Putting on a successful quilt show takes careful planning, organization, and attention to detail. As the show organizer, you’ll need to tackle logistics like securing a venue, recruiting quilters, promoting the event, and arranging all the specifics of the quilt displays. Follow these tips to create an exciting, well-run quilt show that impresses quilters and spectators alike.
How far in advance do you need to start planning?
You’ll want to start planning your quilt show at least 6-12 months in advance. Securing a desirable venue and nailing down dates will be some of your first steps, and popular locations and times of year can book out far ahead of time. Once you have a firm date and location, you can begin recruiting quilters, organizing the quilt categories and awards, arranging insurance and contracts, promoting the show, and taking care of all the intricate behind-the-scenes details.
Where should you host the quilt show?
Consider these factors when choosing a quilt show venue:
- Size – Make sure the space is large enough to comfortably accommodate all the quilts, vendors, and activities you want to include. Measure floor space and ceiling height.
- Layout – Look for a venue with a layout conducive to viewing quilts, such as wide aisles and open floor plans.
- Lighting – Proper lighting is essential for adequately seeing the quilts on display. Natural lighting is ideal if available.
- Accessibility – Select a location that’s convenient and accessible for quilters and attendees.
- Parking – Ensure there is sufficient parking space on site or nearby.
- Amenities – Prioritize venues that offer amenities like tables, chairs, sound systems, kitchen access, etc. to minimize your rental needs.
- Affordability – Consider the venue rental rates and what you can realistically fit into your show budget.
- Atmosphere – Find a venue that creates the vibe you want for your quilt show.
Some popular quilt show venue options include convention centers, schools, churches, museums, community centers, fairs, and parks.
How do you recruit quilters and quilts?
Your call for entries is your main opportunity to recruit quilters to display their work. Here are some tips for getting the word out:
- Send entry call notices to local quilt guilds and shops.
- Promote it through quilting magazines, blogs, social media groups, and websites.
- Post flyers at fabric shops, shows, and other quilting hangouts.
- Reach out to quilters directly through your existing networks.
- Offer an incentive like discounted entry fees for early registration.
- Highlight unique opportunities and benefits of participating like awards, vendors, special exhibitions, etc.
- Follow up with interested quilters to answer questions and secure their commitment.
Aim to attract 100-300 quilts depending on your venue size. Set clear categories, showcase opportunities, and entry specifications like size limits, deadlines, fees, etc.
What staffing and volunteers do you need?
It takes a small army of dedicated people to run a quilt show. Consider recruiting help for:
- Set up & tear down – At least 10+ volunteers needed days before and after.
- Hanging quilts – Experienced quilters work best.
- Monitoring floor – Rotate volunteers to watch that quilts are safe.
- Admissions – Sell tickets and check in registered quilts. Need 4+ people.
- Greeters – Friendly faces to welcome and direct attendees.
- Cashiers – Manage boutique and raffle sales.
- Quilt take down – Same crew from set up works well.
- Judges – 3+ qualified quilting judges for categories and awards.
Provide training, written instructions, name tags, and schedules to help volunteers be prepared and professional.
How do you arrange quilts attractively?
Smart quilt display creates a visually impressive show that gives each entry its due spotlight. Use these tips:
- Group by category and size for cohesive sections.
- Use consistent distances between quilts – 30-36 inches is standard.
- Angle quilts slightly so viewers can see details along the edges.
- Mount quilts on fabric-covered boards secured to stands or hang from quality rods.
- Elevate some quilts on risers or alternate hanging heights.
- Make aisle width at least 6 feet to allow comfortable viewing.
- Add signs indicating categories and quilters’ names.
- Provide adequate lighting – at least 50 lumens per square foot.
Maintain an organized floor map noting quilt placements and traffic flow patterns. Allow for some flexibility for shifting quilts as needed.
What awards and prizes should you offer?
Awards recognize quilters’ excellence and attract competitive entries. Typical awards include:
| Award | Description |
|---|---|
| Best in Show | Top quilt across all categories |
| Viewers’ Choice | Quilt with most votes from attendees |
| Category awards | For example: Best Traditional, Modern, Applique, Miniature, etc. |
| Judge’s Choice | One or more special quilts personally selected by judges |
| Theme awards | Best quilts fitting a show theme like nature, patriotic, storytelling, etc. |
Offer gift certificates, ribbons, trophies, and cash prizes. Sponsorships can help offset award costs.
What vendors should you recruit?
A strong vendor lineup adds variety and sales opportunities. Target relevant businesses like:
- Quilt shops – Local and regional.
