Fundamentals

The organization stage can be highly pressured; everything speeds up as the deadline for the opening date approaches. Most of the decisions will have been made during planning and now is the time to place orders, issue contracts and finalize all details.

At the beginning of the organization stage there should be a final list of objects, an agreed budget and a chosen exhibition space with design and build under way. During the organization period, you should commission transport, take out insurance and engage any additional staff.

It is vital to keep an eye on progress. All decisions that were made must now be activated. When orders are placed, make sure that they can be delivered on time and at the right point during the installation period. Keep the opening date in mind and check on progress for publications, leaflets and audio-guides. Engage any additional staff such as invigilators, lecturers and maintenance technicians. Things can change on a daily basis, and so good communication must be maintained with the exhibition team, lenders and contractors. Above all, the organization stage is the time to keep monitoring the budget and schedule.

Loans and lenders

Lenders

During the planning stage you will have produced a list of objects with the agreement of the lenders. Now is the time to make a formal application for the loan and to get all the information that you need. The lender's application process may have been displayed on their website; otherwise, contact the lender to ask how to submit a request. Make sure that you send the application to the right person and in the required time frame. Few organizations will consider a loan request made less than six months before the opening date and some major museums ask for one to two years’ notice for key works. For small-scale or local exhibitions, the time frame could be short but the request should still be made in writing.

Submitting a loan application

Certain information should be included when asking for a loan. This is a formal request and should be sent from the head of the organization. Provide:

• • title of the exhibition

• • place of the exhibition

• • the address

• • exhibition dates

• • a named responsible person and contact details

• • scope of the exhibition

• • names of key people organizing exhibition