Exhibition Checklist: From Planning to Deinstallation

How to use this checklist

This checklist offers a starting structure for independent curators, artists and small exhibition teams. Adapt it to the scale of the project, the venue’s procedures and the needs of the works. Not every item applies to every exhibition, and completing a checkbox does not replace a conversation with the people responsible for the venue or artwork.

Use the checklist alongside a current schedule, budget and artwork list. For the wider sequence behind these tasks, see the exhibition planning guide.

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Initial planning

Write a one- or two-sentence exhibition premise.
Define the intended audience and visitor experience.
Confirm the project lead and decision-making process.
List what is confirmed, provisional and still unknown.
Set target opening, closing, installation and deinstallation dates.
Create one current project schedule and one decision log.
Identify major dependencies, approvals and production lead times.

Venue

Confirm dates, access hours and the duration of the exhibition.
Record room dimensions, entrances, circulation and usable wall area.
Check step-free access and other visitor accessibility provisions.
Confirm available power, lighting, internet, sound and projection equipment.
Clarify installation restrictions, approved fixings and reinstatement expectations.
Record venue contacts for programming, technical work and front of house.
Check which agreements, insurance information or procedures the venue requires.

Artists

Send each artist a clear project description, request and timeline.
Distinguish confirmed participants from artists still being approached.
Agree the process and deadline for selecting final works.
Confirm artist names, pronouns, biographies and preferred credits.
Record production responsibilities and approval points.
Agree primary contacts and expected response times.
Confirm fees, travel or other support at a planning level.

Artwork information

Create a single controlled artwork list.
Record title, year, medium, dimensions and duration where relevant.
Add ownership, lender or collection contact details where required.
Attach a clear reference image or viewing link to each work.
Record display instructions, hardware, power and equipment needs.
Confirm captions, credits and wording with artists or lenders.
Track the status of permissions for images, music or other third-party material.

Budget

List artist fees and project management costs.
Estimate production, fabrication, framing and printing.
Include packing, transport, travel and accommodation where relevant.
Include equipment hire, technicians and installation labor.
Budget for interpretation, design, documentation and accessibility.
Add a contingency appropriate to the project’s uncertainty.
Mark each figure as estimated, quoted, confirmed, committed or paid.
Record funding sources and the conditions attached to them.

Transport and logistics

Confirm who is responsible for packing each work.
Book collection and delivery windows around venue access.
Check vehicle access, loading routes, door sizes and lifting needs.
Prepare collection and delivery contacts for every handover.
Plan secure temporary storage if works arrive before installation.
Record the package count and label each package consistently.
Confirm return transport before the exhibition opens.

Installation

Prepare a current floor plan and provisional placement list.
Sequence installation around access, drying, rigging and equipment dependencies.
Assign a lead for each installation area or specialist task.
Gather approved hardware, tools, fixings, cables and consumables.
Confirm ladders, lifting equipment and required technicians.
Test audio, video, lighting and timed systems before final positioning.
Photograph final positions, cable routes and equipment settings.
Complete venue sign-off and record unresolved items.

Labels and texts

Complete and edit the curatorial statement.
Proof every label against the controlled artwork list.
Confirm names, titles, dates, media, dimensions and credits.
Agree any translations and allow time for review.
Check text size, contrast, placement and reading distance in the venue.
Prepare accessible or alternative formats where planned.
Keep a final digital copy of every published text.

Promotion and visitor information

Confirm the public title, dates, venue address and opening hours.
Prepare a concise public description consistent with the exhibition.
Collect approved images and complete captions and credits.
Confirm who approves public copy and the final deadline.
Publish practical access and transport information.
Check every public link, date and contact detail.
Brief partners on naming, credits and image use.

Opening

Complete a final walk-through before visitors arrive.
Test lighting, sound, playback and interactive elements.
Confirm front-of-house roles and a contact for technical issues.
Brief staff on access, facilities, photography and visitor questions.
Prepare artist, partner and guest information where relevant.
Confirm documentation plans and permissions.
Keep tools and replacement consumables available but out of public areas.

Exhibition period

Set a routine for opening and closing checks.
Record faults, changes and maintenance in one place.
Check time-based media, equipment temperature and cable safety as appropriate.
Restock handouts and maintain labels and public information.
Communicate changes in opening hours or unavailable works promptly.
Track only the agreed visitor metrics, without recording personal information.
Schedule a mid-run review for longer exhibitions.

Deinstallation

Confirm the deinstallation sequence, access and responsible people.
Shut down and pack equipment according to instructions.
Match every artwork and package against the current list.
Record condition or handover information where required.
Label returns and confirm collection contacts and times.
Return hired equipment and record receipt.
Remove fixings and complete venue reinstatement and sign-off.

Post-exhibition

Confirm that every work and loan has been returned.
Close outstanding invoices and reimbursements, then finalize the budget.
Send agreed documentation and thanks to participants and partners.
Archive the final artwork list, texts, credits and installation views.
Record what changed from the original schedule and why.
Hold a short project review and note improvements for future exhibitions.
Confirm any ongoing image, publication or documentation commitments.