If you sell art prints at a busy market, you need to find your stock quickly. I’ve learned from over 20 years of selling wildlife art that keeping customers waiting for even a few seconds can cost you sales.
I needed a system that would protect my prints, save space, and let me serve customers without fumbling around. Here’s how I organize my stock, package my prints, and keep the sales flowing.
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My Art Print Filing System: Simple, Cheap, and Fast
I sell most of my wildlife art as A3 prints, measuring 11.7 x 16.5 inches (297 x 420mm). I display samples on my stall, but when someone buys a picture, I give them a fresh copy from my stock.
I keep everything in a homemade filing box, which I made from corrugated plastic signboard. It’s the same lightweight material I use for my display panels.
I cut the plastic to size with a utility knife, taped the pieces together, and made an open-topped box that holds my prints upright on their short edges.
Nothing fancy, but it works.
How I Index My Prints Alphabetically
I organize my prints into separate batches, one for each image, and store each batch inside an A3 plastic sleeve.
I attach self-adhesive filing tabs, write the titles on them, and arrange everything alphabetically.
Here’s how to do it:
- Separate your prints into batches of the same image.
- Place each batch inside an A3 plastic sleeve.
- Attach a self-adhesive filing tab to the top.
- Write the print title clearly on the tab.
- Arrange the sleeves alphabetically inside your box.
That’s it. No complicated inventory software or expensive filing cabinets.
When someone asks for a particular print, I find the correct tab and lift out the batch in seconds.
It’s a simple system, and after using it for years, I know exactly where everything belongs.
Why I Use Plastic Sleeves Instead of Cardboard Dividers
Originally, I tried using cardboard dividers, but they caused problems. I had to pinch individual sheets to pull them out, and occasionally I’d buckle a corner or leave a fingerprint.
Not good when you’re trying to sell a pristine print.
I switched to plastic sleeves that open along both sides and fold at the bottom. The prints sit between the two halves, and when I pull the filing tab, the whole batch lifts out together.
The sleeve supports the prints while I handle them and reduces the risk of damage.
It’s a small detail, but it makes a big difference when you’re serving customers all day.
How I Protect My Prints and Save Storage Space
One mistake I made early on was allowing too much room inside my filing box.
When I transported my stock, the prints rubbed against each other. Over time, the friction removed ink from the images and transferred it onto the backs of neighboring sheets.
I ended up with grubby prints I couldn’t sell.
The solution was simple. Pack your prints snugly enough to prevent them from moving around.
You don’t want to crush them together, but you shouldn’t leave large gaps either. If your box has too much space, use pieces of foam board to fill it.
Protecting My Stock From Rain
I sell outdoors, and rain is an occupational hazard. Paper and water don’t mix, so I take precautions.
My filing box sits inside a waterproof dry bag, which rests on a luggage trolley above the ground.
In over 20 years of outdoor trading, I’ve managed to avoid losing my stock to rain. I’ve damaged plenty of display prints, mind you, but that’s another story.
I protect my display samples with backing boards and clear self-seal wrappers. I tape the openings for extra protection, although UV exposure and everyday handling eventually damage the plastic.
I always carry a few spare display prints and wrappers, just in case.
For longer-term storage, I use sturdy plastic containers and keep my artwork away from sunlight and damp.
I’ve written a separate guide explaining how to store drawings safely.
Why I Package My Art Prints at the Point of Sale
I don’t individually package my open edition prints before taking them to market. I keep them loose in my filing system and package them when someone buys them.
Why? Because many customers buy more than one print.
If someone buys three pictures, I can put all three inside one board-backed envelope. It saves packaging, time, and storage space.
Wrapping everything individually beforehand would create unnecessary work, and I have better things to do.
My Preferred Packaging: Board-Backed Envelopes
For years, I sold my prints in postal tubes. They protected the artwork, but storing hundreds of empty tubes was a nuisance.
Eventually, I switched to A3 board-backed envelopes.
They store flat, take up less space, and allow me to package several prints together. I buy them in bulk and include the cost in my selling price.
Customers get something sturdy enough to carry their artwork home, and I don’t have to charge extra for packaging.
When I Use Postal Tubes and Plastic Bags
I still carry a few postal tubes for tourists and customers who can’t transport a flat envelope safely.
I don’t offer them automatically because they’re bulky and cost more. If someone needs one to complete a sale, I’m happy to provide it.
Here’s a useful trick. Line the tube with a plastic bag before inserting the rolled print. It helps the paper slide inside without catching.
If rain threatens, I slip the board-backed envelope into a larger A3+ plastic wrapper.
