# Exhibitions > Keep track of exhibitions in WrkLst — gallery exhibitions, art fairs and any other kind of exhibition project — from the first checklist to the sales report and the costs. Source: https://support.wrklst.art/exhibitions/exhibitions Language: en **Keep track of exhibitions in WrkLst — gallery exhibitions, art fairs and any other kind of exhibition project — from the first checklist to the sales report and the costs.** This article describes WrkLst 10.
## The exhibitions list **Exhibitions** shows your shows as cards in the **Grid view** or as a **Table view**, sorted by title or date. The list runs by the date a show starts, newest first; a show whose dates are still **Dates TBC** takes the place of the day it was created, so it keeps its place in the programme. Filter by **Kind** — **Solo**, **Two person** or **Group** — by **When**, by **Venue type** — **Institution**, **Gallery**, **Fair** or **Other** — and switch on **At our Locations** for shows at your own spaces — with only your headquarters set up, the switch carries its name: **At … only**. An exhibition opens without losing the list, which stays beside you as a rail. Its cover is its first installation shot or, if it has none, is put together from its works; in the record a click on a picture in the cover opens it full screen. ![The exhibitions list: 1 Search exhibitions · 2 Filter · 3 Table view · 4 Add exhibition](/media/64738796-en-exhibitions-overview.jpg) *The exhibitions list: 1 Search exhibitions · 2 Filter · 3 Table view · 4 Add exhibition* ## What an exhibition record holds An exhibition brings together everything about a show in one place. Under **Venues** you record the venue, its **Venue type**, the **Exhibition dates** with their **Accuracy** — full date, month and year, or year — and whether the show is **Ongoing** or its dates are still to be confirmed; a show with several venues is marked as travelling. The record carries the **Artists** with a **Main artist**, a **Caption** generated from title and dates that you can customise, **Installation shots** with their photo credit, **Documents**, the **Press release**, linked **Contacts** with their roles — **Counts as** says whether a role is that of a **Curator**, **Director**, **Registrar**, **Press** or **Other**, and **From the role** lets WrkLst read it from the role you typed, which is how Opportunities finds an artist's curators — **Tags**, **Timeline** entries and a **Provenance** entry that writes an exhibition line onto its works. Loans and transport are linked under **Consignments** and **Shipments**, and **Linked biography items** shows the lines in the artists' biographies that are linked to the show. Large shows load their works in pages. The **Leads** section lists the leads linked to the show — a fair's enquiries, for example — and **New lead** adds one that is already linked to it. If your account has a WrkLst website, the **Website** section lists the pages that show the exhibition and lets you **Hide from the website** or **Feature on the website**. **Campaigns** lists the letters and invitations sent for the show, an invitation with how many are attending, have declined or have not replied; **New invitation** starts an invitation with replies (RSVP) already linked to the show — see [RSVP campaigns: invitations with replies](/outreach/rsvp-campaigns-invitations-with-replies). Below the leads, **Suggested** proposes people to invite or write to for the show, and its **Dinner list** puts together the guests for the show's dinner — see [Opportunities: whom to contact next](/leads/opportunities-whom-to-contact-next). ![An exhibition record: 1 Edit exhibition · 2 Share / export as · 3 More actions](/media/ed80b7ab-en-exhibition-detail.jpg) *An exhibition record: 1 Edit exhibition · 2 Share / export as · 3 More actions* Years later the record is still there, which is the point — a show you can reconstruct is a show you can cite, insure and publish. ## Building the checklist Checklists usually start as a filtered view or a basket selection of works — see [Works: inventories, filter and search, views and the basket](/works/inventory-filter-search-feature-and-selections-tool). Choose **Exhibit** and the exhibition opens with those works on it; the **⋯** beside **Exhibit** offers **Add to an existing exhibition** instead. In the record, the **Works** are a list, one per line with inventory number, artist, title, details, price and location — or cards or a grid, if you prefer. Every work you add arrives **Confirmed**: in the form, clear the tick for works that are still only being considered, and keep your own **Order** or sort by inventory number or year. Under **Location** in the form, set the **Exhibition location** and the **Location after exhibition** with their **From date**, so the works' whereabouts stay right while they hang and after the show. Creating and editing happen on the same screen as the exhibition, and WrkLst warns you if a colleague is editing the same show. ## Sales report An exhibition shows what it actually sold: the total, how much each colleague sold, and every sold work with its buyer and invoice. Under **Sales by facilitator**, unfold a facilitator to see their sales with picture, client, invoice and payment status; one click opens the sale. A bar shows where every work stands — sold, donated, gifted, on hold, offered, available, not available — by **Works** or by **Value**. A sold work counts its value as in Reports & Analytics: its price without VAT and after discounts, without shipping or additional costs. The report counts the sales of the show's works from its start date on — the first dated venue, or the day the exhibition was created — whether or not a work is marked **Confirmed**. In the **Value** view, works sold before that start date have no figure and are counted apart as **Sold earlier: n**; **No figure: n** counts only works that have no price or whose sale the report cannot see. Your own sales, external sales and **Donations & gifts** are kept in separate groups; donations and gifts are valued at the work's list price. A work that came back or was resold no longer counts, so a work on the wall is never reported as sold. The report is shown to everyone who may see sales reports. ## Production & expenses Expand **Production & expenses** to see what the show cost. The production and framing costs of the works are summed and grouped **By payer** or **By work**; in the exhibition's form, **Add expense** under **Production & expenses** books the exhibition's own costs — **Production**, **Framing**, **Shipping**, **Photography**, **Hospitality/Dinners** or **Other** — with amount, currency, date, description and **Paid by**. The report shows **Artwork costs**, **Exhibition costs** and the total. **Download PDF** gives a dated document headed with your gallery's name and address, grouped by payer, ready for your accountant; **Download spreadsheet** gives one row per entry. Both sit behind the **Download** button; when the show has both artwork costs and costs of its own, **Include** lets you choose **All costs**, **Artwork costs only** or **Exhibition costs only**. The panel is shown to everyone who may see the values of works. ## Connections to other records **Share the whole selection** in the list's toolbar turns every exhibition the filter matches into one document from one of your templates — the number on the button says how many it will include; it arrives in your Downloads. Loans and incoming works are handled as consignments ([Consignments](/consignments/consignments)), transport as shipments ([Shipments](/shipments/shipments)), and anything sold from the show as a sale ([Holds & Sales](/holds-sales/holds-sales)). The [calendar feed](/settings/calendar-feed-your-wrklst-dates-in-your-calendar) can put **Exhibition runs** into your calendar app. **Still using WrkLst Classic?** This topic in the Classic documentation: [Exhibitions](/wrklst-classic/classic-exhibitions) ## Related articles * [Consignments](/consignments/consignments) * [Shipments](/shipments/shipments) * [Biographies](/biographies/biographies) * [Timeline](/timeline/timeline) * [Leads: follow every enquiry from first contact to sale](/leads/leads) * [Opportunities: whom to contact next](/leads/opportunities-whom-to-contact-next) * [RSVP campaigns: invitations with replies](/outreach/rsvp-campaigns-invitations-with-replies) * [Works, artists and exhibitions on your website](/website/works-artists-and-exhibitions-on-your-website) * [Reports & Analytics](/reports-analytics/reports-analytics)