Budgeting an Exhibition

Planning is the key, regardless of the size

of the exhibit. You will save time and
money if you formulate a plan and a
preliminary budget before beginning work
on an exhibition. The following guidelines
and the Exhibition Budget Worksheet on
the reverse are offered to assist exhibit
organizers in budgeting exhibit expenses.

The following suggestions will help you in

completing the Exhibition Budget
Worksheet:

In order to project expenses, you will need

to prepare information that will be used in
organizing exhibit production and
possible for fund-raising purposes as well.
This includes:

Total Value: Current? Will it fluctuate?

Date: Be sure to date the preliminary

budget and all subsequent revisions,
particularly if the exhibit will have a long
life.

Statement of Objectives

etc. Specify number of frames, pedestals,

display cases, text panels, labels. If the
exhibit will travel, estimate number and
type of crates. This is a good time to
compile names of supply sourcesfar
enough in advance so that you can get the
necessary supplies in time. Contact
vendors for cost estimates: tell them what
you need and when you will need it, and
ask if they foresee any problems or cost
increases.

Description of Exhibit Content

Printing/publication: Catalogues,
posters, brochures, educators kits,
invitations. Request cost estimates from
designers, typesetters, and printers.

Consultants: Plan efficient use of staff

vs. consultants (curators, editors, graphic
designers, photographers).

The preliminary checklist should include

information which will affect the budget:
size, condition, sources, and insurance
values. Must works be re-framed? Is
conservation required? Will there be
expenses for insurance, crating, and
shipping of borrowed works?

Preliminary Timetable

Chart a realistic timetable. The timetable

affects the budget: Do you need to budget
for overtime expenses? Extra fees to rush
work through a photo house, fabrication
shop, or typesetter?

Preliminary Budget

The Exhibition Budget Worksheet on the

reverse of this page in intended to serve as
a guide. It raises questions about the
exhibit that should be answered from the
outset. To prepare a preliminary budget,
you should request estimates and cost
breakdowns from outside contractors,
printers, and consultants. Get bids from
several sources in order to project costs
accurately for major items. Ask for
information on billing procedures as well.

Photo: Chris Maynard

State what the exhibit must do. This will

affect every major decision regarding the
exhibit, including the budget, fund-raising
goals, design approach, type of installation, size, and whether or not the exhibit
will travel.

Pre- and post-exhibit transit: Gathering

and return of loaned items. Find out if
lenders require specialized shipping or
crating of their works. Get estimates for
air freight and/or fine are shipping.
Conservation: What procedures are
required before works may be exhibited
safely? Also budget for maintenance of
exhibit equipment especially audiovisual equipment.
Insurance: For borrowed items, what is
the value of each work and the duration of
the loan? How will works be insured
during shipment and display?

Advertising/promotion: Photographs,
transparencies, press packets, mailings;
production of PSA; advertising in newspapers, TV, and radio; expenses for
receptions or other special events.
Travel: Budget for transportation, meals,
and lodging as needed for curators,
designers, registrars, couriers, consultants.
Overhead: Percentage of staff salaries
and fringe benefits, based on time devoted
to the project.
Other: May include adjunct programming, extra security guards, telephone,
photocopying.

Exhibit supplies: Specify as many design

considerations as possible (but dont try to
provide solutions unless you are also the
designer). Base the supplies budget on the
anticipated form of the exhibit freestanding, wall hung, permanent, traveling,

Contact The Exhibition Alliance for

assistance in budgeting items such as
exhibit furniture, crates, and Exhibition
Alliance Art Transport.
Review the budget regularly throughout
the exhibit production phase. Calculate
cost overruns and savings to determine
where you can adjust or revise your
budget.
1998 The Exhibition Alliance

The Exhibition Alliance

Box 345
Hamilton, NY 13346-0345

Phone: 315-824-2510

Exhibition Budget Worksheet

Date________________________________
Exhibit Title________________________________________________________________________________
Number of pieces / medium ___________________________________________________________________
____________________________________________________________Total value: $___________________
Consultants:
curator
editor
graphic designer
exhibit designer
photographer
other

$____________

Pre- and post-exhibit transit:

$____________

Conservation:

art conservation
equipment maintenance

$____________

Insurance:
in transit
on premises

$____________

Exhibit Supplies:
mats/frames
display cases
text panels
labels
freestanding walls
photo reproductions
crates
other

$____________

Printing / publication:
catalogue
poster
brochure
educ. kit
invitation

$____________

Advertising / promotion:
photos
press packets
mailings
newspaper ads
TV, radio ads
PSAs
receptions

$____________

Travel:

transportation
meals
lodging

$____________

Reference materials:

$____________

Overhead:

$____________

Other:

$____________

INCOME: $____________
(grants, admissions, rental fees)

TOTAL EXPENSES:

$____________