Exhibitions & curation
Developing touring exhibition manuals that include packing lists, object codes, and emergency contact procedures for venues.
Touring exhibitions demand meticulously crafted manuals that anticipate variances across venues, ensuring smooth setup, secure handling, rapid problem solving, and consistent visitor experiences no matter where audiences encounter the work.
July 23, 2025 - 3 min Read
Touring exhibitions sit at the intersection of art handling, logistics, and interpretation. A robust manual acts as a single reference point for staff, curators, installers, and venue partners. It should translate complex conservation standards into practical steps that endure changeful travel conditions, from climate swings to temporary shelving. The core aim is reliability: clear responsibilities, unambiguous instructions, and checklists that minimize risk. The manual must be user friendly while remaining precise about object fragility, mounting requirements, and display height. It should also accommodate different venue typologies, from academic galleries to community spaces, without losing the integrity of the artwork.
Starting with a clear scope helps set expectations for all stakeholders. Define the touring itinerary, schedule milestones, and lead times for shipping, crating, and installation. Include roles and contact hierarchies so lines of communication stay open even when staff are dispersed. A well-structured manual foregrounds environmental controls, security protocols, and contingency plans. It should outline museum-standard practices alongside venue-specific adaptations, such as local courier contacts and customs paperwork. Importantly, integrate accessibility considerations and interpretation strategies so that the audience experience remains coherent across sites while respecting local cultures and facilities.
Clear procedure narratives that protect objects and people alike
The packing list is the backbone of preparedness. It should itemize crates, padding, climate data loggers, and toolkits with precise quantities. Include spare parts for essential components—bulbs, fuses, screws, and calibration devices—so replacements are immediate. A pack-by-pack checklist helps staff verify contents before departure and upon arrival. Each object’s code should be linked to a short description, handling notes, and required environmental parameters. Consider labeling conventions that translate across languages and institutional systems. A well-crafted packing section reduces unpacking time, safeguards delicate surfaces, and minimizes the risk of misplacement during multi-site travel.
Object codes function as shorthand that unites curatorial intent with physical risk management. Assign codes that reflect material, value, fragility, and installation method, along with loan or return status. A standardized coding system streamlines condition reporting, damage assessment, and insurance processes. Include cross-references to condition reports, provenance, and archival images so technicians can verify identity and provenance at a glance. The codes should be machine-readable where possible to support digital inventories and barcoded tracking. When staff rotate or volunteers assist, consistent coding accelerates training and reduces errors during transit, installation, and de-installation.
Documentation templates that enable fast action and accountability
Emergency contacts are the living nervous system of a touring manual. List primary and secondary contacts for the lender, venue, courier, and exhibition manager. Include after-hours lines, time zones, and language preferences to avoid delays. A one-page quick reference card can be distributed to installation crews for use on-site. Outline escalation steps for common incidents, such as courier delays, climate alarms, or minor damages. Ensure contacts have access to critical files—shipping manifests, insurance documents, and contact sheets—so they can act swiftly and decisively. Regularly test the contact list through drills or tabletop exercises to maintain readiness.
Procedures for emergencies should be practical and scenario-based. Begin with immediate actions to secure the artwork, protect people, and preserve evidence. Then specify notification orders, consent for temporary hold of objects, and coordination with venue staff and authorities. Include guidelines for safeguarding visitors and staff during unforeseen events, such as power outages or evacuation scenarios. A dependable manual describes where to find emergency equipment, how to operate it, and how to document the incident for post-event review. By simulating situations, teams gain confidence in their response and minimize disruption to the exhibition timeline.
Access, rights, and responsibility in touring exhibition contexts
Beyond emergency procedures, the manual should embed clear documentation workflows. Pre-shipment condition reports establish a baseline of the object’s state and any pre-existing vulnerabilities. Post-installation updates capture changes and environmental readings. Digital templates enable real-time notes that survive staff turnover. Include space for photos, measurements, and annotations about mounting strategies. Version control is essential so teams can track amendments over time and across venues. The manual should also describe how to archive records, ensuring a transparent trail from creation to de-installation. Strong documentation underpins insurance claims, conservation planning, and scholarly research.
Documentation extends to visitor-facing materials that reinforce interpretation while supporting collection care. Prepare labels, wall texts, and object labels that are consistent across venues, but adaptable to local contexts. A central glossary helps staff explain terminology to diverse audiences without compromising accuracy. Include guidelines for handling and display that do not contradict interpretive aims. By coordinating labels with curator notes and conservation recommendations, educators can deliver cohesive messages. The manual should also guide photographers and media teams about acceptable angles, lighting, and rights clearances to protect both the artwork and the artist’s interests.
Training, evaluation, and continuous improvement loops
Access considerations must permeate every stage of preparation. The manual should describe how to accommodate different accessibility needs in arriving audiences and on-site staff. Detail pathways for wheelchair users, sign language interpretation, captioning, and tactile options where appropriate. Include storage and seating arrangements that do not compromise safety or the artwork’s integrity. Access planning should also consider remote viewing options, such as virtual tours, to widen impact while maintaining object security. When conflicts arise between access goals and conservation constraints, the manual guides decision-making with clear rationales, ensuring rights are respected without compromising care.
Reproducible procedures for handling and mounting support ethical practices and legal clarity. Specify approved supports, mounting hardware, and the sequence of installation steps. Provide alternative configurations for different display contexts while preserving the artist’s intent. Outline responsibilities for de-installation and return, including condition checks and secure handover of materials. Include insurance and loan terms, transport documentation, and customs compliance. A rigorous protocol reduces ambiguity, protects lenders’ interests, and supports venues in meeting accreditation or funding requirements.
Training is the lever that converts a manual into confident action. Develop a structured onboarding program for new staff that covers object handling, packing, and emergency routines. Use hands-on practice, shadowing, and scenario-based drills to reinforce memory and reduce hesitation during live events. The manual should provide accessible training materials, including short videos and printable checklists. Encourage cross-venue exchange to share insights and adapt best practices. Post-tour evaluations should capture lessons learned, which can then be codified into updated templates, refining packing lists, codes, and contact procedures for subsequent tours.
Continuous improvement is the opposite of stagnation. Build feedback loops into every phase of a tour, from pre-pack to post-event debrief. Analyze near-misses and successful outcomes to identify system weaknesses and opportunities for simplification. Update documentation accordingly, and communicate changes to all partners through versioned releases. The most enduring touring manuals balance rigor with flexibility, providing stable standards while allowing venues to contribute local knowledge. In this ongoing process, the goal remains constant: preserve the work’s integrity, support staff competence, and deliver meaningful, safe experiences for audiences across all locations.
