Fundamentals

The planning stage is when work begins to make the exhibition happen. Up until this point, the exhibition has only existed in theory but now the clock starts ticking as you count down to the opening day. This is the time when research is completed and decisions are made. The subject, venue, outline budget and wish-list of objects have all been decided and now have to be realized.

The options for design, display and build can now be considered to see what best fits the main aims of the exhibition and what materials and methods will give best value for money. Arrangements for delivery of the project will be determined, signage and publications chosen, contracts issued and orders placed.

The planning stage can take weeks, months or years but whatever the size and complexity of the exhibition, it is important to keep up momentum and adhere to the schedule. All the groundwork of planning must be completed during this period so that everything can be put into action ar the next stage, Organization.

Project management

The principles of project management can apply to any project and follow the structure of organizing time and controlling resources to achieve a specific goal. This way of working is different from day-to-day work with the long-term goals of, for example, collections management. An exhibition is a temporary project with a clear beginning and end and limited resources of time, space and finance. Different management skills are required, as there is a need to keep to a schedule and to manage time and resources effectively. A project management model will:

• • look at the purpose of the exhibition

• • identify the key themes, objects, issues and risks

• • set out what you want to produce/achieve

• • determine what to do to achieve the aims

• • suggest ways of measuring success.

Classic project management has five stages:

• 1 Initiation

• 2 Planning and design

• 3 Execution and construction

• 4 Monitoring and controlling

• 5 Completion.

In many projects, not enough time is given to planning; work begins before there has been time to do the necessary research and with little idea of the best way to deliver the project. Once the project is up and running, there is often little interest in monitoring; it is more or less expected to manage itself.