A&V Task List

Faculty: John Bailly


In-class committees will be created to address different facets of the exhibition planning. Ideally, students working with the same artist will be on different committees. This will open students up to other peers and allow for the entire class to cooperate and interact with one another more fully.

Each committee will elect a chair to preside over the committee’s tasks. The chair will work closely with the A&V CSO Club President and the Professor.

Students in the Fundraising committee solicit funds or underwriting to finance the exhibition

Determine budget for exhibition 
The budget should be drafted and calculated by the entire based on the needs of the particular exhibition, but it will be the budget committee’s responsibility to carry out the terms of the settled upon budget. The best way to draft a budget to list bare necessities and additional options. Students should take into class size, time, economic conditions, and other factors before listing and attempting to carry out goals.

Bare necessities budget
This budget should include the minimum amount of funding needing to set-up the exhibition: invitations, food for the reception, exhibition catalog, graphic designer, etc.

Additional options budget
This should include other explorations, which will add to the exhibition experience after the bare necessities have been covered.

Explore funding and opportunities for commercial advertising
This can include publishing information about the exhibition in local newspapers, organizations, and so forth.

The reception for Opening Night is a chance for students to relax, enjoy, and share with audience their experiences, give tours, and network. Students provide food and beverages for the guests. It is a great chance to show others what you have learned about your artist, his/her artwork, and the Miami art world.
Reserve space for reception
Set up
Clean up

Exhibition Administrator’s Statement
Invite Dean to write introductory statement
Print statement in large format for exhibition

Student-Curators’ Statement
Draft and finalize an exhibition statement for class

After the show is over, the catalogue remains. The catalogue should contain the introductory statements of the Deans and student-curators, the names of the artists, the student-curators and their respective majors, artist photo, artist information, and a concise artist biography. Photos of the artists, students, and class events should also be published. Sponsors should be recognized and a synopsis of the course should be included.
Does budget allow for images, or will it be a catalogue raissoné
Editing & designing of the catalogue
Number of catalogues to be printed
Artifact reproductions, invitation, posters, etc.
Reproduction permissions: provision for resolving copyright issues
Decide when a complete and final catalogue listing will be provided

List of Works
Generate a complete Exhibition List of Works from all artists
Send Loan Agreements to:
Finalize exhibition checklist with committee heads from Exhibition Committee
Completion and Printing of loan forms, receipts, condition report forms
Signing of individual lender’s agreements.

Exhibition Insurance
Arrange for insurance under indemnity
Approximate total value and specific period of coverage
Provision for sending insurance certificates
Indication of how insurance premium will be paid

Students in the Public Relations committee must coordinate production and distribution of invitations & create and distribute press releases

Submit Budget to Fundraising Committee

External Relations
Successfully communicating with local community is part of what makes the A&V course and exhibition rich and comprehensive. It is important to document student initiatives and to involve others by sharing thoughts and experiences.

Thank You Cards
Send thank you letters on behalf of class to individuals and institutions.

A&V Blogger
Post blog entries about projects, trips, and general class information.

A&V Historian
Generate photographic, video, and/or text documentation of class events.

Exhibition Invitations (this is currently done by Frost Art Museum)
Select image
Include all relevant information – names of artists & dates of exhibition
Design invitation

Press Releases
Short informative letter
CD with images by each artist
Including/submitting info to appropriate calendars
Credit lines for sponsors, organizer
Allowance for view of press releases in advance by organizer and borrower (FIU, THC, Green Library, & participating artists)

Invitations & Press Release Mailings (primarily digital)
Send invitations three weeks prior to opening
Provide invitations to participating artists

The website is the class’ virtual form of communication. General maintenance of website includes updating information, ideally, on a weekly or bi-weekly basis. This can be best achieved by referring to the class syllabus and asking other students for general updates and their suggestions.

Submit exhibition description and information to all local media outlets and calendars
Electronic submission of information
Take advantage of all free listings.

