This page outlines the various stages involved in a project to help you plan how to realise the project in your timeframe. The length of a project from initial idea to exhibition varies greatly. In order to be able to give your audience and press advance notice you should be aiming to have the work and plan secured at least 1-2 months in advance of the exhibition date. The time it takes to develop, research and realise a project can take anywhere between a couple of months to a year, if not longer. When planning a project make sure you have enough time to research and develop the idea; apply for appropriate funding; secure partners and the work you want to show; meet publication and marketing deadlines; send out press releases and give advance notice for audiences.

This page contains a detailed timeline that runs through the key stages of an exhibition project and indicates the stages required to bring a project from an idea to its realisation. The length of time and order of the stages can vary greatly depending on the scale and complexity of your project.

Preparing the project

Initial research and development of exhibition idea

Explore and develop project through research. Look at work, discuss project with colleagues, project partners and artists, explore previous exhibitions or screenings.

Write initial proposal, timeline & budget outline

Develop materials to support the project answering: Why this work? Why now? And why here? Collect together all relevant information needed in order to approach other potential collaborators and project partners. Write up initial project timeline and budget. Include information in the outline on any supporting events (discussions or talks), publications, advertising and audience development strategies.

Initial selection of work

Begin to make initial selection of work for the exhibition. Have information on the work, artist and potentially some form of documentation on work to show to potential partners.

Contact venue

Contact the venue with which you want to collaborate. Use the proposal and accompanying materials to give them the information they will require to understand the conceptual and practical rationale behind the project. Meet with the venue in person to discuss the project and gage how it can fit into their current commitments.

Contact partners, funders and support organisations

With the project proposal and outline prepared and negotiation with the venue begun' contact potential partners and funders who may be able to support your project. You can of course contact these organisations before securing a venue but various organisation will require a venue to be able to engage with your project.

Realsing the Project

Source work

With a venue and support you need to finalise the work you will actually show and where it will come from. Find out what condition the work you want to show is in; if it's in poor condition look at other sources or even the possibility of getting new materials for your project. Make sure work is available during the dates of your exhibition. Make sure you can get permission to show the work and/or clear the rights to exhibit the work.

Finalise exhibition programme

Taking into account the support you have, what is possible to show at the venue and what work is available, make your final selection of work and confirm this with all partners.

Write programme copy

With the final selection of work made you can write the final programme/exhibition copy with details on all the work featured as well as the rationale for the entire project.

Request work and make transport arrangements

With the programme finalised contact the source of the work to make a formal booking for the period that you require it. Also confirm the financial and transport arrangements. Often distributors or artists will require advance payment before releasing the material for your exhibition.

Prepare marketing materials

Work with designers to prepare and publish any marketing materials. Ensure that all marketing material will be ready in advance of the event so you can distribute them effectively.

Press & publicity

Send out a press release to all relevant parties with information on the venue, dates, artists and work featured as well as the motivation behind the project. Indicate if any materials are available to the press for preview or if there is an advance preview of the exhibition the press can attend. Make sure you have press images and other materials available.

Check all film / video

Check artists’ materials as soon as they arrive so if there’s any problem it can be corrected straight away. Install the work in the space or prepare for screening programme. Run relevent technical tests with the venue and technical crew to ensure the projection will be correct and sound levels are right. Make sure you have left enough time for trouble shooting prior to the opening of the exhibition in case any issues arise.

Documentation

Make sure wherever possible to document exhibitions or events as they are often invaluable for future reference. Documentation is particularly important for artists presenting their work so they have materials for their portfolio. Talk to attendees and see how people react to the project.

Clear any outstanding issues

After the exhibition or screening be sure to pay any outstanding bills to leave the project in a clean financial state. Be sure not to let leftover issues slip or be forgotten.

Return the work

After a screening or exhibition be sure to return the work as promptly as you can. Do not hold onto materials without the permission of the artist or representative.