2. Logistics of a Schlesinger Exhibition

a. How exhibitions are chosen

I'll need guidance from someone on this one who has a bigger-picture/administrative view–I'm not sure how it happens and how far ahead curators/topics for exhibitions are chosen, and how much they are usually tied to current events/anniversaries/incoming collections/areas of collecting focus/etc. Can anyone propose an exhibition/be a curator, or are there limitations?

For a list of past exhibitions, see the Appendices of this manual.

b. General timeline/lifecycle of a Schlesinger exhibition

The Schlesinger Library typically mounts two extensive exhibitions per year, one running from April to early October and the other from early November through early March. There are about three weeks between one exhibition coming down and the next one officially opening to the public. Once an exhibit proposal has been established, work on upcoming exhibitions starts about a year before installation. Here are some major milestones in the exhibition timeline (rough/ideal):

I would like to get Jen Birkett to review this list and see if this seems correct/if these are the right things to include here (I based in on her documentation but it's a little rough).

c. Who is involved in Schlesinger exhibitions

Exhibition Curator - The Curator may be a member of Library staff but is often a noted subject-area expert from outside Schlesinger who has some connection to the Library. The Curator leads exhibition conceptualization and development and item selection, and writes the narrative text for the exhibition. More specifically, their responsibilities include:

• Researching and developing the overall exhibition concept
• Drafting exhibition texts including the proposal, outline, introductory text, wall and case section/chat texts, and other material as needed
• Leading collections research and item selection with Content and Collection Specialists and Registrar
• Working with the committee to conceptualize the digital exhibition
• Advising the production and conservation team on the final layout of the exhibition displays
• Proposing and leading the virtual exhibition opening event/panel
• Serving as the overall spokesperson/figurehead for the exhibition

From the Library

Content and Collection Specialist - The Content and Collection Specialist is a member of Library staff who is well-versed in the available materials and supports the Curator in exhibition development and item selection. Depending on the exhibition, there may be more than one Content and Collection Specialist on the committee and/or the Registrar may serve in this role in addition to their other duties. The Content and Collection Specialist's responsibilities include:

• Working with Curator to research and pull potential items
• Participating in item selection and layout process
• Prepping items for imaging/digitization including being present while items are photographed
• Working with Registrar to track items, including materials from outside repositories
• Troubleshooting inquiries from conservation and design teams
• Advising Registrar on creation of item-level labels
• Working with design/project management team and Communications to finalize digital exhibition on HRI website
• Reviewing and fact checking exhibition texts with support from Registrar

Registrar - The Registrar is a Schlesinger staff member who maintains the records and checklist of exhibition materials throughout the process of the exhibition in addition to assisting on other key tasks. Their responsibilities include:

• Populating and maintaining the checklist, including providing identifying information for the objects, such as dimensions, type of material, collection and box location, etc.
• Creating naming conventions for checklist and applying for all digitized items
• Creating item-level labels based on the checklist
• Pulling and tracking items during selection process, imaging/photography, and exhibition, including items from outside repositories
• Storing and organizing items for access by the Conservator and other committee members
• Reviewing and fact checking exhibition texts with the Content and Collection Specialist
• Refiling items after deinstallation

Conservator/Conservation Team - The Conservation Team (librarians from Weissman Preservation Center) provides recommendations on the safe display of original collection items including handling, gallery layout, and display. They also fabricate bespoke supports and display tools and do the work of installing/deinstalling the collections items. Their responsibilities include:

• Attending item selection meetings
• Providing recommendations on whether and how original items can be used*
• Reviewing items selected for display and providing notes in the registry about condition, dimensions, light level recommendations, and (as needed) proposed treatment, treatment hours, or reproduction recommendations
• Offering handling guidelines to Schlesinger staff assisting with item photography/digitization
• Designing and preparing custom supports for exhibition items
• Matting and framing collection items in cooperation with Design Team
• Installing exhibition items
• Deinstalling exhibition items, including unframing
• Coordinating the return of collection items with Registrar
• Monitoring temperature, humidity, and light levels in Poorvu Gallery, making recommendations for any changes to the Head of Manuscripts

* Any committee disagreements about whether an individual original item should be used will be resolved through consultation with Head of Manuscripts or Head of Published and Printed Materials, depending on the type of item.

