9 Common Checklists Used in Museums and Exhibitions

Exhibit Installation Checklist

An exhibit installation checklist is indispensable for the smooth setup and launch of both permanent and temporary exhibitions. This checklist encompasses a range of tasks that need to be meticulously followed to ensure the exhibit is presented flawlessly. Key items often include:

• Verification of Artefacts: Checking the condition of each artefact or artwork to ensure that it is in pristine condition before installation.
• Mounting and Display: Confirming the correct mounting methods and display techniques to prevent any potential damage or misrepresentation.
• Lighting and Environmental Controls: Ensuring that lighting is appropriate for the artefacts, and that temperature and humidity levels are regulated to protect delicate items.
• Signage and Labels: Verifying that all signage and labels are accurate, legible, and appropriately positioned to enhance visitor understanding.
• Accessibility Features: Confirming that the exhibit is accessible to all visitors, including those with disabilities.

Adhering to this checklist ensures that every exhibit is installed to the highest standards, providing a visually appealing and educational experience for visitors while protecting valuable collections.

Daily Operations Checklist

The daily operations checklist serves as a guide for museum staff to manage routine tasks efficiently. This checklist is vital for maintaining a smooth and enjoyable visitor experience on a day-to-day basis. Key components include:

• Opening Procedures: Ensuring that all entry points are unlocked, security systems are operational, and that the museum is prepared to welcome visitors.
• Cleaning and Maintenance: Checking that cleaning tasks are completed, including floors, restrooms, and exhibit areas, to maintain a hygienic and inviting environment.
• Security Checks: Verifying that security measures are in place, including alarm systems, surveillance cameras, and staff readiness.
• Visitor Services: Ensuring that information desks are staffed, brochures and maps are available, and that staff are prepared to assist visitors.
• Closing Procedures: Conducting final checks to secure the building, setting alarms, and ensuring that all artefacts and exhibits are properly secured.

By following this checklist, museums can ensure that they provide a consistently high level of service and maintain a welcoming atmosphere for all visitors.

Visitor Experience Checklist

A positive visitor experience is at the heart of a successful museum or exhibition. The visitor experience checklist helps to ensure that every aspect of the visitor journey is carefully managed. Key elements include:

• Facility Cleanliness: Regularly inspecting and cleaning all areas, including galleries, restrooms, and public spaces, to provide a pleasant environment.
• Staff Interaction: Ensuring that staff are approachable, knowledgeable, and trained to provide exceptional customer service.
• Accessibility Features: Checking that all accessibility features, such as ramps, elevators, and tactile signage, are functioning properly.
• Information and Signage: Verifying that informational materials are up-to-date and clearly visible, and that directional signage is easy to follow.
• Visitor Feedback: Implementing systems for collecting and reviewing visitor feedback to address any issues or areas for improvement.

By addressing these factors, museums can enhance the overall visitor experience, ensuring that guests leave with a positive impression and a desire to return.

Event Planning Checklist

Special events are a significant aspect of museum programming, and meticulous planning is essential for their success. The event planning checklist includes:

• Event Objectives: Clearly defining the purpose of the event, whether it is a lecture, workshop, or private function, and outlining goals and expectations.
• Venue Setup: Coordinating the layout and arrangement of the event space, including seating, audiovisual equipment, and decorations.
• Speaker and Performer Coordination: Confirming arrangements with speakers or performers, including schedules, technical requirements, and travel logistics.
• Catering and Refreshments: Organising food and beverage services, including menu selection, dietary considerations, and service arrangements.
• Ticketing and Registration: Managing ticket sales or RSVPs, and ensuring that registration systems are functioning smoothly.

Following this checklist ensures that every aspect of the event is covered, resulting in a well-organised and enjoyable experience for all participants.

Maintenance Checklist

Regular maintenance is crucial for the preservation of both the museum’s infrastructure and its collections. The maintenance checklist includes:

• HVAC Systems: Inspecting and servicing heating, ventilation, and air conditioning systems to ensure they are functioning correctly and maintaining appropriate climate conditions.
• Structural Inspections: Checking for any signs of wear or damage in the building’s structure, including walls, floors, and ceilings.
• Pest Control: Implementing and monitoring pest control measures to protect collections and maintain a clean environment.
• Equipment Maintenance: Ensuring that all museum equipment, from exhibit displays to office machinery, is in good working order.
• Emergency Repairs: Addressing any immediate repair needs to prevent further damage or disruption.

