Annual Juried Exhibition Checklist

Six months before opening

Define the exhibition purpose, capacity, space, dates, budget, sales model, and success measures.
Choose a fixed-deadline, rolling, application, invitational, or hybrid intake model.
Confirm eligibility, fees and waivers, awards, commission, tax and insurance review, accessibility, rights, delivery, and return terms.
Recruit jurors and document honoraria, criteria, conflicts, recusal, identity visibility, ties, and final authority.
Assign staff roles for program, call editing, jury, communications, receiving, installation, sales, and finance.

Configure call fields, categories, fees, dates, redaction, jury rounds, notifications, and exports.
Use Brand & Identity to verify public organization details.
Test the entire artist and payment path on mobile and desktop.
Preview the juror experience and inspect redacted documents.
Publish the call with a clear time zone, waiver route, accommodation contact, decision date, and full cost.
Plan launch, reminder, partner, and member communications.

Monitor support, incomplete applications, payment failures, and accessibility requests without changing criteria midstream.
Close fixed-deadline intake or preserve a dated snapshot for rolling review.
Reconfirm juror conflicts and assignments.
Run triage, scoring, or ranking rounds under the published rules.
Record recusals, round transitions, ties, overrides, and final approval.

Verify acceptance, waitlist, and decline recipients before sending.
Track confirmation and withdrawal deadlines.
Use late-submission invitations for named replacements when appropriate; record reason and authority.
Finalize consignment, insurance, shipping, pickup, sale, refund, and settlement terms.
Schedule delivery appointments and receiving staff.
Begin exhibition site, campaign, press, event, and member-preview work.

Receive each object against its artwork ID and record condition, photos, custody, storage, and handling.
Assign works to spaces and locations. Multi-room Gallery Spaces V3 is implemented in controlled rollout, so planning access can vary.
Produce installation sheets and labels from reviewed public data. Labels Hub is implemented in controlled rollout; use the printing workflow enabled for your organization.
Test QR destinations, checkout, receipts, discounts, tax configuration, commission, and point-of-sale permissions.
Preview public pages and campaign recipients, then monitor send progress.

Record sales, refunds, fulfillment, condition changes, and custody.
At closing, compare outgoing condition, document pickup or shipping, and keep sold and unsold release paths separate.
Reconcile gross sales, discounts, tax, fees, commission, refunds, artist settlements, and outstanding exceptions.
Export required call, jury, communication, artwork, and payment evidence.
Survey artists, jurors, staff, members, and visitors; record changes for next year without merging the two years' records.