Executive Assistant, Schlesinger Library - The Executive Assistant supports communication, coordinates the gallery space when exhibitions are up, and manages the tour experience. Their responsibilities include:

• Ensuring effective communication flow between the committee and library leadership during the planning process
• Responsibility for the day-to-day operations of the space once the exhibition is up
• Communicating with the production staff as problems arise during the exhibition's on-view period
• Managing tours of the exhibition, including coordinating with the curator to develop a script, training student guides, giving tours as needed, and coordinating group tours

From Harvard Radcliffe Institute

HRI Curator of Exhibitions - The HRI Curator of Exhibitions oversees exhibitions across Radcliffe and maintains best practices in exhibition conceptualization, design, and visitor experience. Their responsibilities include:

• Setting schedules for exhibition calendar and turnovers, coordinating with content and conservation teams and other stakeholders around the Institute
• Providing presentations on gallery elements and design options to the content team and facilitating the process of creative a cohesive design plan
• Advising on exhibition object choices and layouts using best practices
• Working with the Communications team and the committee to ensure poster and other materials are developed in a timely manner
• Overseeing development of the exhibition design including layout, color palette, and text
• Managing exhibition installation with the Gallery Coordinator and content team as needed
• Documenting the process used for the exhibition and gathering links to media stories generated by it
• Providing a report and review of the exhibition for internal HRI reporting purposes
• Working with Schlesinger Library leadership to establish a workable maintenance plan for the Poorvu Gallery

Project Manager - The Project Manager oversees the processes of exhibition-making by maintaining milestones and tracking conceptualization and production. Their responsibilities include:

• Coordinating dates and spaces for the exhibition
• Developing and monitoring the exhibition workflow and schedule
• Developing and submitting a budget for the exhibition, monitoring expenses, and ensuring that the project is delivered within those limits
• Facilitating cross-departmental communication and ensuring that appropriate staff around the Institute are consulted or advised as needed
• Coordinating the hiring and payment process for external curators and student research assistants
• Creating and sharing administrative materials including draft templates, text and layout guidelines, and team roles
• Ensuring that documents related to the exhibition are stored and organized in accessible ways
• Coordinating regular meetings of the committee including setting dates, drafting agendas, and taking and distributing notes
• Coordinating with Communications on the exhibitions web presence, printed poster, press kit, and outreach plan for exhibition and related events
• Ensuring that the exhibition text is developed on time and copy edited/proofed before display on the web and in the gallery
• Coordinating development of exhibition programming with the committee, Library leadership, and Academic Venture & Engagement staff
• Keep records of visitors to the exhibition and related programs and upload this information to Salesforce

Gallery Coordinator - The Gallery Coordinator conceptualizes the exhibition design and carries out exhibition production and installation. Their responsibilities include:

• Developing draft layout, color palette, and text designs for review and approval
• Purchasing materials for the exhibition including rights to outside images
• Developing, designing, and coordinating the production of text, image reproductions, and objects for the exhibition
• Producing or contracting for A/V elements of exhibition
• Coordinating the work of external vendors supporting the exhibition production and installation process including painters, photographers, A/V producers, and framers
• Communicating with the HRI Facilities team to coordinate external vendors, space, and equipment issues
• Completing the production and installation of A/V equipment, mounts, frames, wall treatments, text panels, and handouts
• Placing reproduced materials in cases, on walls, and in frames during the exhibition installation
• Placing and mounting exhibition labels
• Providing support for deinstallation including access to cases
• Identifying any ongoing maintenance needs for gallery space and informing the Curator of Exhibitions

Student Assistants/Interns - In the past, some committees have included student assistants to help with particular aspects of the exhibition. This is optional.

d. Committee communication and documentation

Most major committee communication will be handled by the Project Manager. The Project Manager is also responsible for relaying information between the different groups of stakeholders at the Library and HRI. They create and manage key documents such as the planning document (which includes team meeting agendas and notes), design proposal, and exhibit tasks list.

The Project Manager also works with the Library committee staff to manage drafts of the exhibit texts and works with the Registrar on the registry/checklist document.

All exhibitions get their own folder on the RIAS-Schlesinger Exhibitions SharePoint site, which is where all shared files should live. This includes exhibition texts, images, and documentation.