AS2205

CREATIVE EXHIBIT PRODUCTION PROCESS 1

An exhibit is a great platform to showcase your best works as a creative designer. It is a place that can open
opportunities for you to get potential clients or potential work.

PROFESSIONAL PRACTICES IN PORTFOLIO AND EXHIBIT

We consider many professional guidelines, concepts, or best practices to ensure an organized and successful
art or creative exhibition event.

Conceptualization

Scheduling

Logistics
BMMA Exhibit

Budget

Sponsorship

Marketing

Health and Safety

Exhibit Management

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Theme

1.)

Conceptualization Curation

Entire Exhibit Flow

The first step in organizing your creative exhibit is to conceptualize how you want your event to look and how
it will turn out. The overall goals and objectives for staging your exhibit should be clear so that everyone
involved knows what will be the main focus.

• Theme. Since you need to set your goals and objectives for your exhibit event, you have to align them
with your theme. What is your exhibit event’s theme? You need to decide on that.

• Curation. Once you already have a theme, you select the best of the best artworks that are aligned or
relevant to your exhibit’s theme so you can display them at the event.

• Entire Exhibit Flow. Once you set the theme, you have already selected the best works relevant to
your theme; you can already visualize the flow of your exhibit event. You can now plan how your entire
exhibit would go.

Exhibit Dates and

Time

2.) Scheduling

Activities/Program

Part of your creative exhibit flow is the schedule and activities. You will not just display your work in your
venue and let your audience view or touch it; there must also be interaction; there should be audience
engagement. For your audience to get more interested in your exhibit, you need to create a schedule of your
activities.

• Exhibit Dates and Time. You need to decide on your preferred date and time for your exhibit.
However, there are some things to consider when choosing your exhibit date and time.

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Are the date and time relevant to your audience? For example, most people are busy working between
8 AM-5 PM, so it will be better to choose a schedule where your target audience is not busy.

Is your proposed schedule okay with the venue? This means that when you propose a date and time,
you need to coordinate it with your desired venue so that in case the venue is not available during
your desired schedule, at least you can make some adjustments.

Choose a date and time that will not be difficult for your target audience to attend. If your preferred
schedule will conflict with the availability of your target audience, then it has to be re-evaluated.

• Activities and Program. Since you will be hosting an art or creative exhibition. Create activities or
programs that can easily relate to your visitors. Give your audience learning activities.

For example, your exhibit is about Philippine Arts and Culture and showcases more traditional and
digital illustration than coming up with a drawing workshop or talks about your exhibit’s topic.

Venue

3.) Logistics Venue Set-Up

Materials and
Resources

Logistics in an exhibit production covers the venue, venue decoration, technical support, equipment, on-site
production management, safety and security, and all other materials needed to run a smooth event.

Venue. Venue selection represents one of the critical areas that should be addressed as a priority in making
decisions related to the staging of an event. Your venue choice then governs many of the other event planning
decisions that need to be made. Venue choice affects the event budget and finances, resources needed, and
the many critical details that will need to be worked through to successfully stage the event (Carter, 2012).

Research or ocular inspection is needed to know if your desired venue will fit your exhibit budget, if it’s
accessible to your desired audience, and the safety.

Venue Set-Up. When you run a multimedia or creative exhibit, a venue design should be added to make your
event more attractive to your attendees. So, you can decorate the venue according to the agreed style. But
before you put anything on the venue, ask permission from the venue personnel to put a certain decoration.
For example, if you need to put scotch tape on the wall, you first ask permission if you can do it.

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Materials and Resources. Depending on the type of exhibit theme you will have, make sure to have a checklist
of all the materials and resources needed for your event to make sure you will not miss out on anything.

Budget Plan
4.) Budget
Cash Flow

One of the important areas that require careful planning by the exhibit organizers. Exhibit events will have
costs that must be met to stage the event.

The budget plan is essential to help the organizers ensure that event costs are kept under control. The budget
is used to estimate event costs and identify event income sources. For this reason, detailed budgets must be
prepared for the event (Carter, 2012).

While the exhibit event is being organized, the cash flow should be monitored to ensure that there are still
enough funds to sustain the materials and resources needed to run the exhibit.

Getting Sponsors

5.) Sponsorship
Sponsorship
Letter

Negotiation with
Sponsors

Sponsorship is any contribution – in terms of cash or in-kind services from individuals, businesses, companies,
or organizations to help assist with the costs of staging an event. To be successful at sponsorship activity, you
must be specific about what you need and what you can offer the sponsor in return.

A sponsorship letter that specifies what is required and what will be offered in return should be drawn up to
be sent to potential sponsors.

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Once the letter is sent, where possible, you should try to arrange a meeting with the potential sponsor to
present your case for assistance and not depend only on the letter that was sent out.

Competition is fierce for sponsorship for events, and you have to try to personally sell your event to
potential sponsors to get the results you require.

