Exhibition Management¶
User Guide¶
Plan, organize, and manage exhibitions from concept to closing, including object selection, storyline creation, and event scheduling.
Overview¶
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| EXHIBITION LIFECYCLE |
+-----------------------------------------------------------------+
| |
| CONCEPT --> PLANNING --> PREPARATION --> INSTALLATION --> OPEN |
| | | | | | |
| v v v v v |
| Ideas Budget Design Install Monitor |
| Theme Objects Labels Objects Visitors |
| Goals Timeline Mounts Lighting Events |
| | |
| v |
| CLOSING --> CLOSED --> ARCHIVED |
| | | |
| v v |
| Reports Deinstall |
| Returns Document |
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Key Features¶
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| WHAT YOU CAN DO |
+-----------------------------------------------------------------+
| - Create and manage exhibition records |
| - Track exhibition through lifecycle stages |
| - Select and place objects from your collection |
| - Create sections to organize gallery spaces |
| - Build storylines and narrative tours |
| - Schedule public and private events |
| - Track tasks with checklists |
| - Generate object lists for installation |
| - Manage venues and gallery spaces |
+-----------------------------------------------------------------+
How to Access¶
Main Menu
|
v
Manage
|
v
Exhibitions -----------------------------------------------+
| |
+--> Dashboard (overview of all exhibitions) |
| |
+--> Browse Exhibitions (list and filter) |
| |
+--> Create Exhibition (new exhibition) |
Exhibition Dashboard¶
The dashboard provides a quick overview of all exhibition activity:
+---------------------------+---------------------------+
| CURRENTLY OPEN | STATISTICS |
+---------------------------+---------------------------+
| - Exhibition A (30 days) | Total: 15 |
| - Exhibition B (45 days) | Open: 3 |
| | Upcoming: 4 |
+---------------------------+ Installing: 1 |
| UPCOMING | Objects displayed: 234 |
+---------------------------+---------------------------+
| - Exhibition C (Planning) | QUICK ACTIONS |
| - Exhibition D (Prep) +---------------------------+
| | + Create Exhibition |
| | > View All Exhibitions |
| | > Object Registry |
+---------------------------+---------------------------+
Creating an Exhibition¶
Step 1: Basic Information¶
Go to Exhibitions → Create Exhibition
+---------------------------------------------------------------+
| NEW EXHIBITION |
+---------------------------------------------------------------+
| |
| Title*: [__________________________] |
| |
| Subtitle: [__________________________] |
| |
| Type: [Temporary Exhibition v] |
| - Permanent |
| - Temporary |
| - Traveling |
| - Online/Virtual |
| - Pop-up |
| |
| Description: [__________________________] |
| [__________________________] |
| [__________________________] |
| |
| Theme: [__________________________] |
| |
+---------------------------------------------------------------+
Step 2: Dates and Venue¶
+---------------------------------------------------------------+
| SCHEDULE & LOCATION |
+---------------------------------------------------------------+
| |
| Planning Start: [2026-01-15] |
| Opening Date: [2026-06-01] |
| Closing Date: [2026-09-30] |
| |
| Venue: [Main Gallery v] |
| or |
| External Venue: [__________________________] |
| |
| Address: [__________________________] |
| City: [__________________________] |
| |
+---------------------------------------------------------------+
Step 3: Team and Budget¶
+---------------------------------------------------------------+
| ORGANIZATION |
+---------------------------------------------------------------+
| |
| Curator: [__________________________] |
| Organized by: [__________________________] |
| Project Code: [__________________________] |
| |
| Budget: [____________] [ZAR v] |
| |
| Notes: [__________________________] |
| [__________________________] |
| |
| [Cancel] [Save Exhibition] |
+---------------------------------------------------------------+
Exhibition Status Workflow¶
Exhibitions progress through defined stages:
+----------+ +----------+ +-------------+ +--------------+
