How to set up a touring exhibition
Abstracts of presentations by Vicky Dawson to the workshop How to set up a Touring
Exhibition, delivered as part of the SW Museum Skills Programme at the Museum in the
Park, Stroud and the Museum of Bath at Work in October and November 2011.
These workshops were funded by the project Treasures from the Earth, which received
funding from the Heritage Lottery Fund and Renaissance South West.
© Vicky Dawson
What form do touring exhibitions take?
International blockbusters to a couple of panels - It is the large scale exhibitions that
catch the limelight but you can (and should!) start small
Images to objects - Generally easier to tour images – photos, framed works, etc as
don’t have to have cases
In museums and other venues - Taking the museum to the people has its attractions
and several challenges: Libraries, schools, supermarkets, shopping malls, county
shows, etc
The exhibition hardware of the trade show / marketing stand is just right for graphics
at these venues, though not for museum objects
With public programmes or not - Add value, engage more audiences, encourage host
museums to try out new things
Your institution’s approach to touring exhibitions should be set out in its exhibitions policy. It
will:
• Relate to your statement of purpose, vision and key aims
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Set priorities and determine how resources should be apportioned
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Define the character of the programme, the themes to pursue and the relationship
between permanent and touring exhibitions
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Full details in MGC Standards for Touring Exhibitions
Will all depend on:
• Purpose – is it part of an anniversary? Is it to build partnerships?
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Audience – what is your intended audience? Families? Older people? A cross
section? Base this on market research, consultation with potential venues and other
stakeholders to inform the theme, content and approach of the exhibition
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Theme/concept of the exhibition – how does it relate to your exhibition policy?
research it fully, test it on potential hosts, partners and lenders. Scholarship and
ethics. Test any temporary exhibition idea against its potential for touring.
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Resources – people, cash, facilities, collections
You need to be clear about these from the start
Preparing an exhibition + some + some
Not an easy option, but very rewarding
Team = those that are putting the exhibition together:
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Just your museum or in partnership?
Do you have the skills and resources?
Benefits of working with others
• Complementary/additional skills, experience and contacts brought to project
• Greater pool of collections to select from and additional resources
• Experience partnership working - Strategic benefits
Downside
More people to consult, keep in the loop, take account of views, work schedules, priorities
Considerations in choosing partners:
• Who?
• Other museums and galleries
• Other agencies: heritage, environment, social (prisons/health), tourism, craft
• commercial partners – auction houses, galleries
Essential
• Good communications and relationship
• Agree at the outset who is responsible for what: be the budget holder, project
management, conservation and all other aspects of the tour. Identify or recruit a
Project manager
• Have a formal agreement
• Do a project timeline – a simple Ms Excel spreadsheet will do
• Minute meetings, have an action list
What are you going to tour?
• Objects? Paintings? Originals? Copies?
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Images, display panels
Selection of exhibits takes account of:
• Their condition and how robust they are
• Security and Insurance requirements – not just on the road and at venues but in
between hirings
• Environmental, packaging and display requirements
• Type of transport available: specialist company or in house, door sizes, van,
manpower
Programme - back to the timetable
A lead-in time as for any exhibition + some + some
Theme, funding, selection, conservation, mount making, packaging, loans, research,
interpretation and script writing, design, production, procurement, interactives, accompanying
programmes, marketing
What the exhibition provider needs to know
How are you going to find them and market the exhibition’s availability?
• Personal contacts
• County Groups / MDOs
• Subject specialist networks
• Touring Exhibitions Group
• SW Fed website and membership
How will you know the venues are suitable?
• Museums tend to be in older buildings with difficult access, lots of clutter, steep stairs
and narrow doors.
• Their environmental conditions vary as does their security, the availability of light
switches, etc.
• Important to do a full reconnoitre of a venue and make sure that it has filled in a
facilities report before finally agreeing to the loan of the exhibition
Exhibition spec must state: space, security requirements, etc
UK Registrars Group has produced a facilities report template and display case & security
supplements that are widely used in the profession
The information received is confidential and used to plan the exhibition – additional
security/environmental needs, get the right level of security, etc
Details of the building, access, services, security, environmental conditions
Case spec – locks, lining fabric, light levels, etc
You don’t have to be a member to download a copy. www.ukregistrarsgroup.org
What the host museums need to know
Agreement document: Signed by exhibition originator and host institution
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Name and description of the exhibition and its components (cases, etc)
How the exhib will be transported and packed, responsibilities
Required security and environmental standards
Information about the condition checking and reporting on the exhibition system and
the objects
How to care for, maintain and report loss or damage to object s or exhib parts.
Who owns copyright
How to acknowledge sponsors and originating museums
The requirement to collect press cuttings and other publicity
Description of all supporting material that comes with the exhib – publicity &
marketing, education packs, etc
Fees and payment details
Evaluation data required and method for collecting
Procedure in case of dispute and termination
Any other responsibilities (eg keeping note & reporting visitor numbers, keep note of
volunteer time.
Contact details, including any other sources of support
Tour schedule