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What happens before, during and after an exhibition? Guide to exhibition project timelines...



While an exhibition of art and design objects may appear seamless, they require a lot of organising often months and sometimes even years ahead of them being open to view by the public.

For this reason artists, designers, curators, producers and public programmers are excellent project managers. To keep their projects pushing forward, they will often use a project timeline. Project timelines indicate what action should be completed and at what time.  

Every exhibition will have different requirements regarding its timeline depending on its scale and objectives. This is a rough guide for emerging artists, designers and curators who are interested in engaging with a platform like Kudos for an exhibition project. Our project management timeline resembles the following:

4 months - 2 years out
  1. Submit a proposal for an exhibition

2 - 4 months out
  1. Lock in artists and artworks .
  2. Choose a title for the exhibition.
  3. Consider what technical requirements are necessary for each artwork (audio-visual equipment, lights, wall hanging methods etc).
  4. Determine days of install, de-install, opening night and exhibition.  
  5. Familiarise yourself with the gallery space and go on a walkthrough.
  6. Determine what the gallery can provide in terms of audio-visual equipment, plinths, hanging systems and install assistance.

4 - 6 weeks out
  1. Write copy for the exhibition explaining it’s curatorial vision, who the artists are and what makes the exhibition special.
  2. Design promotional assets (Instagram tile, A3 poster, event banner) following relevant communications, style and visual guidelines.
  3. Finalise artworks and source any requirements that are necessary for it’s exhibition (e.g. audio-visual equipment, specific installation apparatus, plinths).
  4. Attain artist statements and titles for room sheet.
  5. Finalise install requirements and determine a floor plan of where everything is going to go in the gallery.  
  6. Lock in any public programming that will happen during your exhibition.

2 - 4 weeks out
  1. Announce exhibition on social media, put up posters and get the word out there!
  2. Finalise and print a room sheet with artist statements.
  3. Send invitations (friends, family, media, other organisations).
  4. Organise catering for opening night if relevant.

1 week (or less) out
  1. Install (usually the 2 - 7 days before the opening of an exhibition).
  2. Purchase alcohol or other beverages for opening night.
  3. Keep promoting! 

Exhibition period
  1. Opening night - celebrate yourself for exhibiting work or curating an exhibition!
  2. Manage public programming (if there is any).
  3. Take high-quality photos your exhibition to document it.

1 week after
  1. Deinstall, take down all of the artworks in the space and leave it as found.
  2. Make sure all artists take home their artworks.