Exhibition Timeline and Tasks
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Local shows could follow the shorter time frames; national shows somewhere in the middle with international shows needed the longest time frame.
6 months -‐ 2 Years in Advance
*Select Exhibition Director(s) *Research potential venues *Research potential connections with collaborators *Develop theme/title Research jurors/curators *Research funding options *Set up exhibition committees *Get commitments from exhibitions team If collaboration, define funding & task responsibilities *Create initial budget and proposal *Choose dates for exhibition *Develop timeline* Research shipping options if necessary *Research shipping documentation if necessary *Research import/export requirements if international show *Submit exhibition & budget proposal to WCA board/ Chapter Exec. Committee *Develop package for grants/sponsors/donors *Once approved, begin fundraising, find seed money for entrythingy tokens
5 months -‐ 1 Year in Advance
*Obtain contract with venue *Negotiate split on sales *Get gallery dimensions for juror *Secure insurance *Review contract, then send to President for signature *Begin securing funding *Proof of funding *Choose juror/curator *Send MOU to juror/curator *Signed MOU from juror/curator
3-‐ 9 Months in Advance
*Determine how many art pieces fit into gallery *Determine # of additional artworks to be included in catalog only *Determine # of artworks to be included for online only *Determine dimension/media restrictions *Provide contact info for questions by submitters *Write Call for Art *Set up Entrythingy or entry management system *Add tokens to Entrythingy to pay for entries *Develop P.R & Marketing plan
2-‐8 Months in Advance
*Research list of posting sites -‐ free & fee sites Identify mailing list (include prior submitter emails) *Check Entrythingy to see how submissions are developing *Re‐post call for art if necessary *Post Calls for Art on Entrythingy or entry management system *Begin web presence -‐ social media, web page *Post Calls for Art on art calendars *Post Calls on WCA outlets
1-‐6 Months in Advance
*Deadline for entries *Review entries for data issues *Set up Entrythingy for juror(s) *Notify juror, provide jurying instructions Juror(s) reviews entries (two weeks) J *Juror writes juror statement *Write acceptance and rejection letters *Send acceptance/contract and rejection letters *Receive contracts and verify all necessary information *Confirm participation & shipping with every artist in show * Follow up with missing artist information *Provide artist information to Catalog committee *Contract with printer if using *Design Catalog *Request essays from juror(s)/directors/president *Set up Lulu.com for catalog *Keep web presence up to date *Develop postcard & poster *Plan for artists' talks or other events during exhibition *Write press releases * Begin planning for reception *Contact potential speakers/dignitaries for reception *Request ISBN number
1-‐3 Months in Advance
*Layout of catalog/setup Lulu.com template *Order catalogs for sale at opening, in gallery *Input data/photos/articles into catalog *Begin sending out press releases to magazines *Arrange for artwork storage & insurance for storage/transporting *Receive artworks if shipping collectively *Have crates built if shipping collectively *Ship artworks if shipping collectively *Send press releases to periodicals
2 Weeks -‐ 1 Month in Advance
*Arrange for food/beverage for reception *Nametags for artist/dignitaries/jurors *Send out press releases to other media outlets *Gallery signage -‐ banners, vinyl lettering, artwork info cards *Arrange for gallery attendants/security if necessary
1 Week in Advance
*Send out press releases *Set gallery attendant schedule if necessary *Receive artworks *Store packing materials for duration of show *Create price list Install exhibition *Affix labels to walls *Affix vinyl lettering to walls *Create artist bio notebook for gallery *Pick up catalogs
Opening
*Greet artists/jurors/dignitaries *Create check-‐in sheet to collect guest emails for future shoes *Sell artwork Handle catalog sales *Oversee food/beverages *Setup Cleanup *Pay juror(s) when requirements are filled * Consider giving juror(s) complimentary copy of catalog
Upon Closing of Exhibition
*Send out press releases *Budget report to WCA Operations Director *Send checks to WCA Operations Director *De‐install exhibition *Return/ship artwork to artists *Collect email addresses from Entrythingy for future calls for art *Mail checks to artists whose works sold *Evaluate artist demographics from Entrythingy report
Final Exhibition Tasks