- Fabric companies – Both major brands and independents.
- Notions and pattern sellers.
- Sewing machine brands.
- Handcrafted textiles artists.
- Quilting guilds and nonprofits.
- Food trucks or carts.
Offer vendor booths at various sizes and rates. Send invites, post to vendor databases, and promote at other shows. Provide clear vendor policies and keep communication open.
What is quilt show insurance and why do you need it?
Quilt show insurance provides liability coverage and property protection in case of unfortunate incidents like:
- Injuries on premises.
- Damage to venue due to show activities.
- Quilts or property stolen or damaged.
- Visitor slips, falls, or accidents.
Most venues will require being named as additional insured on your policy. Make sure valuable property like quilts, merchandise, and assets are covered. Standard coverage starts around $1 million.
How can you promote and advertise the quilt show?
Spread excitement about your show by mixing print and digital promotions:
- Flyers – Post at local shops and hangouts.
- rack space ads.
- Newspaper event calendar listings.
- Radio PSAs and interviews.
- Social media posts and events.
- Email newsletters.
- Notifications to quilting guilds and groups.
- Website page and online ads.
- Signage along roads and at the venue.
Have promotional materials direct people to your website and social channels for details. Build momentum leading up to the show date.
What safety procedures should you implement?
Protect delicate quilts and safeguard attendees with precautions like:
- Security guards or police to patrol venue.
- Dedicated quilt monitors in exhibit halls.
- Gloves provided for handling quilts.
- Plexiglass or barriers around hanging quilts.
- Alarm and camera systems for overnight security.
- Aisles and pathways kept clear of obstructions.
- Fire alarms, exits, and protocols in place.
- First aid station and AED on site.
- Evacuation plans and emergency training for staff.
Do thorough walk-throughs in advance to address any risks, and announce rules prohibiting touching quilts, flash photography, food and drinks in show area, etc.
What should you provide for viewers and attendees?
Enhance the attendee experience with:
- Printed show guides or programs.
- Signs providing directional, category, and quilt details.
- Ballots for Viewers’ Choice awards.
- Lectures, demos, or video presentations.
- Comfortable seating and spacing.
- Food, beverages, and ample bathrooms.
- Souvenir merchandise.
- Quilting products for sale.
- Opportunities to meet quilters.
- Family-friendly activities.
Welcome groups like senior centers, schools, tourists, etc. Provide tour guides if possible.
How do you take down and return quilts?
Wrap up your show smoothly by:
- Recording/photographing final quilt placement details.
- Assigning volunteers to remove and roll pre-determined sections.
- Rolling quilts front side inward on acid-free tissue or batting.
- Marking quilts clearly with owner name for identification.
- Keeping rolled quilts categorized by owner for easy return.
- Logging and double checking all quilts against owner list.
- Carefully packing quilts into cars and trucks for return.
Provide quilt owners with pickup times and instructions. Have help available for hauling heavy and large quilts.
Should you conduct surveys and evaluations?
Surveys provide valuable input for improving future shows. Gather feedback via:
- Paper or online audience surveys.
- Vendor evaluations.
- Quilter satisfaction questionnaires.
- Staff and volunteer debriefs.
- Discussions with venue contacts.
- Social media comments and reactions.
Ask about things like venue experience, advertising effectiveness, show layout, attractions, amenities, staff, and general impressions. Review results to guide enhancements.
How do you determine if the quilt show was successful?
Key metrics to evaluate success include:
- Attendance – Did visitor numbers meet or exceed goals?
- Revenue – Did quilt entry fees, vendor rents, admissions, etc. cover costs?
- Engagement – What proportion actively viewed, voted, attended lectures etc.?
- Feedback – Were audiences and quilters satisfied per surveys?
- Exposure – To what extent did promotions spread awareness?
- Operations – Did staffing, venues, logistics come together smoothly?
- Learning – What improvements are identified for next time?
Benchmark against past shows and similar events. Break even financially, and grow engagement and community excitement.
Conclusion
Well executed quilt shows celebrate the craft, bring together enthusiasts, and elevate appreciation of quilting as an artform. With ample lead time, thorough organization, creative promotion, and attention to logistics, you can produce an impressive quilt event that inspires audiences and quilters alike. Pay heed to details surrounding venues, quilts, staffing, vendors, amenities, and safety. Stay flexible, document processes, and keep improving for future shows. Most importantly, deliver an experience where quilters feel valued and visitors are amazed at the incredible talent and creativity on display.