Sponsorship will not be achieved solely based on a sponsorship letter that was mailed to an organization.
There will be a need to make a case for your event, with the potential sponsor, either on the phone or during
a meeting (Carter, 2012).

Exhibit Promotion
6.)
Marketing

Marketing Collaterals

Marketing your exhibit event is crucial because your event marketing and promotion will get the audience for
you. You will have an audience if they are aware that your event exists.

Exhibit Promotion. There are many avenues where you can promote your exhibit event. Nowadays, events
utilize the power of the online and social media communities to let people know that they will be having an
event.

The exhibit promotion is accompanied by well-designed marketing collaterals like social media posters or even
print posters to attract an audience. Nowadays, some organizers create a pre-exhibit engagement activity to
hype up the event.

Another way to promote the exhibit is through sponsorship. For example, you got a sponsorship agreement
with a media partner; let’s say When in Manila.com, they will advertise your event in return, you have to
mention them and put their logo in your marketing collaterals.

Security

7.) Health and Safety

Health Protocols

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For a smooth and organized exhibit, health and safety are a priority. When you start to look for a venue, you
inspect if they have enough security in that venue and within that area. Inspect also if there are fire exits in
the venue. Make sure you have the contact information of the emergency response team like the: Police
Station, Hospital, Red Cross, BFP (Bureau of Fire Protection), National Emergency Hotline, just in case
something happens.

Before
8.)

Exhibit
During
Management

After

Even if you have already got everything you need to run your exhibit, how you manage it before, during, and
after your exhibit would also make your event successful.

Before your exhibit day, or during the “ingress,” make sure that everything is set up, all your artworks are
properly mounted, have labels, and your checklist is already complete. Do a dry run, including the technical
check, before launching it. Coordinate with the venue first to ensure that you got the necessary permission
and assistance from them.

Before you open your doors during your exhibit day, have a call time with your team to meet and do briefings
on how to run the event during that exhibit day. Make it clear who is in charge in each area, like who will
welcome the guests, who will assist them or answer their inquiries, who will be the host, who oversees the
security, etc.

After your exhibit, have the courtesy to clean as you go in the venue. Make sure no damage was done in the
venue, or you might have to pay for it. Please do so if you need to settle anything with the venue like the
rent/payment. Make your “egress” as organized as possible. Meet with your team to evaluate the
performance of your exhibit and the opportunities so that it will help you do better next time in your next
exhibit.

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Sponsorship Letter Sample

*NOTE: This is only a sample sponsorship letter to serve as your reference or guide. Create your own version.

March 4, 2022

Christine Chan
General Manager, Gold Quest Inc.
123 Main Street
Manila, Philippines

Dear Ms. Chan:

Fresh Ideas is an organization with the largest pool of young creative professionals in the country focusing
on new media technology.

As we continue to push for the progress in providing exposure for the new breed of creative professionals
as well as provide service to the community in the different areas of our expertise, we will be holding our
exhibit and series of workshops on June 24 to 26, 2022 at SMX Convention Center, Manila.

We would like to invite you to be one of our sponsors for the event that we will be holding throughout the
the said dates. We firmly believe that your vast exposure to the thousands of individuals, such as young
professionals and recipients of our programs nationwide will provide benefit to us both and will likewise be
able to contribute to our common goal.

In this regard, we have several sponsorship packages which you can choose from that you can see
attached to this letter.

We are looking forward to your favorable response on this matter. Your support will definitely make this
year's event become successful. Thank you very much!

Respectfully yours,

Madonna Cruz
Marketing and Communications Officer
Fresh Ideas

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SPONSORSHIP PACKAGES

Major Sponsor Minor Sponsor Patron

Company name/logo Public
Placement in social media (i.e.
☑ ☑ ☑
Facebook, Instagram, Twitter,
posters, and
Public acknowledgment
in Events by the master of ☑ ☑ ☑
ceremonies
Company Name/Logo shall
☑ ☑
appear in travel banners
Video Presentation (Company
Name and Logo shall appear
☑ ☑
in video Presentations
produced)
Sales Booth (Company shall
have its own reserved space
☑
for own promotion/selling of its
products in the event venue)
Speaker Presentation (An
opportunity for the company to
present a speaker to ☑
promote/market their company
for 20 minutes

For questions, clarifications, or any concern with the sponsorship packages, you may contact us or
schedule a meeting or for a discussion via [email protected] or call 0917 1234567

Thank you.

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References

Roche, D. (2020). How to Get a Sponsorship: Non-Profit Edition. Tellwell Talent.

Birch, M. (2020). Community in a Box: How to Build Event-Driven Professional Communities. Mark Birch

Carter, L. (2012). Event Planning (2nd ed.). Author House.

Slater, R. (2012). The Guide to Event Management: A Guide to Setting Up, Planning, And Managing An Event Successfully. AUK Authors.

Sitapara, J. Events Sponsors and Sponsorship [Ebook]. Hubilo. Retrieved 22 February 2022, from.

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