| CONCEPT |--->| PLANNING |--->| PREPARATION |--->| INSTALLATION |
+----------+ +----------+ +-------------+ +--------------+
| | | |
v v v v
Define Finalize Design Install
theme object list layout objects
Preliminary Submit loans Write text Set lighting
budget Confirm team Commission Complete
mounts condition reports
|
v
+---------+ +---------+ +----------+
| OPEN |--->| CLOSING |--->| CLOSED |
+---------+ +---------+ +----------+
| | |
v v v
Monitor Final Deinstall
visitors reports Return loans
Events Photography Archive docs
Budget reconcile
|
v
+----------+
| ARCHIVED |
+----------+
Status Colors:
Concept = Gray
Planning = Blue
Preparation = Orange
Installation = Purple
Open = Green
Closing = Red-Orange
Closed = Brown
Archived = Gray-Blue
Canceled = Red
Changing Status¶
- Open the exhibition detail page
- Valid status transitions appear as buttons
- Click the desired transition
- Optionally add a reason for the change
Current Status: [PLANNING]
Available Transitions:
[Return to Concept] [Begin Preparation] [Cancel Exhibition]
Managing Exhibition Objects¶
Adding Objects¶
- Go to exhibition → Objects tab
- Click Add Object
- Search for objects by identifier or title
+---------------------------------------------------------------+
| ADD OBJECT TO EXHIBITION |
+---------------------------------------------------------------+
| |
| Search: [________________] [Search] |
| |
| Results: |
| +-----------------------------------------------------------+ |
| | [x] ART-2024-001 "Landscape at Sunset" [Add] | |
| | [ ] ART-2024-002 "Portrait of a Lady" [Add] | |
| | [ ] ART-2024-003 "Still Life with Fruit" [Add] | |
| +-----------------------------------------------------------+ |
| |
+---------------------------------------------------------------+
Object Placement Details¶
When adding or editing an object in the exhibition:
+---------------------------------------------------------------+
| OBJECT PLACEMENT |
+---------------------------------------------------------------+
| |
| Section: [Gallery A - Introduction v] |
| Display Position: [West Wall, Position 3 ] |
| Display Order: [3] |
| |
| -- Loan Information -- |
| Requires Loan: [x] |
| Lender: [National Museum ] |
| |
| -- Display Requirements -- |
| Display Case: [x] Required |
| Special Mount: [ ] Required |
| Special Lighting: [x] Required |
| Max Lux Level: [50] |
| |
| -- Insurance -- |
| Insurance Value: [250000] ZAR |
| |
| -- Labels -- |
| Label Text: [________________________] |
| Credits: [________________________] |
| |
+---------------------------------------------------------------+
Object Statuses¶
Track objects through the exhibition process:
+-------------------+-----------------------------------------------+
| STATUS | DESCRIPTION |
+-------------------+-----------------------------------------------+
| Proposed | Object suggested for exhibition |
| Confirmed | Selection approved |
| Loan Requested | Loan request sent to lender |
| Installed | Object physically installed |
| Removed | Object removed from display |
| Returned | Loaned object returned to lender |
+-------------------+-----------------------------------------------+
Exhibition Sections¶
Organize your exhibition space into logical sections.
Creating Sections¶
- Go to exhibition → Sections tab
- Click Add Section
+---------------------------------------------------------------+
| NEW SECTION |
+---------------------------------------------------------------+
| |
| Title*: [Introduction ] |
| Subtitle: [Welcome to the Exhibition ] |
| |
| Section Type: [Gallery v] |
| - Gallery |
| - Room |
| - Alcove |
| - Corridor |
| - Outdoor |
| - Virtual |
| |
| Gallery Name: [Gallery A ] |
| Floor Level: [Ground Floor ] |
| Square Meters: [45 ] |
| |
| Theme: [Setting the Scene ] |
| Color Scheme: [Neutral tones ] |
| |
| Narrative: [________________________] |
| [This section introduces...] |
| |
+---------------------------------------------------------------+
Section Order¶
Drag and drop sections to reorder them, or specify display order numbers.
Storylines and Narratives¶
Create guided tours or thematic paths through your exhibition.
