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.
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:
Statement of Objectives
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 installa-
tion, size, and whether or not the exhibit
will travel.
Description of Exhibit Content
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.
The following suggestions will help you in
completing the Exhibition Budget
Worksheet:
Date: Be sure to date the preliminary
budget and all subsequent revisions,
particularly if the exhibit will have a long
life.
Total Value: Current? Will it fluctuate?
Consultants: Plan efficient use of staff
vs. consultants (curators, editors, graphic
designers, photographers).
Photo: Chris Maynard
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 audio-
visual 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?
Exhibit supplies: Specify as many design
considerations as possible (but don’t try to
provide solutions unless you are also the
designer). Base the supplies budget on the
anticipated form of the exhibit – freestand-
ing, wall hung, permanent, traveling,
The Exhibition Alliance
Box 345
Hamilton, NY 13346-0345
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 sources–far
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.
Printing/publication: Catalogues,
posters, brochures, educators’ kits,
invitations. Request cost estimates from
designers, typesetters, and printers.
Advertising/promotion: Photographs,
transparencies, press packets, mailings;
production of PSA; advertising in newspa-
pers, 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 program-
ming, extra security guards, telephone,
photocopying.
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
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: $____________ TOTAL EXPENSES: $____________

(grants, admissions, rental fees)