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The Phillips Museum of ArtExhibition Proposal & Planning GuidelinesWe look forward to working with you on your exhibition proposal. ?Below are guidelines that will assist in the process of developing an exhibition.Developing an exhibition for installation in The Phillips Museum of Art is a three-step process:1. Developing a proposal that outlines the theme, scope, installation plan and budgetary needs for your ?proposed exhibition. ?2. Review of your proposal by the advisory exhibitions committee.3. ?Developing a comprehensive exhibition plan with museum staff that outlines deliverables and deadlines.In general, only the curriculum gallery is available for exhibitions of student art or course-related research. ?Demand is high and space is limited, so please submit your proposals at least one year in advance, and in some instances for exhibitions involving loans from external institutions, plan on two years in advance, depending on the lender.Step 1. ??Your preliminary exhibition proposal must include the following information:EXHIBITION FRAMEWORK / CONCEPT ?Exhibition title, themes, description of the department/s associated with the exhibition, name of class, and how the exhibition relates to coursework, and any online components.?ACTUAL WORKS AND INSTALLATION NEEDS This may be provisional, but try to estimate number, media, size, whether or not the objects are framed and an idea of installation needs (i.e. extra walls, cases, stands, pedestals, screens, etc.) WORKS ON LOAN FROM OTHER INSTITUTIONSProvide information in the proposal regarding potential lenders, shipping costs and other special considerations related to the loan of works. If you intend to borrow works from other institutions or private individuals, plan two years in advance as many museums require long lead times.?PROGRAMMING & EDUCATION ?Describe the talks, tours, and invited speakers related to the exhibition. Describe how they correlate with the curriculum.How will the exhibition be used in teaching or related to coursework? ?Which other faculty members and community partners would be interested in the exhibition???SCHEDULEWhen will works and objects be available?How much time will be needed for installation?What is the planned duration of the exhibition? When would the opening reception and other programming be held?BUDGETPlease estimate your budget requirements and potential sources of funds, pending approval of a finalized budget for the comprehensive exhibition planning phase. A budget worksheet has been attached for your convenience.?FUNDING: ?What sources of external funding have you identified? (Academic innovation, department, provost’s office, grants, etc.)After this preliminary proposal has been reviewed, the museum staff may contact you for further information or clarification. ?After the exhibition has been reviewed by CEAC and approved by the museum, comprehensive exhibition planning can proceed, including a schedule for installation, text production, and publicity. ?Step 2.The Exhibition Plan:Once the proposal is approved, museum staff will collaborate closely with guest curators to develop a comprehensive exhibition plan including a budget, the ?list of deliverables, schedules and installation plans. ??Failure to provide key deliveries within the agreed upon schedule ?may result in cancellation of the exhibition by the museum. ?The museum willwork with the curator throughout the process but the museum reserves the final right to approve and edit all deliverables.DETAILED EXHIBITION CHECKLISTInclude title, artist, media, and a description of the objectsFraming or other installation descriptions and dimensionsName of owner and credit lineDETAILED DESCRIPTION OF DISPLAY NEEDSAll objects must be exhibition ready (matted, framed, in stable physical condition)Provide a detailed description of the number and types of pedestals, cases, special wall mounting needs, special security mounts requiredDigital media required such as video monitors, computer or iPad installation, etc.This information should be provided 6 months in advance of the opening dateINSTALLATION PLAN ?To be submitted and approved at least 12 weeks prior to openingComplex installation may require more lead timeProvide information regarding the layout of objects, location of moveable walls, ?vinyl title, wall texts, wall color etc. (rough drawings are fine)Installation schedule, to be approved by museum staffPainting scheduleDelivery and unpackingCondition reporting of objects on loan by museum staffLaying out objects in galleries, installation and lighting exhibitionDe-installation, condition reporting, packing and pickup datesNote: Agreed schedules are rigid. ?Any deviation must be approved by museum staffMuseum installations are to be completed at least 24 hours before the formal opening or preview time to allow a final walk-through by the staff. ?WALL TEXT AND LABELS ?All labels must conform to the museum’s Exhibition Label Guidelines (attached)Must be submitted at least 6 weeks before start of the exhibitionThe museum will review all label text and reserves the last right to edit labelsMuseum staff will consult guest curators during the editing processMuseum will print basic object labels & text panels up to 11 x 14” on plain paperSpecialty labels and text panels will be printed at a professional copy/print shop and added to the exhibition budgetLOAN DOCUMENTS The museum’s Collection Manager will negotiate external loans and will oversee the necessary paperworkAll loans from external collectors and institutions must be approved by the DirectorSHIPPINGCrating and appraisal datesParties responsible for appraisal fees, crating fees, shipping fees and insurance both from and to lenderReturn dates for pickup and deliveryThe Exhibitions Coordinator/Designer will oversee all shipping logisticsMARKETING AND COMMUNICATIONSCurators will be required to submit text for a press release 12 weeks in advance of exhibition opening to allow for review and editing by the Office of College CommunicationsCurators