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Exhibition Planning

For Saffell class.

David Dean

on 27 September 2012

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Transcript of Exhibition Planning

Exhibition Planning
& Organization Phases & stages Conceptual Phase
Developmental Phase
Planning Stage
Production Stage
Functional Phase
Operational Stage
Terminating Stage
Assessment Phase Gathering Ideas
Decision Making
Product & Management Activities CONCEPTUAL PHASE
Decision Making Schedule of Exhibitions
Team Assignments
Clear Ideas about how to proceed End Results:
Conceptual Phase Estimating costs
Identifying funding sources
Timeline establishment
Planning Stage
Management-oriented Activities DEVELOPMENTAL PHASE
Planning Stage
End Results Exhibit Plan
Working Drawings
Educational Plan
Promotional Plan • Budgetary control
• Personnel Activities
• Bid letting
• Services & contracts
• Progress assessment & reports
• Quality checks
• Expenditures
• Approval of changes DEVELOPMENTAL PHASE
Production Stage
Management-oriented Activities Exhibition open to public -- primary objective achieved
Operating instructions disseminated
Functional programs (educational & public) offered, scheduled, & implemented
Promotional/Marketing plan implemented DEVELOPMENTAL PHASE
Production stage
End Results Settling accounts
Administration of personnel & services FUNCTIONAL PHASE
Operational Stage
Management-oriented Activities FUNCTIONAL PHASE
Terminating stage
End Results Exhibition terminated
Collections safely returned
Galleries cleared & repaired Evaluation Report
Improvements in product & process
Generation of new ideas ASSESSMENT PHASE
Evaluation Stage
End Results Definable -- has a beginning and end
One-time event -- unique
Multidisciplinary -- expertise required
Uncertain -- success or failure possible
Accountable -- overseen by authority
Results-oriented -- product-centered
Phased & Linear -- sequential structure Project Characteristics Product-oriented activities -- aimed at the primary outcome item
Management-oriented activities -- aimed at resource availability
Decision-making activities -- aimed at organizational stability and focus Project Activities Exhibit Team Model Project Manager
Others as needed Deciding which ideas to develop--
Mission statement
Exhibitions & Collections policies
Collections - strengths, weaknesses & content
Perceived audience desires and needs
Goals and objectives QUESTIONS? Common Mission
Common Goals
Share Accountability Team Characteristics Fabricator
Tech Consultant
Collection Manager
Development Specialist
Media Specialist
Marketing Specialist
Docents Additional Members 5 MANAGEMENT ELEMENTS T ime
F inances
Q uality
I nformation
O rganization Planning
Progress Checks
Adjustments 3 MANAGEMENT TOOLS Project Management
Technical skills
Promotional / Marketing skills CONCEPTUAL PHASE
Disciplines & Skills Needed Administrative Activities I. Scheduling
II. Tracking
III. Contracting
IV. Documentation
V. Publicity & PR SCHEDULING…
Items to Consider (TFQIO) Availability of personnel
Availability of time
Accessibility of financial resources
Prior commitments
Other museum activities and projects
National, state, religious and local holidays
Community events, sporting events, commercial sales, market days, etc.
Size of galleries relative to exhibition requirements Appendix 3 in textbook, pp. 155-156 Budget Information
Team Assignments
Timeline II. TRACKING…
The Checklist for exhibition development is a quick reference for status of: Exhibition Checklist pages 3 & 4 (Dean:pp. 157-8) Exhibition Timeline (Dino Gallery 2003-04) Traveling, or “packaged,” exhibitions usually have a contract or letter of agreement between the Lender (bailor) and the Borrower (bailee). III. CONTRACTING…
Traveling Exhibitions Signature blocks
Publicity or image stipulations and restrictions
Transportation requirements, costs, and arrangements
Provisos -- catalogs, brochures, installation instructions, lecturers or demonstrators availability, etc. Official title of the exhibition
Dates of the exhibition
Rental fee for the exhibition
Payment schedule for fees
Security requirements
Cancellation provision
Insurance requirements III. CONTRACTING…
Contract Elements
These should contain at least the following: The methods and standards for handling loans should be in the institutional policies and procedures of both the Lender and the Borrower. The loan
document should clearly define roles
and responsibilities of all parties. III. CONTRACTING…
Borrowed or Loaned Items Object File (comprises the object’s history) is specific to the objects, is kept in the collection or by the Registrar, and includes:
Condition reports
Conservation history
Exhibition history Object lists
Catalogs/publications Schedules
Contracts Exhibition File comprises the museum’s exhibit history, is often kept by the exhibits department, and may include: DOCUMENTATION…Types PUBLICITY
PUBLIC RELATIONS Identify the audience(s)
Select the target audience(s)
Identify the target audience(s) needs and expectations
Determine the methods to use
Set into motion the mechanisms selected
Evaluate the effectiveness of the promotion PR… Who and How
PR is sometimes contracted with an outside marketing/ad agency. It is most often done by staff due to cost. The purpose is to make the exhibition appealing, and visible to draw the largest audience possible. The museum must: Coordination with community activities and events
Relationship to seasonal celebrations
Open-house events and free days
Regular production of Press Releases (PRs)
Regular production of Public Service Announcements (PSAs)
Maintaining contacts with local reporters and media suppliers Considerations & Methods
Effort and resources can be saved if the museum considers: When: deadlines calendar What
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