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 last worked on, so a plan you are busy with stays in view. 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. An exhibition opens without losing the list, which stays beside you as a rail. Its cover is put together from its works, and in the record a click on any picture opens that artwork full screen.
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 Lead 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, 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 entries the show generated in the artists' CVs. Large shows load their works in pages.
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. Choose Exhibit and the exhibition opens with those works on it. The Works are a list, one per line with inventory number, artist, title, details, price and location; tick Confirmed as works move from considered to confirmed, and keep your own Order or sort by inventory number or year. 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. 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; with Add expense you book the exhibition's own costs — Shipping, Framing, Photography, Hospitality/Dinners or Other — with amount, 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. Under Include you choose All costs, Artwork costs only or Exhibition costs only.
Connections to other records
Loans and incoming works are handled as consignments (Consignments), transport as shipments (Shipments), and anything sold from the show as a sale (Holds & Sales). The calendar feed can put Exhibition runs into your calendar app.
Still using WrkLst Classic? This topic in the Classic documentation: Exhibitions