Exhibition Panel Presentation
Coordinate student speakers for Panel Presentation
Prepare Powerpoint presentation
This presentation should focus on the ideas and reasons for the exhibition.

A&V Facebook Page
Facebook is one of the most important promotional arenas for A&V. It enables A&V to reach out to a global community and keep people aware of our activities. It also allows A&V to create a project identity through photos.

A&V Facebook Photo Albums

Upload and organize photos of A&V events. Label all photos with event info, date, and photo credit. Always in include A&V website link. Example:

A&V 2009: Richard Blanco poetry reading
Friday 6 March, 2009
Photo by Mariana Restrepo (A&V 2009)

A&V Facebook Tagger

Become Friends with all members of class and A&V artists (if possible). Tag them in all photos as they are uploaded on A&V Fan Page. Every photo tag essentially creates a link to the A&V Fan Page. It shows A&V is active and enables others to find out about A&V.

Frost Art Museum Liason
The Frost Art Museum liaison facilitates the relationship between the Frost Art Museum, A&V student-curators and Professor Bailly
a. Thoroughly understand student contract
b. Answer any questions related to Frost Museum contract to the best of their ability
c. Collect all signed student contracts and submit them to Frost Art Museum
d. Collect logos, written statements, images and artist names for Frost Art Museum publications
e. Maintain the class on schedule according to Frost Art Museum’s established timeline
f. Must attend Installation/Deinstallation meetings and dates to make sure that contract specifications are followed by the students and the Frost Art Museum

Students in the Exhibition committee oversee the physical installation of artwork and the related administrative tasks (all students are required to participate in the installation and de-installation of the exhibition)

Submit Budget to Fundraising Committee

Lay-out location of artworks in exhibition space
Finalize exhibition checklist with head of Fundraising Committee
Make artwork “fit” into the given space
Consider the amount and limitations of exhibition space
Consider physical, as well as aesthetic qualities
ADA compliance
Safety/ security of the objects
Requirements of artwork including light levels, electricity, etc.
Exhibition venue may limit organic materials or hazardous installations
Fire codes
No conservation to be undertaken without approval of lenders
Special requirements for lighting, temperature, humidity, electricity, or other special display equipment
Any special handling requirements or installation needs

Host Institution Proposal Presentation 
Coordinate student speakers for Panel Presentation
Prepare Powerpoint presentation
This presentation should focus on the ideas and reasons for the exhibition.
This presentation will introduce the Dean of the Libraries to all the artists in the exhibition

Collect, format, and print written materials for exhibition
Information about the artists
Wall texts
Wall labels
Show title

Audience Response
Prepare a Comment Book
Transcribe the comments from Comments Book into a Microsoft Word document
Devise an audience survey
Present the results of the audience survey

Budget for installation
Collect supplies for installation
Coordinate installation
Artwork Delivery
Reminder call for artwork delivery
Coordinate student/installers

Condition Reports 
Museums and galleries evaluate the condition of artworks entering and exiting their spaces in order to ensure that any damages are recorded and accounted for. This allows everyone to share a sense of responsibility for the artwork and to look out for the treatment of the works.
Check condition of objects at arrival and return
Incoming Condition Reports
Outgoing condition reports

Coordinate de-installation
Reminder call for artwork pick up
Return the Gallery at Green Library to the condition in which we found it
Rearrange the cases in the placement the Library wishes them to be
Remove hangers and screws
Patch holes in the walls
Touch up the walls with matching paint

The instructor is the facilitator between the students, artists, exhibition venue, and university.

Develop conceptual framework for exhibition
Create tentative artist list
Secure location & dates for exhibition
Finalize list of artists
Organize staffing/ responsibilities
Create calendar
Set timetable for completion of various stages of the projects
Decision on the dates for the loan
Ensures there is sufficient time to cover the shipment, receipt, unpacking, installation, exhibition period, dismantling, repacking and return shipment
Act as liaison between S-Cs and artist
Lets artists know delivery dates, pick up dates, transportation arrangements, insurance info, reception info, etc