Storyline Types¶
+-------------------+-----------------------------------------------+
| TYPE | DESCRIPTION |
+-------------------+-----------------------------------------------+
| General | Standard exhibition narrative |
| Guided Tour | For docent-led tours |
| Self-Guided | For visitor self-paced tours |
| Educational | For school groups |
| Accessible | For visitors with accessibility needs |
| Highlights | Quick tour of key objects |
| Thematic | Organized by theme |
| Chronological | Organized by date |
| Biographical | Organized around a person's life |
+-------------------+-----------------------------------------------+
Creating a Storyline¶
- Go to exhibition → Storylines tab
- Click Create Storyline
+---------------------------------------------------------------+
| NEW STORYLINE |
+---------------------------------------------------------------+
| |
| Title*: [Highlights Tour ] |
| |
| Type: [Highlights v] |
| |
| Target Audience: [General v] |
| - General |
| - Children |
| - Students |
| - Specialists |
| - All |
| |
| Duration: [30] minutes |
| |
| Primary: [x] This is the main storyline |
| |
| Introduction: [________________________] |
| |
+---------------------------------------------------------------+
Adding Stops to a Storyline¶
Link exhibition objects to create a tour path:
+---------------------------------------------------------------+
| STORYLINE: Highlights Tour (8 stops) |
+---------------------------------------------------------------+
| |
| Stop 1: "Landscape at Sunset" |
| +---------------------------------------------------------+ |
| | Object: ART-2024-001 | |
| | Location: Gallery A, West Wall | |
| | Narrative: This painting represents the artist's... | |
| | Duration: 3 minutes | |
| | [Edit] [Delete] | |
| +---------------------------------------------------------+ |
| |
| Stop 2: "Portrait of a Lady" |
| +---------------------------------------------------------+ |
| | Object: ART-2024-002 | |
| | Location: Gallery A, East Wall | |
| | Narrative: Notice the intricate detail in the... | |
| | Duration: 4 minutes | |
| | [Edit] [Delete] | |
| +---------------------------------------------------------+ |
| |
| [+ Add Stop] |
+---------------------------------------------------------------+
Events Management¶
Schedule events associated with your exhibition.
Event Types¶
+-------------------+-----------------------------------------------+
| TYPE | EXAMPLE |
+-------------------+-----------------------------------------------+
| Opening | Exhibition opening reception |
| Closing | Final day celebration |
| Tour | Curator-led tour |
| Lecture | Expert talk on exhibition theme |
| Workshop | Hands-on activity |
| Performance | Live music or theatrical performance |
| Family | Family-friendly activities |
| School | Educational program for schools |
| VIP | Private viewing for donors/members |
| Press | Media preview |
+-------------------+-----------------------------------------------+
Creating an Event¶
+---------------------------------------------------------------+
| NEW EVENT |
+---------------------------------------------------------------+
| |
| Title*: [Curator's Talk: Behind the Scenes] |
| |
| Type: [Lecture v] |
| |
| Date*: [2026-06-15] |
| Start Time: [14:00] |
| End Time: [15:30] |
| |
| Location: [Auditorium ] |
| |
| Max Attendees: [50] |
| Registration: [x] Required |
| |
| Free Event: [ ] |
| Ticket Price: [50] ZAR |
| |
| Presenter: [Dr. Jane Smith ] |
| |
| Description: [________________________] |
| |
+---------------------------------------------------------------+
Checklists¶
Track tasks throughout the exhibition lifecycle.