Adhering to this checklist helps to maintain the museum’s facilities in optimal condition, ensuring both the safety of visitors and the preservation of valuable artefacts.

Security Checklist

Security is paramount in safeguarding both the collections and the visitors. The security checklist covers:

• Surveillance Systems: Regularly checking the functionality of security cameras and other surveillance equipment to ensure comprehensive coverage.
• Alarm Systems: Verifying that alarm systems are operational and that any issues are promptly addressed.
• Staff Training: Ensuring that all security staff are properly trained in emergency procedures and familiar with security protocols.
• Access Controls: Monitoring and managing access to sensitive areas of the museum, including storage and conservation areas.
• Incident Reporting: Implementing systems for reporting and responding to security incidents or breaches.

Regularly updating and reviewing this checklist ensures that security measures are robust and effective, protecting both the museum’s assets and its visitors.

Collection Management Checklist

Effective collection management is vital for preserving and caring for museum holdings. The collection management checklist includes:

• Artefact Inspections: Regularly inspecting artefacts for signs of damage or deterioration and addressing any issues promptly.
• Inventory Management: Updating and maintaining accurate records of all items in the collection, including acquisitions, loans, and deaccessions.
• Storage Conditions: Ensuring that storage environments meet the required standards for temperature, humidity, and light to protect delicate items.
• Conservation Procedures: Implementing conservation techniques and treatments as needed to preserve artefacts for future generations.
• Documentation and Research: Maintaining thorough documentation and conducting research to support the care and interpretation of the collection.

By following this checklist, museums can ensure that their collections are well-maintained and preserved, allowing for continued research and public involvement.

Emergency Preparedness Checklist

Preparedness is crucial for ensuring safety in the event of an emergency. The emergency preparedness checklist includes:

• Emergency Procedures: Developing and regularly reviewing procedures for various types of emergencies, such as fires, medical incidents, and natural disasters.
• Staff Training: Providing training for staff on emergency procedures, including evacuation plans and first aid.
• Emergency Supplies: Ensuring that emergency supplies, such as first aid kits, fire extinguishers, and emergency contact information, are readily available and up-to-date.
• Drills and Simulations: Conducting regular drills and simulations to ensure that staff are familiar with emergency procedures and can respond effectively.
• Communication Plans: Establishing communication plans for notifying visitors and staff during emergencies and coordinating with emergency services.

By adhering to this checklist, museums can be well-prepared to handle emergencies, ensuring the safety of both visitors and staff.

Marketing and Promotion Checklist

Effective marketing and promotion are essential for attracting visitors and generating interest in exhibitions and events. The marketing and promotion checklist includes:

• Promotional Materials: Creating and distributing promotional materials, such as brochures, posters, and digital content, to raise awareness.
• Social Media Campaigns: Managing social media platforms to promote exhibitions, events, and other museum activities, and engaging with the audience.
• Media Relations: Coordinating with media outlets for press releases, interviews, and coverage of museum activities.
• Partnerships and Sponsorships: Developing partnerships and securing sponsorships to support marketing efforts and enhance visibility.
• Evaluation and Analytics: Monitoring the effectiveness of marketing strategies and analysing data to refine future campaigns.

By following this checklist, museums can effectively promote their offerings, attract a wider audience, and increase their impact within the community.

Conclusion

Checklists are fundamental tools for managing the complex and multifaceted operations of museums and exhibitions. They provide a structured approach to ensuring that every aspect, from exhibit installation to visitor experience, is carefully planned and executed. By diligently following these checklists, museums can maintain high standards of operation, deliver exceptional experiences, and continue to fulfil their mission of preserving and sharing cultural heritage. Regular review and updating of these checklists ensure that they remain relevant and effective, supporting the ongoing success and growth of the institution.