*Create summary report for WCA board *Continued catalog sales *Delete show from Entrythingy *Pay final bills *Final accounting -‐ show profit, loss
6 months -‐ 2 Years in Advance
*Select Exhibition Director(s) *Research potential venues *Research potential connections with collaborators *Develop theme/title Research jurors/curators *Research funding options *Set up exhibition committees *Get commitments from exhibitions team If collaboration, define funding & task responsibilities *Create initial budget and proposal *Choose dates for exhibition *Develop timeline* Research shipping options if necessary *Research shipping documentation if necessary *Research import/export requirements if international show *Submit exhibition & budget proposal to WCA board/ Chapter Exec. Committee *Develop package for grants/sponsors/donors *Once approved, begin fundraising, find seed money for entrythingy tokens
5 months -‐ 1 Year in Advance
*Obtain contract with venue *Negotiate split on sales *Get gallery dimensions for juror *Secure insurance *Review contract, then send to President for signature *Begin securing funding *Proof of funding *Choose juror/curator *Send MOU to juror/curator *Signed MOU from juror/curator
3-‐ 9 Months in Advance
*Determine how many art pieces fit into gallery *Determine # of additional artworks to be included in catalog only *Determine # of artworks to be included for online only *Determine dimension/media restrictions *Provide contact info for questions by submitters *Write Call for Art *Set up Entrythingy or entry management system *Add tokens to Entrythingy to pay for entries *Develop P.R & Marketing plan
2-‐8 Months in Advance
*Research list of posting sites -‐ free & fee sites Identify mailing list (include prior submitter emails) *Check Entrythingy to see how submissions are developing *Re‐post call for art if necessary *Post Calls for Art on Entrythingy or entry management system *Begin web presence -‐ social media, web page *Post Calls for Art on art calendars *Post Calls on WCA outlets
1-‐6 Months in Advance
*Deadline for entries *Review entries for data issues *Set up Entrythingy for juror(s) *Notify juror, provide jurying instructions Juror(s) reviews entries (two weeks) J *Juror writes juror statement *Write acceptance and rejection letters *Send acceptance/contract and rejection letters *Receive contracts and verify all necessary information *Confirm participation & shipping with every artist in show * Follow up with missing artist information *Provide artist information to Catalog committee *Contract with printer if using *Design Catalog *Request essays from juror(s)/directors/president *Set up Lulu.com for catalog *Keep web presence up to date *Develop postcard & poster *Plan for artists' talks or other events during exhibition *Write press releases * Begin planning for reception *Contact potential speakers/dignitaries for reception *Request ISBN number
1-‐3 Months in Advance
*Layout of catalog/setup Lulu.com template *Order catalogs for sale at opening, in gallery *Input data/photos/articles into catalog *Begin sending out press releases to magazines *Arrange for artwork storage & insurance for storage/transporting *Receive artworks if shipping collectively *Have crates built if shipping collectively *Ship artworks if shipping collectively *Send press releases to periodicals
2 Weeks -‐ 1 Month in Advance
*Arrange for food/beverage for reception *Nametags for artist/dignitaries/jurors *Send out press releases to other media outlets *Gallery signage -‐ banners, vinyl lettering, artwork info cards *Arrange for gallery attendants/security if necessary
1 Week in Advance
*Send out press releases *Set gallery attendant schedule if necessary *Receive artworks *Store packing materials for duration of show *Create price list Install exhibition *Affix labels to walls *Affix vinyl lettering to walls *Create artist bio notebook for gallery *Pick up catalogs
Opening
*Greet artists/jurors/dignitaries *Create check-‐in sheet to collect guest emails for future shoes *Sell artwork Handle catalog sales *Oversee food/beverages *Setup Cleanup *Pay juror(s) when requirements are filled * Consider giving juror(s) complimentary copy of catalog
Upon Closing of Exhibition
*Send out press releases *Budget report to WCA Operations Director *Send checks to WCA Operations Director *De‐install exhibition *Return/ship artwork to artists *Collect email addresses from Entrythingy for future calls for art *Mail checks to artists whose works sold *Evaluate artist demographics from Entrythingy report
Final Exhibition Tasks
*Create summary report for WCA board *Continued catalog sales *Delete show from Entrythingy *Pay final bills *Final accounting -‐ show profit, loss