My limited edition prints are different. I carry fewer of them, keep them in a separate container, and wrap each one individually in a clear bag.
They’re more expensive, so presentation matters.
My Standard Operating Procedure for Selling Prints
Having an organized filing system is only half the job. You also need a routine that makes each transaction quick and straightforward.
After thousands of sales, I follow the same basic procedure without thinking about it.
- Confirm the customer’s choice. I make sure I know which prints they want.
- Find the correct filing tabs. I locate each title alphabetically and lift out the appropriate sleeve.
- Select fresh copies. I remove the prints carefully and return the remaining stock to its place.
- Show the customer their prints. I hold them up so they can check the images and see the quality.
- Package the prints. I place them together in a board-backed envelope or use a postal tube if necessary.
- Complete the sale. I take payment, include my contact details, and hand over the purchase.
The important thing is to keep everything in order. Don’t leave your filing box in a mess because you’re busy. You’ll only create problems for the next sale.
What If a Customer Doesn’t Want to Carry Their Prints?
This happens regularly, especially with tourists.
People come into town for a walk or some sightseeing. They don’t necessarily want to carry a large envelope around for the next few hours.
I’m happy to keep their prints until they return, but there’s one condition.
I always take payment first.
Customers who promise to come back often disappear. They might have every intention of returning, but something distracts them.
Once they’ve paid, they have a reason to collect their purchase.
How I Keep Customers Interested While Making a Sale
This is where an efficient system really pays off.
Customers can lose interest surprisingly quickly. Their partners want to move on, the kids get restless, or something else catches their attention.
And if another potential buyer approaches while you’re searching for stock, you could lose a second sale.
Keep the Conversation Going
I don’t go silent while I retrieve someone’s order.
If someone buys an elephant print, I might mention something about the animal or the experience that inspired the drawing.
A short story keeps the customer engaged and gives them something interesting to remember.
But don’t overdo it. Your customer wants their print, not a 20-minute wildlife documentary.
Keep an Eye on Other Customers
Even when I’m serving someone, I watch what’s happening around my stall.
If another visitor shows interest, I’ll acknowledge them with a smile or a quick comment. That small gesture might encourage them to wait while I finish the transaction.
Ignore people completely, and they’ll probably move on.
The less time you spend searching for stock, the more attention you can give to your customers.
That’s why I keep my packaging simple, too. I don’t want to waste time cutting tape, wrapping paper, or hunting for bags.
The customer chooses their prints, I retrieve them, check them, and slip them into an envelope.
Job done.
You can read more about my approach to dealing with customers in how to sell art on the street.
How I Restock and Prepare for the Next Market Day
Good organization doesn’t end when the market closes. I do my restocking and preparation at home, where I can sort everything out without interruptions.
I check which prints need replacing, inspect my stock for damage, and make sure everything remains in alphabetical order.
I also check my packaging supplies. There’s nothing more annoying than having plenty of prints to sell but running out of envelopes.
Before the next market, I make sure I have:
- Enough stock of my popular print titles.
- My indexed filing box in the correct order.
- Spare board-backed envelopes.
- Waterproof wrappers for wet weather.
- A few postal tubes.
- Spare display prints and protective sleeves.
- My receipt book, pens, tape, and other essentials.
I use a similar miniature filing system for my fridge magnet inserts.
I keep the inserts indexed and store blank magnet cases separately. When someone buys a magnet from my display, I replace it with a fresh insert.
I make new magnets as I sell them, so I don’t need to carry a huge collection of finished stock.
The principle is the same. Keep everything in its place, carry only what you need, and make each transaction as simple as possible.
Keep Your Art Print Organization Simple: Final Thoughts
You don’t need an expensive storage system to organize your prints for an art market.
My homemade plastic filing box, alphabetical tabs, and board-backed envelopes have served me well for over 20 years.
The important thing is to find a routine that protects your stock, saves space, and lets you serve customers without unnecessary delays.
If you’d like to learn more about how I make a living selling wildlife art, take a look at my guide, Selling Art Made Simple.
I explain the complete process, including setting up a market stall, displaying your artwork, pricing prints, attracting customers, and turning casual interest into sales.
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Hi, I’m Kevin Hayler
I’ve been selling my wildlife art and traveling the world for over 20 years, and if that sounds too good to be true, I’ve done it all without social media, art school, or galleries!
I can show you how to do it. You’ll find a wealth of info on my site, about selling art, drawing tips, lifestyle, reviews, travel, my portfolio, and more. Enjoy