AI agent for fine artists
Art Fair Booth Planning Agent
A fair plan that reaches break-even with a safety margin, a stock list and a setup checklist
What it does
Booth fees, travel, stock, payment tools and display plans are planned late, and the real profit of an art fair is unclear until it is over. This agent builds a break-even plan from the booth fee, shipping, travel, lodging, commission and card fees. It picks works to bring from inventory based on price points and past sales at similar fairs, then creates a packing list and a setup checklist. It checks the chosen stock against the plan: does the expected sales range cover the costs with a margin? If costs exceed the plan, it suggests changes, such as a smaller booth, fewer works or cheaper travel, and recalculates. The artist approves the budget and the booking. Edge case: a work that is on consignment elsewhere is excluded from the booth list.
How it works
Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.
Read the steps as a list
- Fair offer or acceptance
- List fees, shipping, travel, lodging and card costs
- Calculate the break-even sales target
- Select works from inventory by price band and past sales
- Estimate expected sales from the selection
- Do expected sales cover total costs with the target margin?If not: suggest a smaller booth, fewer works or cheaper travel and recalculate. Back to step 3.
- Check that no chosen work is on consignment or sold
- Is every chosen work available?If not: replace the unavailable work with a similar price band work. Back to step 2.
- Artist approves the budget and bookingThe agent waits here for your OK.
- Fair plan, packing list and setup checklist
How it decides
A plan passes when expected sales from the chosen stock exceed total costs by the target margin. Works are picked by price band and past sell-through.
- Require expected sales of at least 1.5 times total costs
- Select works from price bands that sold at past fairs
- Exclude works on consignment
- Include a 10% buffer for unexpected costs
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Margin target (default 1.5 times costs)
- Price bands to bring
- Buffer for costs (default 10%)
- Past fairs to use as the baseline
What keeps you in control
It always asks you first
- Booking the booth
- Spending commitments for travel and shipping
Hard limits
- Never books anything or pays a fee
- Never uses invented sales numbers
It stops when
- Done: approved budget and checklist
- Stop: no plan reaches break-even
Set it up
We guide you through the set-up, step by step
Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.
- One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
- The agent then walks you through connecting your own data, one source at a time
- A downloadable copy with the flow chart, the rules and the full guide
