Artist Set Up Instructions

Below are general setup guidelines to help the evening run smoothly for artists, venues, and guests.

(Artists setting up for the evening only)

Arrival & Set-Up

• Arrive between 3:30–4:15 PM (4pm at Bodys by Boyd)
• Be fully set up by 4:45 PM
• Event begins promptly at 5 PM

What to Bring Varies by location

• Tables/chairs are available at Fairfield & Elderberry (not at YSA gallery or Bodys by Boyd)
• Easels or display fixtures
• Tablecloths
• Packaging for sold items
• Cash/change and digital payment system
• Water/snacks for yourself
• Battery lighting (October)

Display Tips

• Keep your setup simple and inviting
• Bring a variety of price points
• Smaller items often sell well during Art Hop
• Make sure signage and pricing are easy to read

During the Event

• Stay at your booth/location for the full event
• Engage with guests — interaction matters!
• Invite people into conversation rather than waiting passively
• Promote yourself and tag @OakhurstArtHop

Tear Down

• Event ends at 8 PM
• Please tear down promptly and leave your area clean
• Respect the venue and nearby artists during breakdown

Installation Timing

• Installation dates/times will be scheduled individually with each venue
• Please arrive on time and be respectful of business operations
• Hanging must be completed before Art Hop day 

• All fees to be paid prior to hanging 

What to Bring

• Ready-to-hang artwork
• Hanging hardware/wire
• Labels or price tags
• Business cards
• Artist statement/bio (optional)

Presentation Expectations

• Artwork should be professionally presented and clean
• Use proper hanging wire (no sawtooth hangers when possible)
• Frames/canvas edges should be finished
• Keep displays cohesive and uncluttered

Night of the Event

• Artists should arrive by approximately 4:30 PM
• Be prepared to greet guests from 5–8 PM
• Engage with visitors and talk about your work

Sales vary by venue
• Oakhurst Spirits & Yosemite Wine Tails will make sales and take 25% commission
• Yosemite Gateway Art Center will make sales and take 30% commission

Tear Down

• Do not remove artwork the night of Art Hop unless instructed
• Pick-up dates/times will be coordinated separately

Help Promote the Event

The event is strongest when everyone helps market it.

Please:
• Share social posts
• Invite friends/family
• Tag the event and your venue
• Post behind-the-scenes setup photos
• Encourage guests to ride the trolley and explore all locations

Be Flexible & Positive

Art Hop is a community-driven event with many moving parts. Thank you for being patient, collaborative, and supportive of fellow artists and venues.

Most Important: Have Fun!

Guests are there to discover art, meet artists, sip wine, explore Oakhurst, and enjoy the atmosphere. Your energy helps create the experience.

The Oakhurst Art & Wine Hop is built on community, collaboration, and mutual respect. By being a thoughtful participant, you help create a welcoming atmosphere for visitors, fellow artists, venues, and volunteers.

Respect your space.
Please keep displays, signage, chairs, and merchandise within your assigned area and avoid blocking neighboring artists, doorways, or walkways.

Consider sightlines.
Tall displays, banners, and tents should not obstruct neighboring artists' work whenever possible.

Keep noise to a minimum.
If using music or demonstrations, please ensure the volume remains appropriate for a shared event environment.

Share the spotlight.
Every artist and venue contributes to the event. Encourage visitors to explore the entire Hop and discover all participating locations.

Respect Boundaries: Don't interfere with other vendors potential customers.  Allow each vendor to greet and talk with a potential customer in their own booth.  If you are chatting with a vendor at their booth and someone walks up, please leave to allow them to interact.

Greet, don't pressure.
A friendly hello goes a long way. Allow guests space to browse and engage at their own pace.

Stay present and approachable.
Visitors are more likely to stop when artists are engaged, attentive, and available to answer questions.

Be prepared.
Bring business cards, payment options, bags, price tags, and any supplies you may need for the evening.

Display prices clearly.
Visible pricing helps guests shop comfortably and reduces confusion.

Celebrate each other's work.
A positive art community benefits everyone. Compliment fellow artists and help create an encouraging atmosphere.

Avoid negative comparisons.
Every artist has their own style, pricing, and creative journey. Please refrain from criticizing other artists, venues, or artwork.

Refer visitors when appropriate.
If someone is looking for something you don't offer, point them toward another artist who might be a good fit.

Arrive on time and be ready.
Please complete setup before the event begins so guests can enjoy a polished experience from the start.

Leave no trace.
Pack out all materials, trash, boxes, and display supplies when the event concludes.

Follow venue guidelines.
Each location has unique needs regarding placement, parking, food, beverages, and access. Please be respectful of their space and operations.

The Art & Wine Hop exists to celebrate local art, support small businesses, and strengthen our mountain community. A friendly, professional, and collaborative attitude helps make the event successful for everyone involved.

Be kind. Be flexible. Have fun. And help make every stop on the Hop a great experience.

For additional questions regarding artist participation, setup, venue assignments, or event logistics, please contact: Gina@YosemiteSierraArtists.org

We’re excited to have you participate in Oakhurst Art & Wine Hop and appreciate your help making the event a success!