There seemed like there was interest out there, people wanted to know what happened to all that work that hadn't been seen for a long time and that they were reading about in books.
Approaching Organisations
In order to present work you will need to communicate your plan with many organisations. The key organisations will be a place to show the work (a cinema, gallery, museum, etc.), the source of the work (distributor, collection, artist) and the partners who will make it possible to show the work (collaborators, cultural institutions and funders). A clear and succinct proposal is a crucial tool and will allow you to precisely communicate your plans and ambitions.
When you approach any organisation be aware that they will vary widely in how they work, their ability to support you and their other commitments. Be sure to do your research on each organisation you'd like to work with before you approach them. Establish a clear idea of how you might be work together and what type of support or collaboration may be possible. Be sure to find a relevant contact at the organisation to ensure you spend your time effectively. Finally bear in mind that many organisations have no obligation to work with other individuals or organisations so you need to develop their trust in you and your project.
When approaching any organisation be conscious of what their other commitments are and the time frame you are working to. Most of these organisations will work at least 2–4 months in advance and they will regularly allocate their space, funds and time up to a year in advance. The time you need to allow for your project will depend on its scale, complexity and cost as well as the commitment you require from these organisations.
Places to Show Work - Cinema, Gallery, Museum, Outside
Consultation with potential venues will vary depending on their involvement with the project and the type of space they are. Venues have a differing engagements with their exhibition programme's, especially in regard to their openness to collaboration. Various spaces are open to proposals to hire the space but this generally requires you to do the majority of your marketing for the project. Other venues work in a more collaborative manner and would take a greater role in developing and supporting the project.
When approaching venues be aware how far in advance they will schedule their exhibitions. Most cinemas operate on quick lead–in times to respond to new film releases, so they will be deciding on what to screen 2–3 months in advance. But if you are pitching a special project they may require more advance notice. Galleries and museums generally work with much longer lead in times of between 6–12 months and often allocate their budgets and exhibition space a year in advance. The lead–in times obviously vary depending the type of organisation you are approaching and what it is you'd like to do with them.
Sources of Work - Distributor, Collection, Archive, Artist Estate
Distributions and collections have an in-depth understanding of the range of work in their collections. When preparing a project consult with them about the work or area you are interested in. Most distributors offer advice to exhibitors on areas represented by their collection that you may wish to explore. When you approach distributors give them an indication of what it is you are interested in and then you should be able to begin a dialogue with them. Keep in mind the amount of work distributors have when asking for advice. Most also have information online so you can explore their collections and get an idea of what might be relevant.
Most film distributors require between 1–2 months notice to make a booking of a film or video. But there is no guarantee that a work will be available as on the date you would like it so the more notice you give the better. This is espeically the case if you like to have work for an extended period of time (for multiple screenings or extended exhibition period). Also if you have an unusual enquiry or context that you want to show the work in be sure to allow for time for the distributor to consult with the filmmaker or artist.
When approaching art collections be aware that they usually work to the longer time frames of museums and galleries so will need need more time to process your request. Allow between 4–6 months if not longer to secure material.
Partners - Cultural Organisations, Funders, Institutions, Embassies
There are various cultural organisations that can assist with your project and help you contact artists, collections, funders and potential audiences. Most organisations who can offer some degree of funding like to be involved in projects from an early stage. This is so the organisation can influence and help develop and guide the project. As there is limited funding available, most organisations need advance notice (of anywhere between 4 and 8 months) to be able to contribute financially to a project.
Approaching Individuals
As well as these organisations there are various individuals you may need to approach in order to realise your project. Key individuals you may approach will range from artists and filmmakers to freelance curators, writers, designers and PR agents. Bear in mind that individuals do not have the resources of organisations so don't take people's time or assistance for granted (especially when approaching freelancers).
Artists
Contacting artists directly can be one of the most rewarding aspects of showing work. Mostly artists' work will be represented by intermediary organisations such as galleries or distributors who will handle the logistics involved in exhibiting their work. If the artist is not represented or you have an unusual request that requires you to contact the artists directly be aware of your demands on their time and resources.
Independent Writers, Curators, PR Agents and Designers
Depending on your project talking with people involved in the area you are focusing on can be very useful for your research and development of the project. When developing a project be realistic about what your strengths are and what you or your organisation can achieve. Enlisting the expertise of freelancers can help you realise more ambitious projects to a higher standard. When approaching other contributors be clear about what your respective roles will be and what it is specifically you want them to contribute.
