any additional artworks being shared to your exhibitor page will be automatically capped depending on your payment option choice of 5 or 10 artworks. These artworks will not show on your Exhibitor Page.
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 New Record > 'Create new record' (which will open up a blank artwork record for you to complete)
Existing Artlogic database client? In the bottom right hand-side of an artwork record, you'll notice a new toggle has appeared. Click the toggle on [so it's blue], then select to view 'FIAC OVR Sharing sections' to see a slimmed down version of the artwork record. This will help you to see exactly which fields need to be completed for this Fair. Only the fields visible in this FIAC specific view will be shared with the website. You can toggle this view on and off to edit your artworks.
The tabs and fields that you need to complete within this blank artwork record are as follows;
- Orange = Required 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 cm. When you click out of this field, the secondary divided dimensions fields below should populate automatically. Please note all dimensions must be in cm. If the work is unframed, 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.
Print or Edition [Optional field] If your artwork is a print or edition, click the toggle and then enter in the edition details [i.e Edition 2 of 5]
- Courtesy/Credit Line [Optional field]
- Copyright Line [Optional field]
- 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 should be in English only. This text will appear in the detail view of this artwork on the live website.
Example of the description commentary text on an artwork detail page;
- Status and availability [Required field] There are only 2 different settings for an artwork’s availability during this event. Select one of the relevant options from the drop down menu:
- On consignment - Available
- 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 sold. Unsure about which status and availability to assign to your artwork? Jump down to the FAQ section here to find out more.
- Tax status [Required field] This should be listed as N/A. [you will be able to apply the proper tax to the invoice at the time of the sale, and then mark the artwork as sold. Since the actual transaction will not happen through the FIAC site you do not need to worry about including sales tax].
- Retail Price (ex. tax) [Required field] Euro only. Use the drop down to change this field to €. Only add the price not including tax, this will be marked as excl tax on the website.
When artworks are marked as 'available' the price or price range will show on the front end of the site. If artworks are marked as ‘sold’ the following message will show: “The work is no longer available for sale, but please contact the gallery for information about similar works by this artist.”
There is a currency conversion to USD $ live on the FIAC website, that will automatically show your price, or price range in both € and $ on the live site e.g. "Up to € 5,000 / $6,000 +tax". You only need to enter your price in Euros in the database, the website will calculate the USD conversion for you.
Want to hide your price and show a price range?
If you'd like to hide the price of this artwork from visitors to the FIAC website, click the tick box for 'Override display price on the event website'.
You'll then have the option to click 'Do not display price on the event website'. Ticking this will ensure the price you've entered will not show. In its place, a price band will show. This is calculated automatically on the website, and is based on the price you enter into the retail price field in the database. It is important that you enter your prices into the retail price field, even if you wish to hide your prices.
- 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. Unsure about what size your images should be? You can find out more about Image specifications here.
- Add a video of your artwork? If you'd like to add a video about this specific artwork, you can enter the embed code for the video in the field 'Video embed code (e.g. from Vimeo). 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. This needs to be the embed code for the video, not the URL 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.
If you are adding a video artwork, or an artwork where you'd like the video to be the main event. You can click to 'Display video on website in place of detail image'. This will allow the video to be in place of the main image on your Exhibitor page, and your images will display below as secondary images.
Example of copying the embed code from a Vimeo video into your artwork record;
Existing Artlogic Database clients - If 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 FIAC website. You will need to select this within each artwork record that has multiple images.
- FIAC Online Viewing Room Filters [Required field] Select the most relevant Medium filter for the artwork from the list provided. These will relate directly to the 'Artworks' page on the FIAC site.
- View on a Wall [Recommended Field]
What is View on a Wall?
This feature allows you to virtually install your artwork in a physical space. Once activated, your clients are able to preview artworks in a virtual physical space and at the correct dimensions. This allows your clients to get a better sense of an artwork’s scale, so they can envision it in their own gallery or home.
Select to 'Enable view on a wall' using the tick box.
The important thing to remember with View on a Wall is that the image you use for this feature 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'd like to use a different image for View on a Wall [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'.
If your artwork has an elaborate frame, or the shape is difficult to crop around, we'd recommend you use a PNG image file with a transparent background to avoid any white space around the image.
Always make sure you preview your artwork using the View on a Wall feature to ensure you are happy with the result.
It is only possible to use View on Wall for two-dimensional works at this time.
Below is a preview of what your artwork might look like when a visitor to the FIAC fair clicks on the View on a Wall button below an artwork. Please note, that the design of the view on a wall backdrop is subject to change, and is at the discretion of FIAC.
Here is a rough guide of what your Artworks detail page will look like on the FIAC 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.
Creating your Exhibitor Page
Once you have finished uploading all of your artworks, you're ready to move onto the next step! Pulling all your content together to create your Exhibitor page.
