The Exhibitions module in Art Center Canvas allows you to manage art exhibitions, from collecting artwork to processing sales and reporting successes. This guide covers the entire workflow, including setting up the framework, artist intake, exhibition management, and sales. --- ## **1. Set up Your Framework** Before starting, plan your exhibition by considering the following: ### **Key Considerations**: - **Exhibition Dates**: Have your calendar ready for key dates such as intake, exhibition opening/closing, and sales reporting. - **Juried or Non-Juried**: Decide if the exhibition will be juried (requiring approvals for entry). - **Fees and GL Codes**: - Determine entrance fees (if applicable). - Assign General Ledger (GL) codes for entrance fees and artwork sales. - **Entry Limits**: Set the number of artworks allowed per participant. - **Required Fields**: Be prepared to complete all required fields on the setup screen. ### **Steps to Set Up**: 1. Navigate to **+ > Exhibitions** from the top navigation bar. 2. On the **Exhibitions Main Page**, click the **Create New Exhibit** button. 3. Complete all required fields on the setup screen. ### **Key Fields**: |**Field**|**Description**| |---|---| |Exhibition Name|The title of your exhibition.| |Intake Start/End Date|The window for collecting artwork.| |Exhibit Dates|The official start and end dates of the exhibition.| |Fees and GL Codes|Specify entry fees and related GL codes.| |Juried/Non-Juried|Indicate if entries require approval before acceptance.| 4. Click **Save** to create the exhibition. --- ## **2a. Intake - Collecting Work for the Exhibition** After creating the exhibition, begin the intake process to collect artworks. 1. Go to the **Exhibitions Main Page** and click the **Intake** link next to your exhibition. 2. Use the search box to find an artist by entering their last name. A list of matches will appear if the artist is flagged as a **Vendor/Artist**. ### **Artist Not Found?** - Use **Quick Search** or the **Community** tab to perform a detailed search. - If the artist is not in the system, add them to an existing household or create a new one. ### **Flagging an Artist**: 1. Go to the artist’s **Participant Page**. 2. Click **Edit** and check the **Artist/Vendor** box at the bottom of the screen. 3. Enter a unique **Consignor Code** and their commission percentage. 4. Click **Save & Return**. ### **Entering Artwork Details**: 1. On the artist’s **Participant Page**, click the **Enter Show** link. 2. Fill in the **Show Entry Input** fields for each piece: - Title, Medium, Dimensions, Price, etc. 3. Click **Add Entry** after each artwork. ### **Payment Collection**: 1. After entering all pieces, click **Checkout** to collect entry fees. 2. Confirm the shopping cart details and click **Submit**. 3. Print or email the receipt. ## **2b. Submitting Entries from the Storefront** In addition to managing exhibitions through the backend, Art Center Canvas allows users to submit entries for exhibitions directly from the storefront. This process is ideal for organizations that wish to streamline submissions for non-juried or juried shows. ### **Steps for Submitting Entries**: 1. **Locate the Exhibition in the storefront**: - Sign in and Click "Submit Entry" 1. **Add Entry Details**: - Participants will provide required details, such as: - Artwork Title - Medium - Dimensions - Price - Any additional information as defined during the Sales Item setup. 3. **Add to Cart**: - After completing the form, click **Add to Cart**. 4. **Multiple Submissions** (if enabled): - If multiple submissions are allowed, participants can click **Add Another Entry** in the cart. - This allows them to submit additional entries at the defined rate. 5. **Submit the Cart**: - Complete the checkout process, including payment for entry fees. - A confirmation email receipt will be sent to the participant. --- ## **2. Managing Accepted Entries** Entries marked as **Accepted** during the jurying process will display publicly in the **Entry Data Page**. ### **Key Details**: - **Public Display**: - Accepted entries are visible on the exhibition’s public page. - These entries include details such as the title, medium, and artist information. - **Link to Sales Items**: - If the entry is also marked as published, a **Buy Now** or similar link will appear on the public page, allowing visitors to purchase the accepted artwork directly from the Shop. The item will also be listed on the main shop page. --- ## **3. Best Practices for Storefront Submissions** - **Ensure Visibility**: - During the setup process, make sure the Sales Item for exhibition submissions is marked as **Show on Web**. - **Define Submission Limits**: - Set the maximum number of entries allowed during the exhibition configuration. - **Clear Instructions**: - Use the item description to provide participants with clear guidelines on submission requirements. - **Monitor Submissions**: - Regularly review entries submitted through the storefront in the **Exhibition Management** module. --- ## **3. Managing Your Exhibition** Navigate to the **Manage** link next to your exhibition on the **Exhibitions Main Page** to oversee the exhibition. ### **Key Functions**: |**Button**|**Description**| |---|---| |**Entry List**|View and manage the list of entered artworks.| |**Edit Framework**|Update exhibition details (e.g., dates, jurying status).| |**Acceptance Audit**|Check accepted entries and print related lists.| |**Catalog**|Print an exhibition catalog after finalizing all entries and corrections.| ### **Juried Exhibitions**: - Use the **Accepted** checkbox for artworks that make it into the exhibit. - The status of the artwork will update from **Entry** to **Available**, making it ready for sale. --- ## **4. Sell Exhibition Artworks** As soon as an artwork's status is **Available**, it is ready to sell through the Canvas sales system, just mark the sales item as "Show on Web" to true. ---