When you schedule an exhibition, you receive a complete package: a ready-to-install product, scheduling and shipping management, full press materials, public program access, interpretive and gallery materials, and the commitment of our staff Envoys to help you in any way needed to ensure a successful booking and public experience.
Who hosts Exhibit Envoy’s exhibitions?
Museums, libraries, cultural centers, nature centers, schools, colleges, and other locations across the United States host Envoy exhibits; since 1988, more than 250 cultural organizations have hosted our exhibitions. We specialize in offering exhibitions that work for small and untraditional spaces. Because we started as part of California’s state humanities council, many of our hosts are located in California. However, any host in the United States may book an Envoy exhibit!
What types of exhibitions does Exhibits Envoy offer?
We create exhibitions with two audiences in mind: you and your community. Our exhibitions include art, history, culture, and natural history content. These exhibitions come in all shapes and sizes and may include 3-D and framed art, artifacts, hands-on components, text panels, and audio and video components. We offer a variety of exhibition choices—from simple banner shows that you can augment with your own collections to full-scale original contemporary art shows.
Specs, Fees, & Requirements
How long are the rental periods?
Typically, exhibits are rented for 8 weeks, but we can accommodate bookings for 4 weeks and longer. Suggested booking dates are listed at the bottom of each exhibit’s page; however, we are happy to work with you to set a booking that fits within your schedule.
If you would like to rent an exhibit for more than 6 months, contact us to discuss licensing options for your own semi-permanent installation.
How big are the exhibitions?
Exhibit Envoy specializes in exhibits for small and medium-sized gallery spaces. Shows range in size from 500 to 2,000 square feet, or from 40 to 250 linear feet.
What are the requirements to host an exhibition?
Environmental and Security Requirements for exhibitions vary, depending on its size and content. They range from Limited to Moderate to High Level procedures. For exhibitions with Moderate or High security requirements, we ask for host venues to complete and submit a short Facility Report, modified from AAM’s report. While Exhibit Envoy insures all of our traveling exhibitions door to door, we request that host venues submit a Certificate of Insurance.
We also require host venues to submit a Final Report within 30 days of the exhibit’s close. This report details your exhibition experience, programming, and attendance stats.
What are the rental fees?
We provide a broad fee structure for exhibitions that makes it easy on you and your budget. Exhibit Envoy’s rental fees range from $350 to $5,000 + shipping per booking. We typically require a 25% deposit to secure your booking. The balance of the fee is invoiced approximately 30 days prior to the exhibit’s opening.
Shipping fees are not included in the rental fee. Host venues must pay their own inbound shipping costs, but outbound fees may be waived if another venue has booked the show after you, or if you are willing to store the exhibition until the next booking. Shipping fees are billed directly from the shipping company.
What do I receive for my rental fee?
You receive a complete package: a ready-to-install product, full press materials, public program access, interpretive and gallery materials, and the commitment of our staff to assist you in any way to ensure a successful booking and public experience.
How do I book an exhibition?
Booking through Exhibit Envoy is easy! First, browse our list of current exhibitions. Next, contact us with your preferred exhibit name and booking dates. An Envoy representative will respond quickly to confirm your booking dates. You’ll also receive an Exhibition Rental Contract and an invoice for a 25% deposit to secure your booking.
How does Exhibit Envoy help with my booking?
We work with you to ensure an easy booking experience and a successful showing at your site. From your first call or email to the day the exhibition is shipped out, we are here to answer all your questions. Our host service includes a straightforward booking process, access to marketing and programming information, a comprehensive exhibition manual and installation instructions, and easy to follow shipping instructions.
How is shipping coordinated?
While our banner exhibits ship via FedEx or UPS, most Envoy exhibits are crated and ship by van line. A staff Envoy will help you coordinate shipping the exhibit to and from your venue. We coordinate shipping for most exhibits through Champagne Logistics, an agent of STI, who has been working with Exhibit Envoy to the highest standards since 1988.
If you choose to do so, you may coordinate your own inbound shipping. We require that your chosen company is licensed, bonded, and insured. The vehicle must be air ride. Straps or cargo bars to secure the crates during transit are preferred. A climate-controlled truck may be required for some exhibits. You must notify Exhibit Envoy of the company you select and provide all shipping details including the company name, company contact information, and pick-up/delivery dates of the shipment.
What are the shipping fees?
Shipping costs are paid for by the host venue, and fees are billed directly from the shippers. Shipping fees are not included in the rental fee. This includes inbound and outbound fees, unless there is a venue following yours OR unless you are able to securely store the exhibit until the next booking; then, you pay inbound only. Many host venues consider the current schedule when booking to ensure that their outbound fees will be waived (as the next host venue will cover their own inbound costs).
How do I propose an exhibit for tour through Envoy?
We ask our host venues to weigh in on exhibits that have been proposed for travel 2 to 4 times per year. Based on our venues’ interest, we determine if a partnership would be feasible. To be included in our next proposal cycle, please complete and submit this proposal application. An Envoy representative will confirm receipt of the application, and will let you know when our next proposal survey is expected to be released.
If we haven’t answered all your questions here, please contact us. Our goal is to make the process as easy as possible, and are happy to work with you to satisfy any non-profit, city, county, and university systems that may be hard to navigate. We are here to help!