Managing Exhibitions in CatalogIt

CatalogIt provides several tools that can help museums and collecting organizations plan, organize, and track exhibitions. Whether you are creating an exhibition from objects in your permanent collection, coordinating incoming loans, or managing a traveling exhibition, CatalogIt enables you to keep exhibition information connected to the relevant records in your database.

Create an Exhibition Profile

The Exhibition Profile serves as the central record for your exhibition.

To create an Exhibition Profile:

1. Navigate to Profiles.
2. Select Exhibition.
3. Click + to create a new Profile.
4. Enter the exhibition details, including:
   • Exhibition Name
   • Description
   • Exhibition Number
   • Exhibition Dates
   • Exhibition Type
   • Exhibition Team Members
   • Status
   • Venue Information

The Exhibition Profile can be used to document and track important information related to the exhibition throughout its lifecycle.

Associate Objects with an Exhibition

Once your Exhibition Profile has been created, you can connect it to the objects that will be included in the exhibition.

To associate an object with an exhibition:

1. Open the desired Entry record.
2. Scroll to the Exhibition expansion panel.
3. Select the Exhibition Profile you created.
4. Save the Entry.

Repeat this process for each object included in the exhibition. (Alternatively, you can use Bulk Operations to select up to 50 entries to link to your Exhibition at one time. Here is a link describing how to use Bulk Operations.)

Because all related objects are connected to the same Exhibition Profile, you can easily view and manage the exhibition's contents from a single location.

Track Insurance Information

If your exhibition includes borrowed objects, traveling venues, or other items that are likely to have insurance requirements, you can use an Insurance Profile to store and organize insurance documentation.

Insurance Profiles can be used to track and store:

• Insurance policies
• Certificates of insurance
• Coverage information
• Related documentation

Attach the appropriate Insurance Profile to the applicable Entry records to keep insurance information connected to the objects it covers.

Document Condition and Conservation Activities

CatalogIt provides dedicated tools for documenting object care throughout the exhibition process.

Condition Reports

Use the Condition expansion panel within an Entry record to document the condition of an object before, during, or after an exhibition.

Conservation Tracking

Use the Conservation expansion panel to record treatments, required conservation work, and conservation history related to exhibition preparation.

Learn more about the Condition and Conservation expansion panels here.

Record Shipping and Packing Requirements

The Shipping expansion panel can be used to document transportation and handling requirements for exhibition objects.

Shipping records may include:

• Packing instructions
• Crating requirements
• Shipping container information
• Transportation notes

This information helps ensure consistent handling and preparation of exhibition objects.

Use Folders During Exhibition Planning

If you are still developing an exhibition concept, a Folder can be a useful planning tool.

To create a preliminary exhibition checklist:

1. Create a new Folder.
2. Add objects you are considering for inclusion.
3. Review and refine the contents with your team or committee.
4. Once the exhibition is finalized, associate the selected objects with an Exhibition Profile.

Folders provide a simple way to organize and evaluate potential exhibition objects before creating formal exhibition records.

Share an Exhibition Through the HUB

After organizing your exhibition records, you may choose to publish selected content to the HUB.

Publishing exhibition objects to the HUB allows you to:

• Create a public-facing exhibition experience
• Share additional object information online
• Extend access to visitors after an exhibition closes
• Make exhibition content available to remote audiences

For more information, see our HUB documentation.

Video Resource- Managing Exhibitions