Milestones in Exhibition Planning

Milestones Milestones in Exhibition Planningin Exhibition Planning

Simon SchneiderGEOTECHNOLOGIEN R&D Program

Milestones in Exhibition Planning

NAI Workshop 2007, Wichita, Kansas

Milestones in Exhibition Milestones in Exhibition PlanningPlanning

Before you start

. Time is the Key

- Get an idea of the idea!

- Some words about the theme

- Back to the Time-Key

- Some words about money

- Define Milestones

- Structure and Design



Other things to talk about:

- writing

- designing

- guiding

- venues

- helpfull resources

Milestones in Exhibition Milestones in Exhibition PlanningPlanning



Simon SchneiderSimon Schneider• Graduated in Geophysics

– Field work (Applied Geophysics) in Germany, Austria, Switzerland, Italy, Ghana and South-Africa

– Practice with various Geoscientific Research Institutions– Interpretive Work in Ghana, Hawai‘i and Egypt

• Initiation of the Geo-Agency of the Johann Wolfgang Goethe University, Frankfurt– Presse- and Media Relations (+ Web)– Eventmanagement (Science Fair)– Developing Educational Programs

• E&PO of the R&D-Program GEOTECHNOLOGIEN– Presse and Media Relations– Eventmanagement (Travelling Exhibition „Unruhige

Erde – Restive Earth“, Public Talks Programs about Geosciences)

– Web- and Media-presentation



Time is the keyTime is the key

First you have to think about Time!

You have to develop a realistic project plan

• Get an idea of the idea!• define the Theme• a realistic Timeframe• an even more realistic budget plan• define Milestone• formulate a Structur- and Design-Plan



Get an idea of the ideaGet an idea of the idea

If you have an idea for an exhibition, it might be one out of three different approaches:

• You have the story, the theme, but you will have to fill it with context!

• You have the exhibits and then you will have to create the story around them!

• Your boss is having an idea! So you will have to come up with a theme, collect information,

exhibits, and everything else!



An Example for having the Exhibits and finding a Theme!

You do have:„Brown Wax Recordings“ from 1880th

Get an idea of the idea




You do have:„Brown Wax Recordings“ from 1880thAn „Edison Phonograph“ modell





You do have:„Brown Wax Recordings“ from 1880thAn „Edison Phonograph“ modellAn „Aretino Disk“ from 1909





You do have:„Brown Wax Recordings“ from 1880thAn „Edison Phonograph“ modellAn „Aretino Disk“ from 1909A „Wurlitzer Jukebox“





You do have:„Brown Wax Recordings“ from 1880thAn „Edison Phonograph“ modellAn „Aretino Disk“ from 1909A „Wurlitzer Jukebox“The 1997 edition of „Candle in the Wind“




Maybe somthing like:

It has been a long way from the first Wax Cylinders to the modern DVD and Blueray-recordings but we still love to listen to music.




An Example:Having a story and finding some exhibits for a Travelling Exhibition!

You do have the following story to tell:

Nearly 3/4rd of the Earth are covered by oceans deeper than 300 meters, but we do know only 3% of the deep sea biosphere!




Nearly 3/4rd of the Earth is covered by oceans deeper than 300 meters, but we do know only 3% of the deep sea biosphere!




But look out!But look out!Look for exhibits that are:

- mobile (they have to fit a truck)- save (no chance for the visitors to get hurt)- robust (as less maintenance as possible)

And fit into your budget!



But look out!But look out!Even if the visitors will remember- 10% of what they hear- 30% of what they read- 50% of what they see- 90% of what they do

That does not mean you do not have to spend as much effort in writing or pictures inquiry than in “Hands-On” exhibits!



Some words about the ThemeSome words about the Theme

• Identify the Theme as Soon as Possible.

You have to do all the decisions right now! This is the moment, where you have to set the boundaries: - How far do you want to go into detail? - What kind of media do you want to use? - What size do you plan for the exhibition?



Get as much information about the theme as possible.

Sometimes, you will find peripheral information only marginally related to the theme but worth to be included.

Be sure not to include information or exhibits which are great to show but not related to the theme at all! The visitor might get confused.

Nothing is as bad as a visitor thinking that the exhibition planners do not know what they are talking about.

Some words about the ThemeSome words about the Theme





A last word about the ThemeA last word about the Theme

• Take a look what else is going on in your area! While formulating a theme related to your area and your target-group, there might be someone else allready telling the same story!

• Do not tell the same story twice! Cooperate!

Milestones in Exhibition Planing


• Create a realistic Timeframe

Keep in Mind:• 1/3 of your time for context research and for collecting exhibits





Keep in Mind:• 1/3 of your time for context research and for collecting exhibits• 1/3 of your time for finding partners and to fixing the venues





Keep in Mind:• 1/3 of your time for context research and for collecting exhibits• 1/3 of your time for finding partners and to fixing the venues• 1/3 of your time for writing, designing and the search for pictures





Keep in Mind:• 1/3 of your time for context research and for collecting exhibits• 1/3 of your time for finding partners and to fixing the venues• 1/3 of your time for writing, designing and the search for pictures• 1/3 of your time for discussions: about texts, design and any other item

Yes, you will need four thirds of your time!

