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.

Four to five months before opening

• 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.

Three months before opening

• 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.

Two months before opening

• 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.

One month before opening

• 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.

During and after the exhibition

• 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.