To do this, go to the 'Artworks > View all' 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. [If this is all of your artworks, you don't need to use the flags]
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.
Next, go to the action buttons at the bottom of the page and hit the button to 'Share to FIAC OVR'.
Existing Artlogic database client? If you don't have the option to directly 'Share to FIAC OVR at the bottom of your page, first click 'Sell/Offer/Share' then 'Share to FIAC OVR'.
Click CREATE. This title is internal and will not display on the live website so you do not need to change this.
Click to 'Visit edit screen for the new FIAC 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 FIAC website. From here you'll be able to re-order your artworks, change/edit the header image, add additional text that will appear on the exhibitor page, add a video, as well as preview how your page will look on the website.
Please note that your FIAC Exhibitor page layout differs from the edit screen you see here. This edit screen does not reflect the design of the FIAC website. You'll be able to preview your live exhibitor page further through the process using your unique Preview Link.
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 either 5 or 10 artworks depending on your payment plan option, 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.
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 your 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 or the gallery logo.
Click 'Upload Image' to upload your Header image. Click save. You'll see this image appear at the top of screen in place of the black default header.
Add a video
Add a 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 FIAC's website.
If added, this video will be displayed below your gallery details on your Exhibitor Page, like the example below;
You should use the Dashboard again here to double check that you have all your content added correctly before you go to preview how your live page will look.
If there are sections that you have not yet completed, use the quick links in your Dashboard to jump back and complete those fields.
Always make sure you SAVE your edit screen as you make any changes, to ensure you are pushing them through to your exhibitor page. The save button will go Blue as a reminder to save your page.
Warning: Only 1 page can be shared to the FIAC Online Viewing Rooms site. This should contain all of the artworks you wish to share to your Exhibitor page.
When you have completed editing, click Save and confirm the update. This can take up to 30 minutes to fully sync to the FIAC Online Viewing Rooms website.
Previewing your Exhibitor Page on the FIAC Online Viewing Rooms Website
You'll see a specific preview link 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 FIAC specific link will work for previewing, so ensure this is the one you are looking at.
Existing Artlogic Database clients - 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 the FIAC Online Viewing Rooms website.
Congratulations! You have completed the set up process and successfully shared your details through to the FIAC Online Viewing Rooms website.
You can make changes to your artworks and exhibitor page right up until the content deadline on 17 February, Noon CET. After this you cannot add new content until the fair has begun. We strongly recommend that you respect the content deadline to enable invited curators to make their selection of artworks. 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 ‘sold’ so that this information is shown on the website. As well as this, you will begin receiving emails with enquiries from collectors so you can liaise directly with them about the sale of a work.
Direct link to my Exhibitor page
If you want to find and share the direct link to your exhibitor page with clients, collectors and friends, you can easily find this on the homepage of your database under Events Links.
Please note these links will not be accessible until the event opens at 10 am CET on 2nd March.
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;
Events >Current > FIAC Online Viewing Room > 2021 exhibitor page
Marking Artworks as Sold
Follow the steps below to mark an artwork as sold on the FIAC website;
- Go back to the Edit screen for your shared artworks by going to Events >Current > FIAC Online Viewing Room > FIAC 2021 exhibitor page.
- Find the artwork you wish to mark as sold. 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'.
- Save the artwork record.
- Re-save your exhibitor page to update the new information on the FIAC website.
- Preview your exhibitor page to check that you are happy with any changes.
When an artwork has been successfully marked as sold, the following message will appear within the detail page of that work;
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 enquiry buttons under each artwork. This button will allow them to get in touch with you directly about one specific artwork, making it easier for you to tailor your response. These enquiries 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 is looking at an artwork on your exhibitor page, they'll have the option to 'contact the gallery'. They'll then be given a few options below to help them, and you, get to the heart of what they'd like to know more about.
Once they choose one the options, they'll be able to fill in their details, and then send the message directly to your inbox.
Once the enquiry has come through to your inbox, you'll be able to manage this conversation in a standard way through your email of choice.
The FIAC Online Viewing Rooms 2021 website will come down at the end of the event on March 7, 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 April 2, 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 27 January, Noon CET, 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 edit screen, 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 FIAC Online Viewing Rooms 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.
Keep an eye out for any orange information boxes, like this one, throughout this guide. These have been added specifically to explain about details that might vary for you in your existing database.
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 email@example.com.
Artlogic Client Support Webinar
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 FIAC site.
What do they mean?
The only status and availability combinations for the purposes of this event will be;
- 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.
What is the 'Artworks' page?
On the live FIAC website there will be an '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 FIAC website, you don't need to do anything additional for them to appear here. You'll only be able to see this Artworks page once the site is live.
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 range.
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.