Heratio Help Center article. Category: Exhibitions.

Exhibition Management

User Guide

Plan, organize, and manage exhibitions from concept to closing, including object selection, storyline creation, and event scheduling.

Overview

Key Features

• WHAT YOU CAN DO
• • Create and manage exhibition records
• • Track exhibition through lifecycle stages
• • Select and place objects from your collection
• • Create sections to organize gallery spaces
• • Build storylines and narrative tours
• • Schedule public and private events
• • Track tasks with checklists
• • Generate object lists for installation
• • Manage venues and gallery spaces

How to Access

Exhibition Dashboard

The dashboard provides a quick overview of all exhibition activity:

Creating an Exhibition

Step 1: Basic Information

Go to Exhibitions --> Create Exhibition

• NEW EXHIBITION
• Title*: [__________________________]
• Subtitle: [__________________________]
• Type: [Temporary Exhibition v]
• • Permanent
• • Temporary
• • Traveling
• • Online/Virtual
• • Pop-up
• Description: [__________________________]
• [__________________________]
• [__________________________]
• Theme: [__________________________]

Step 2: Dates and Venue

• SCHEDULE & LOCATION
• Planning Start: [2026-01-15]
• Opening Date: [2026-06-01]
• Closing Date: [2026-09-30]
• Venue: [Main Gallery v]
• or
• External Venue: [__________________________]
• Address: [__________________________]
• City: [__________________________]

Step 3: Team and Budget

• ORGANIZATION
• Curator: [__________________________]
• Organized by: [__________________________]
• Project Code: [__________________________]
• Budget: [____________] [ZAR v]
• Notes: [__________________________]
• [__________________________]
• [Cancel] [Save Exhibition]

Exhibition Status Workflow

Exhibitions progress through defined stages:

Changing Status

1. Open the exhibition detail page
2. Valid status transitions appear as buttons
3. Click the desired transition
4. Optionally add a reason for the change

Current Status: [PLANNING]

Available Transitions:
  [Return to Concept]  [Begin Preparation]  [Cancel Exhibition]

Managing Exhibition Objects

Adding Objects

1. Go to exhibition --> Objects tab
2. Click Add Object
3. Search for objects by identifier or title

Object Placement Details

When adding or editing an object in the exhibition:

Object Placement

• Section: [Gallery A - Introduction v]
• Display Position: [West Wall, Position 3 ]
• Display Order: [3]
• -- Loan Information --
• Requires Loan: [x]
• Lender: [National Museum ]
• -- Display Requirements --
• Display Case: [x] Required
• Special Mount: [ ] Required
• Special Lighting: [x] Required
• Max Lux Level: [50]
• -- Insurance --
• Insurance Value: [250000] ZAR
• -- Labels --
• Label Text: [________________________]
• Credits: [________________________]

Object Statuses

Track objects through the exhibition process:

Exhibition Sections

Organize your exhibition space into logical sections.

Creating Sections

1. Go to exhibition --> Sections tab
2. Click Add Section

• NEW SECTION
• Title*: [Introduction ]
• Subtitle: [Welcome to the Exhibition ]
• Section Type: [Gallery v]
• • Gallery
• • Room
• • Alcove
• • Corridor
• • Outdoor
• • Virtual
• Gallery Name: [Gallery A ]
• Floor Level: [Ground Floor ]
• Square Meters: [45 ]
• Theme: [Setting the Scene ]
• Color Scheme: [Neutral tones ]
• Narrative: [________________________]
• [This section introduces...]

Section Order

Drag and drop sections to reorder them, or specify display order numbers.

Storylines and Narratives

Create guided tours or thematic paths through your exhibition.

Storyline Types

Creating a Storyline

1. Go to exhibition --> Storylines tab
2. Click Create Storyline

• NEW STORYLINE
• Title*: [Highlights Tour ]
• Type: [Highlights v]
• Target Audience: [General v]
• • General
• • Children
• • Students
• • Specialists
• • All
• Duration: [30] minutes
• Primary: [x] This is the main storyline
• Introduction: [________________________]

Adding Stops to a Storyline

Link exhibition objects to create a tour path:

Events Management

Schedule events associated with your exhibition.

Event Types

Creating an Event

• NEW EVENT
• Title*: [Curator's Talk: Behind the Scenes]
• Type: [Lecture v]
• Date*: [2026-06-15]
• Start Time: [14:00]
• End Time: [15:30]
• Location: [Auditorium ]
• Max Attendees: [50]
• Registration: [x] Required
• Free Event: [ ]
• Ticket Price: [50] ZAR
• Presenter: [Dr. Jane Smith ]
• Description: [________________________]

Checklists

Track tasks throughout the exhibition lifecycle.

Checklist Types

Checklists are organized by exhibition phase:

Using Checklists

CHECKLIST: Installation (Progress: 75%)

• Install display furniture John, Jan 15
• Set lighting Mary, Jan 16
• Install objects - Gallery A John, Jan 17
• Install objects - Gallery B John, Jan 18
• Complete condition reports -- Assigned: Mary
• Install labels and graphics Sue, Jan 19
• Test AV equipment -- Assigned: Tom
• Security walkthrough -- Not started
• Progress: [================= ] 75%
• [+ Add Task]

Object List Report

Generate a comprehensive list of all objects for installation planning.

Generating the Report

1. Go to exhibition --> Object List tab
2. Click Generate Report
3. Choose format: Screen view, CSV, or Print

Common Tasks

Finding an Exhibition

1. Go to Exhibitions --> Browse
2. Use filters:
   • Status (Open, Planning, etc.)
   • Type (Temporary, Permanent, etc.)
   • Year
   • Search by title/theme

Extending an Exhibition

1. Open the exhibition
2. Edit the closing date
3. Update status if needed (e.g., from Closing back to Open)

Canceling an Exhibition

1. Open the exhibition
2. Click Cancel Exhibition
3. Provide a reason for cancellation
4. Objects will be released

Tips and Best Practices

Need Help?

• Check the exhibition workflow diagram
• Review checklist templates for guidance
• Contact your system administrator for technical support

Part of the Heratio AHG Framework