will be required to submit text and images for posters and postcards, as well as the final programming ?schedule 12 weeks in advance of exhibition opening The museum and Office of College Communications must be alerted about all media visitsCopyrights permissions must be secured for all images, music, film and other media to be used for print, web or gallery use. The Collections Manager will assist in ensuring the necessary copyright has been secured. There may be copyright fees.PROGRAMSDescription, dates and times of programsWhat courses the programs will relate toAnticipated number of attendeesLayout for event: theater style, panel setups, powerpoint presentation, etc...Number of gallery attendants required during the eventFor guest speakers include the following:Biographical information for publicityRequirements for honorarium, reimbursement for traveling, lodging and foodDates guest will be on campusTechnology needs of speaker, including presentation softwareBudget and sources of funding for reception-including linens, bartender fees, and delivery charges List of VIP inviteesBUDGETThe guest curator must provide a detailed budget including sources of funding to be approved by the museum’s DirectorA budget worksheet is attachedMuseum staff can assist in compiling budget estimates based on past experienceDE-INSTALLATIONIt is the guest curator’s responsibility to work with museum staff and to see the exhibition through to completion, which includes:De-installation and return of loaned worksPicking up any objects or loaned materials provided by guest curator in prompt mannerEnsuring gallery is returned to its pre-exhibition stateLabel Guidelines:The Phillips Museum of Art considers appropriate labeling of collections on exhibit an essential component of its mission to share information and to educate the visiting public. ?Labels shall balance conflicting objectives of providing ample information without intruding unnecessarily into the visitor’s experience with the works on display. Text shall be written for ready comprehension by an interested and educated reader with the assumption the reader does not have a specialist background or knowledge. The museum reserves the right to edit all exhibition texts and will consult with the curator during the editing process.The museum generally uses a conventional serif typeface such as Times New Roman: 14-16 point font for tombstone and extended object labels. 18-20 point font for text panels depending on text and layout. A legible sans serif may be used when the exhibition style requires it. There are several types of labels in an exhibition:Vinyl exhibit and thematic titlesWall texts (used to introduce the main exhibit idea, and subthemes)Object labelsExtended object labelsWall texts:Introduces the main exhibition ideaDefines exhibition sub-themes and introduce exhibition sections300 words or lessMay include images, maps or other graphics if copyright allowsObject labels:Should accompany each objectProvides basic information such as what, who, where, when:Object title or nameArtist or maker, and (artist’s or maker’s birth and death date) NationalityPlace of origin, year or date range of originMaterialsCredit lineAccession number (if part of the permanent collection)Notes to label format:The age of living artists shall be identified by “b.” followed by the year of birth. Unknown dates and/or nationality shall be recorded as “dates unknown” or “nationality unknown”).An approximate date of origin may be expressed as “c.” followed by a single year, if not expressed as a date range. ?Credit line shall identify the source of the object as “Loaned by”, “Bequest of”, “Gift of”, or “Purchase”, the last including additional identification of funding sources if necessary. ?Extended object labels:For certain objects, the curator may want to provide extended explanatory text with certain objects.We do not suggest providing extended labels for each object, as visitors are likely to experience fatigue.Explanatory text should range from 50 to no more than 100 wordsTemporary and other special exhibits introduce circumstances that may alter these guidelines. If a group of objects share the same artist, credit line, or other information, there is no need to repeat that information on numerous labels. However, that information should be made available to the visitor in an obvious place and format within the exhibit area. ?Similarly, an intention of a temporary exhibit may be to present objects without any labeling. If so, such an intention should be disclosed to the visitor in an obvious place and format in order to enhance the visitor’s experience. Exhibition Budget WorksheetThe museum staff is able to assist in the development of the budget. Installation $______Paint $______Paint contractor. Estimate for Rothman Gallery (museum will obtain)$______Matting and framing works$______Stands for 3-D objects. The museum has some pedestals, cases, and object stands$______Programming$______Opening Reception $______Invited Speaker honorarium$______Invited Speaker mileage or travel reimbursement$______Invited Speaker food and lodgingPrinting Costs$0 Museum printed small wall text less than 11 x 14 “ and objects labels printed on office grade white paper mounted on white mat board. $______Large text panels, graphic labels, laminated panels and higher quality labels need to be printed at a sign/print shop$______Posters$______PostcardsLoans ?from Private Collector or other Institution$______Loan fee. ?Some institutions will charge for a loan fee plus for other incidental expenses, such as rewiring the work, inspecting it for travel, and acquiring an updated appraisal for insurance purposes. ?Be sure to ask for a list of fees associated with the loan.$______Crating fee. ?Is the lender charging a packing/crating fee?$______Shipping fee$______Is the lender going to insure the loan? ?If so, what is the cost for insurance?$______Are there any copyright fees for use of copyrighted images for print and web usage? ................
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