Fundamentals

Every exhibition has to have an opening. There is a point when everything is in place and ready for visitors. Opening the doors after all the hard work is significant and should be celebrated; most organizations mark the occasion with an event. Planning the opening is part of exhibitions organization.

There will be a great deal going on during an opening and it is important to ensure the security and safety of the exhibits. Full consideration must be given to their protection at a time when the gallery may be crowded and the focus may be on speeches or refreshments. Additional barriers, invigilators or security may be necessary.

The opening event is a team effort and has to be carefully considered, agreed and scheduled. Everyone involved should know what is going to happen and when, and make sure everything goes according to plan.

What kind of opening?

Just as every exhibition is different, each opening is unique. There is a wide variety of events and a range of scale and cost. The event could simply be opening the doors or a ribbon-cutting by the head of the organization. Large museums, libraries or art galleries have events organizers on staff and may invite hundreds of guests. Most opening events are somewhere in between these two extremes and take the form of a speech followed by refreshments, and a chance to meet guests and view the exhibition for the first time.

Feasibility

The opening event will take shape in the planning stage and will depend on time and resources. The design of the exhibition, requirements of any individual object and conditions from lenders or insurers will all have to be taken into account.

Time

You will need time to plan the opening and to arrange the day. Planning the opening event may be low on the list of priorities. If the installation is complex or the time period restricted, staff may be busy right up to the doors opening. If the opening is planned sufficiently far in advance, however, it should be possible to allow time to prepare the space for the opening.