#  Course Exhibition Timeline 

 



It is generally recommended that course exhibitions be tied into the pre-existing exhibition space schedules on campus. Exhibition planning requires at least six month lead time. If the course exhibition will require the loan of collections, a six month timeline is also recommended for Harvard libraries, when requesting to borrow works from another campus library location. Note that other campus institutions (e.g., Harvard Art Museums, The Peabody Museum of Archeology and Ethnology, Collection of Historic and Scientific Instruments) may have different timelines. Therefore, the individual review of other campus location requirements is strongly encouraged.

Course exhibition teams are asked to observe the following guidelines:

- Designate a single point person from the class as [exhibition organizer](/glossary#exhibitionorganizer) to communicate decisions about materials selection to the library contact
- Complete the exhibition [Checklist Template](/checklist-template) (selection spreadsheet for course exhibitions)
- Use [selection criteria for course exhibitions](/selecting-materials-good-condition) to choose materials in good condition

If a course exhibition has a shorter planning time frame, the library contact should notify conservation as soon as possible to negotiate available time.

## 24 Weeks (6 Months) Prior

Exhibition organizer has:

- Completed the left-hand side of the exhibition checklist (including display/opening information)
- Identified any imaging needs
- Identified any loans to be requested from other Harvard institutions
- Informed the library contact of all loan requests

Library contact has:

- Pulled and flagged collection items so that they correspond with the exhibition checklist
- Determined which stakeholders need to be included in the [exhibition review](/glossary#exhibitionreview) meeting (e.g., collection manager, curator, registrar, format-specific conservator, preparator, imaging staff, AV coordinator, digital projects coordinator, designer)
- Scheduled appointment for exhibition review of the exhibition checklist
- Identified any items that are beyond the scope of the Weissman Preservation Center (such as objects or paintings; i.e., NOT a book, paper, or photographic format) and thus require treatment by a contract conservator
- Submitted loan request to the internal lender including:
    - Identifying information for requested works
    - Desired display
    - Importance of requested works in context of the exhibition
    - Duration and location of exhibition
    - Request for images needed for publication or online exhibition
    - Facility report

## 23 weeks Prior

Library contact follows up with the internal lender to see if they have received the loan request or need any further information

## 20 Weeks (5 Months) Prior

Library contact has completed the following:

- Exhibition review with pre-determined group of stakeholders
- Right-hand side of the exhibition checklist is updated (including condition issues, treatment estimate, treatment location, and cradle and support needs)
- Determination of general due date for onsite and offsite treatment
- Conservation treatment is completed before imaging and cradle- and support-making. Treatment due date reflects imaging and cradle- and support-making time requirements.
- Transfer of any materials being treated offsite is scheduled (within the week after the exhibition review)
- All work associated with the exhibition is scheduled based on the exhibition checklist
- Stay in contact with the internal lender about major steps

## 19 Weeks Prior

Library contact has facilitated the following:

- Collection items being treated offsite are transferred
- Offsite treatments begin, prioritizing those items with imaging orders
- Onsite treatments begin, prioritizing items with imaging orders and those treatments that are estimated to be more complicated and time-consuming

## 13 Weeks Prior

Library contact facilitates the following:

- Mat measurements for any framed works are taken and frame sizes confirmed
- Cradle- and support-making begins, focusing on completed onsite treatments
- Offsite and onsite treatments continue

## 12 Weeks (3 Months) Prior

Library contact facilitates the following:

- Mats are ordered or cut in house
- Completed treatments are sent to Imaging

## 8 Weeks (2 Months) Prior

Library contact facilitates the following:

- Framing begins
- Items return from Imaging

## 4 Weeks Prior

Library contact facilitates the following:

- Framing is completed
- Cradles and supports are completed
- Sends certificate of insurance to the internal lender
- Completes and signs the outgoing loan agreement; verifies countersignature from internal lender

## 3 Weeks Prior

Exhibition team finalizes content for labels

Library contact facilitates label printing, mounting, and cutting

## 2 Weeks Prior

Library contact facilitates deinstallation

Exhibition team installs the exhibition space