(The same with MONEY!)




It is possible to create a high quality travelling exhibition for less than 500$ / sqm (> than 250 sqm). (Less than 1$ / visitor over one year)

You have to have a clear picture of what you need. Not just money, but technical equipment as well. Sometimes, less is better than too much, and sometimes, more is better than not enough.

You certainly will need moneyYou certainly will need money



A detailed and professional A detailed and professional project plan, helps to find partnersproject plan, helps to find partners

If you have an awesome theme and you decided which information to share, try to find partners. You will find more potential partners than you would believe. And fundraising is not as difficult as you think.

But be aware of administrative barriers. Not every institution is allowed to accept money or help from commercial business partners.

Some Partners do not want to spent money but will provide you with computers or monitors (maybe as “exhibits”)!



How to hold your budget down?

There will be a session on “Who wants a 1.000.000$ budget?” at 1:00pm (Ballroom C, Pete Salmon)

A last word about moneyA last word about money



Define MilestonesDefine Milestones • When to be ready for the first editing of text!

– Allow at least 2 month of editing

• When do you need all pictures!– Provide the designer with all pictures as soon as possible– Think about the time needed to get permissions

• What is the deadline for the final text version!– Double check with the designer (he needs time)

• When to be ready with the graphic layout!– Allow some time for minor modifications– How long does the printing need



Define MilestonesDefine Milestones • When to fix the venues

– Be shure to make some kind of contract about the rooms and the timeframe.

• When to organize the transportation– Talk with the tranportation partner about insurance and loading

and unloading conditions.

• When to start coordinating the opening ceremony (Speakers, Catering, technical equipment, etc.)– Talk to designated speakers as soon as possible!

• And a hole bunch of other milestones as well– Insurance– Safty regulations at the venues– Backup for exhibits etc.



A structure and design planA structure and design plan• How is the exhibition build up

(one-way, two way, undefined order)

• Hight, width and „volume“

• Textformat, picture-guidlines

• EI – Exhibition Identity



Exhibitions IdentityExhibitions Identity

Indoors and outdoors



• All this has to be done before starting the actually planing!

• But what else is important?



The Mighty WordThe Mighty Word

It is time to start writing. Do not hurry! • Find the appropriate language. Your writing will

sound academic or like a contemporary witness or childlike - but it has to be authentic.

• Do not try to mix different styles. With authenticity you will be able to calm down the visitor if you have to talk about unpleasant things. You can also be thrilling if you show exciting moments in history.



The Mighty WordThe Mighty Word

• Write the exhibition brochure along with the labels. You can easily get all necessary copyright permissions along with the permissions for the exhibition.

• Within a Travelling Exhibition: No direct relations between text elements and exhibits!



And the Mighty LookAnd the Mighty LookEven if you are a good writer, you do not have

to be a good designer.

If you have never ever designed exhibitions before, try to cooperate with professional designers.

But remember: You have to give the designer an idea about the theme. He has to know what the exhibition is all about. Be as clear as you can in what you are expecting and what the result should be like.



And the Mighty LookAnd the Mighty Look

To get an idea of the needs of a graphic designer,

Go to

“Meeting in the Middle: Combining Elements of Graphic Design and Interpretation” Paul Caputo and Shea Lewis

Saturday (8:30-10:30am), Location: Stimson



Guide the VisitorGuide the VisitorFind a special design element the visitor

can use for orientation. Create a colour scheme or go for a special pictogram or a repeating picture to show the visitor that he is wandering within one key area of the exhibition.

Try to arrange a special order in which the information is presented best. But be aware

of people coming the other way!

And be aware of venue specific demands! If you are planning a travelling exhibition, you will have to deal with all different kinds of architecture and accessibilities. Think about this beforehand.



Talking about the VenueTalking about the VenueIf it is projected to be on display at public areas

like train stations, shopping malls, or in governmental buildings, you will have to follow stern security regulations.

If you want to stay in museums, you have to reserve the necessary space early in advance. Most museums are booked over a period of more than a year. Start finding the venues as soon as you do have the theme.

You might have to deliver the exhibition with a big truck. You have to carry all items to the designated rooms. Look for some back staff willing to help you build up the exhibition.



ConclusionConclusionWhile planning an exhibition, you will learn a lot

about your theme and the context. You will get in contact with experts from all over the world. You will have to show your creativeness in writing and designing. And you will have to spend a lot of time travelling to potential locations.

Exhibition planning is pretty intense, but with a good project management from the very beginning, you will produce an awesome event and a remarkable experience for your visitors. Remember to define your boundaries!



Helpfull ResourcesHelpfull Resources

Williams, Robin. The Non-Designer’s Design Book. Berkley: Peachpit Press. 2004

Serrell, Beverly. Exhibit Labels. Walnut Creek: Altamira. 1996

Caulton, Tim. Hands-on Exhibitions: Routledge 1998



Have fun! And never try to tell a story you are

not totaly behind!

Looking forward to your

grand opening ceremony,

or maybe see you in Potsdam!