Checklist Types¶
Checklists are organized by exhibition phase:
+-------------------+-----------------------------------------------+
| PHASE | TYPICAL TASKS |
+-------------------+-----------------------------------------------+
| Planning | - Define theme and narrative |
| | - Identify target audience |
| | - Set preliminary budget |
| | - Initial object selection |
+-------------------+-----------------------------------------------+
| Preparation | - Finalize object list |
| | - Submit loan requests |
| | - Develop design brief |
| | - Write interpretive text |
+-------------------+-----------------------------------------------+
| Installation | - Install display furniture |
| | - Set lighting |
| | - Install objects |
| | - Complete condition reports |
| | - Install labels and graphics |
| | - Test AV equipment |
+-------------------+-----------------------------------------------+
| Opening | - Press release sent |
| | - VIP invitations |
| | - Staff briefing |
| | - Opening event arranged |
+-------------------+-----------------------------------------------+
| During | - Monitor visitor numbers |
| | - Environmental monitoring |
| | - Regular condition checks |
| | - Gather visitor feedback |
+-------------------+-----------------------------------------------+
| Closing | - Final visitor statistics |
| | - Post-exhibition photography |
| | - Final condition reports |
| | - Coordinate loan returns |
+-------------------+-----------------------------------------------+
| Deinstallation | - Remove objects |
| | - Return all loans |
| | - Archive documentation |
| | - Budget reconciliation |
| | - Team debrief |
+-------------------+-----------------------------------------------+
Using Checklists¶
+---------------------------------------------------------------+
| CHECKLIST: Installation (Progress: 75%) |
+---------------------------------------------------------------+
| |
| [x] Install display furniture John, Jan 15 |
| [x] Set lighting Mary, Jan 16 |
| [x] Install objects - Gallery A John, Jan 17 |
| [x] Install objects - Gallery B John, Jan 18 |
| [ ] Complete condition reports -- Assigned: Mary |
| [x] Install labels and graphics Sue, Jan 19 |
| [ ] Test AV equipment -- Assigned: Tom |
| [ ] Security walkthrough -- Not started |
| |
| Progress: [================= ] 75% |
| |
| [+ Add Task] |
+---------------------------------------------------------------+
Object List Report¶
Generate a comprehensive list of all objects for installation planning.
Generating the Report¶
- Go to exhibition → Object List tab
- Click Generate Report
- Choose format: Screen view, CSV, or Print
+---------------------------------------------------------------+
| OBJECT LIST: Summer Landscapes Exhibition |
+---------------------------------------------------------------+
| |
| SECTION: Introduction (Gallery A) |
| +----+-------------+------------------------+---------+------+ |
| | # | Identifier | Title | Status | Loan | |
| +----+-------------+------------------------+---------+------+ |
| | 1 | ART-2024-001| Landscape at Sunset | Install | No | |
| | 2 | ART-2024-002| Portrait of a Lady | Install | Yes | |
| | 3 | ART-2024-003| Still Life with Fruit | Install | No | |
| +----+-------------+------------------------+---------+------+ |
| |
| SECTION: Main Gallery (Gallery B) |
| +----+-------------+------------------------+---------+------+ |
| | 4 | ART-2024-004| Mountain Vista | Install | Yes | |
| | 5 | ART-2024-005| Ocean Waves | Install | No | |
| | 6 | ART-2024-006| Forest Path | Install | No | |
| +----+-------------+------------------------+---------+------+ |
| |
| Total Objects: 6 |
| Loans Required: 2 |
| Total Insurance Value: R 1,250,000 |
| |
| [Export CSV] [Print] |
+---------------------------------------------------------------+
Common Tasks¶
Finding an Exhibition¶
- Go to Exhibitions → Browse
- Use filters:
- Status (Open, Planning, etc.)
- Type (Temporary, Permanent, etc.)
- Year
- Search by title/theme
Extending an Exhibition¶
- Open the exhibition
- Edit the closing date
- Update status if needed (e.g., from Closing back to Open)
Canceling an Exhibition¶
- Open the exhibition
- Click Cancel Exhibition
- Provide a reason for cancellation
- Objects will be released
Tips and Best Practices¶
+--------------------------------+----------------------------------+
| DO | DON'T |
+--------------------------------+----------------------------------+
| Plan well in advance | Rush through planning phases |
| Keep object list updated | Forget to track loans |
| Document everything | Skip condition reports |
| Use checklists systematically | Rely on memory |
| Create multiple storylines | Neglect accessibility options |
| Track insurance values | Underestimate budget |
| Archive after closing | Delete exhibition data |
+--------------------------------+----------------------------------+
Need Help?¶
- Check the exhibition workflow diagram
- Review checklist templates for guidance
- Contact your system administrator for technical support
Part of the AtoM AHG Framework