Do not be overwhelmed by the length of this document. We wanted to provide as many resources as possible. And cover as many contingencies. You may not need every single step of this, but it is here in case you do. If you have questions, please talk to your AAC Steering Committee Liaison.

Planning Your Exhibition

1. Concept, Theme, and Goals

Decide on a Captivating Theme: Choose a theme that ties the exhibition together and consider the emotions or ideas you want to convey through the art. List of past AAC exhibits
Clarify Your Goals: Define the purpose of the exhibition—Is it to showcase emerging artists, sell artwork, highlight a specific artistic movement, or engage the community?
Determine Exhibition Type: An exhibit does not need to be open to the entire membership; shows can be by invitation only. Three member artisans and approval from AAC Steering Committee are all that is required to promote it as an AAC show.
Obtain AAC Steering Committee Approval: Contact the AAC steering committee via group email for approval. Provide essential details such as the exhibition theme, goals, proposed venue, and the names of participating artists. No need to wait until the monthly meeting.

2. Finding a Venue

Start Early: Gallery spaces often book a year in advance, so begin your search as soon as your theme is finalized.
Consider Options: Explore galleries, museums, community centers, or even non-traditional spaces like cafes or bookstores that might align with your theme. [Link coming soon to list of possible exhibition spaces]
Review the Contract Carefully: Before signing any agreements, ensure the contract includes details like:

Insurance coverage for artwork during transport, installation, and exhibition.
Clear procedures for handling artwork sales, including commission splits and payment processing.
Availability of hanging apparatus and any limitations on installation methods.
Responsibilities of both the AAC and the venue regarding cleaning, security, and promotion.
Timeline for exhibition setup, duration, and breakdown.
Marketing and advertising responsibilities for each party.
Reception arrangements, including who provides refreshments and staffing.

Obtain AAC Steering Committee Approval Before Signing Contracts: Contact the committee via group email, providing key contract details. By signing the contract, you are designating yourself as the AAC representative for the event.

3. Timeline and Budget

Create a Timeline: Set deadlines for applications, marketing—including print marketing, submissions, notifications, installations, and dismantling. Example of Exhibit Timeline
Establish a Budget: Account for marketing, hanging supplies, reception costs, and optional catalog/artist fees. Include details of artist commissions if it applies. If individual artists or AAC are sharing in costs such as printing or reception costs, make sure it is spelled out and agreed upon in advance.
Recruit a Team: Meet to discuss who is doing which tasks: submission review, promotion including social media, setup, reception duties, and monitoring. Either include a steering committee member on your team or get a steering committee member to act as liaison. Steering Committee Liaison Responsibilities

Curating the Exhibition

4. Call for Submissions

Develop an Application: Include theme, submission guidelines, specifications, insurance, sales commission, and submission format. Will it be a juried show or a show by invitation. If it is juried, come up with application and application process.Example of past application
Promote Widely: Use AAC channels, social media, newsletter, bulletin board, Arden Page, and online communities.
Manage Submissions: Use a spreadsheet for tracking details (artist info, artwork status, pricing, commission calculations). [Link Example of spreadsheets from past exhibition
Flexible Deadlines: Consider early and late submission options if time allows.

5. Artist Selection

Jury submissions or decide on artwork by invitation with your committee to ensure a cohesive, high-quality collection.
Select works that complement each other and align with the exhibition’s theme.

Preparing the Exhibition Space

6. Gallery Layout

Design a layout optimizing space, lighting, and visitor flow. [Link Coming Soon: to example of layout]
Allocate areas for reception, seating, artist bios, exhibition statements, and business cards.

Spreading the Word

7. Promotion and Marketing

Use official logo and colors of AAC brand [Link coming soon to AAC Brand Kit]
Use social media, press releases, and local art networks to generate interest. [Link Coming Soon:media lists for marketing]
Develop engaging promotional content, including video features. Use templates as needed. [link coming soon to templates]
Print marketing. This includes signs and postcards. Consider what events come before your exhibit on the schedule. Have postcards and signs made well in advance to take advantage of events that come ahead of yours on the schedule. For instance—Holiday exhibits might have postcards and signs ready to distribute at the Arden Fair. [Link Coming Soon: to a resource of printing places we have used in past]
Collaborate with the venue for email marketing.
Encourage AAC members to share details on their platforms.

Communication is Key

8. Open Communication

Maintain clear communication with the venue, artists, and AAC committee.
Think of this as a foundational structure for a smooth exhibition.

Engagement and Events

9. Pre-Exhibition Events

Host artist talks, workshops, or panels to build excitement and community involvement.

10. Volunteers

Recruit helpers for gallery monitoring, reception setup, guest assistance, and nametag distribution.

Showtime!

11. Artwork Installation

Prepare signage, labels, and interactive materials like QR codes. [Link to QR code maker]
Organize a structured artwork check-in/out system. Include artist signatures on both ends.
Ensure proper hanging materials and tools are available.

12. Opening Reception

Celebrate the exhibition launch with a reception.
Include signs that explain the exhibit and the AAC
Consider having a space where artists can display business cards and AAC can display our “evergreen” postcard.
Provide printed name tags with AAC branding. (We have some available—ask steering committee)
Encourage artist participation and create a welcoming atmosphere.

Wrapping Up

13. Taking Down the Show

Communicate pickup details clearly with artists and the venue.
An exhibit committee member must be present during pickup.
Contact artists with 30 minutes left in the pickup window if their work remains.
Require artists or representatives to sign out their artwork.

14. Feedback and Evaluation

Gather input from artists, visitors, and the team for future improvements.

15. Thank You Note

Send a handwritten or printed note (on AAC letterhead or member artwork card) to the venue and key contacts. [Link coming soon to printable AAC Letterhead]

Printable PDF: Checklist of Physical Supplies Needed for Exhibit