Warwick District Council Arts Section: Exhibitions & Displays Policy

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This policy was adopted on July 2026 and will be reviewed in July 2031

Context

Leamington Spa Art Gallery & Museum, located within the Royal Pump Rooms, is part of the Arts Service at Warwick District Council. It welcomes approximately 134,000 visitors annually.  Priority audiences are:

1. The residents of Warwick District including, Royal Leamington Spa, Warwick, Kenilworth, Whitnash and the surrounding rural areas / villages. Approximately 46% of the Leamington Spa Art Gallery & Museum audience is based within the district.

2. Visitors from outside the district – day trippers from within an hour’s drive particularly from Coventry and Banbury. The core catchment area for repeat visits is within a half an hour drive time. The gallery also attracts a high level of one-off visits from tourists.

The Arts Service make Warwick District a great place to live work and visit, by providing Inspiration and Opportunity for all.

In order to do this successfully, our objectives are to:

• increase attendance and participation in the Arts
• gain a local and regional reputation for quality and excellence
• generate best value and decrease the cost to Warwick District Council

The Exhibitions Programme covers the changing exhibitions and displays at LSAG&M and other Arts Service sites (Royal Spa Centre and Leamington Town Hall). It is managed within the Arts Service by the Collections & Engagement Team whose role is to:

• provide the care and interpretation of the Council’s arts and heritage collections
• foster the development of the district’s arts infrastructure 
• maximize opportunities for the district’s communities to participate in and benefit from arts activities

Large exhibitions are confirmed 2-3 years ahead while smaller displays are confirmed up to one year in advance.  Most exhibitions are created in-house by our Collections & Engagement Team, but we also present touring exhibitions, collaborate with artists and organisations, and commission artists to create work.

Exhibitions

When planning exhibitions and displays, the Collections & Engagement Team ensure that as many people as possible have the opportunity to engage with high quality, impactful arts and heritage experiences. Exhibitions are presented through multi-disciplinary approaches, making the most of the stored collections, and drawing on loans from other institutions and the local community when applicable. All exhibitions must fall within the scope of this Exhibitions Policy, reflect our priorities and be feasible / deliverable. Proposals will only be considered if they meet one or more of the following criteria:

• Engage with our collections and enhance our knowledge about them
• Make and develop connections with our audiences
• Provide opportunities for local audiences to engage with a wide range of historical narratives and/or art forms by artists with a national reputation or a connection to Warwick District
• Create opportunities for collaboration
• Enhance our reputation for quality and excellence
• Deliver exhibitions within budget / attract additional income or funding

Displays

The programme for smaller display spaces is confirmed up to one year ahead, which enables us to be more flexible and responsive to events. Displays must meet one or more of the following criteria:

• Complement the temporary exhibitions programme
• Highlight objects or small groups of objects
• Display the work of local artists
• Display work or projects from the local community, including school groups
• React to local and national events

Out of Scope

Not every exhibition is appropriate for Leamington Spa Art Gallery & Museum. If the content or objectives of the proposed exhibition do not fall within scope of this policy or meet its priorities, then another venue may be more appropriate.

Submitting a Proposal

Temporary Exhibition Gallery

• Proposals for exhibitions are accepted from internal and external sources
• Proposals must be submitted using the Exhibition Proposal Form (Appendix 12)
• All exhibition proposals are checked by the Collections & Engagement Manager. Proposals that meet the Exhibitions and Displays Policy will be considered at the Exhibition Programming Meeting
• The Exhibition Programming Team meets twice a year (January and July). The core group comprises: Arts Manager, Collections & Engagement Manager (Chair), The Portfolio Holder for Culture, A representative of the Friends of Leamington Spa Art Gallery & Museum (FLAG), Programming & Marketing Manager, Visitor Experience Manager, Technical & Facilities Manager, Curators, Arts Officer
• The Collections & Engagement Manager or Curators will communicate all decisions

Displays

• Proposals for displays are accepted from internal and external sources
• Proposals must be submitted using the Displays Proposal Form (Appendix 14)
• Proposals that meet the Exhibitions and Displays Policy will be considered by the Collections & Engagement team
• The Collections & Engagement Manager or Curators will communicate all decisions

Appendices             

• Appendix 1:      Exhibition Process and Procedures
• Appendix 2:      Exhibition Priorities
• Appendix 3:      Exhibition & Display Proposal Form
• Appendix 4:      Exhibition & Display Guidance Notes
• Appendix 5:      Exhibition & Display Spaces
• Appendix 6:      Floor plan and details of Exhibition Space
• Appendix 7:      Equipment list
• Appendix 8:      Marketing Campaign template
• Appendix 9:      Evaluation Template

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Appendix 1

1. Exhibition Process & Procedures

EXHIBITION PROGRAMMING MEETING

The Exhibition Programming Meeting takes place twice a year (January & July) to review the exhibition programme and consider written exhibition proposals from internal and external applicants.

The Exhibition Programming Team consists of:

• Arts Manager
• Collections & Engagement Manager (Chair)
• Programming & Marketing Manager
• Visitor Experience Manager
• Technical & Facilities Manager
• Portfolio Holder for Culture
• FLAG member
• Curators
• Arts Officer

The meeting will follow this agenda:

1) Evaluation of previous exhibition/s

2) Assessment of submitted exhibition proposals
External proposals should be submitted at least two weeks before the meeting. They will be discussed at the meeting and there are four possible outcomes, which will be communicated to the applicant by the C&E Manager or curators with brief feedback:

a. The exhibition proposal is accepted.
b. It may be suggested the proposal is re-submitted for consideration at a later meeting if further development is required. The applicant may be invited to work with a curator to develop the proposal
c. It may be suggested that the proposal is more suitable for one of the smaller display spaces, rather than the Temporary Exhibition Gallery.
d. An exhibition proposal may be declined if the submission does not meet the Exhibition Policy criteria or fit within the existing exhibition programme.

3) Presentation of planned exhibition/s
At each meeting a short presentation will be given by the curator leading on an exhibition in the programme to provide an opportunity to communicate the ideas behind the show with the Arts Team and discuss broad plans for installation, marketing and customer service needs.​​​​​

4) Review of exhibition programme
The C&E Manager will run through of the planned exhibitions in the programme and an opportunity for any updates or changes to the schedule.

• Review of main gallery re-hangs 
• Displays
  The C&E Manager will run through the planned displays in the programme and there will be a chance to discuss any new plans or changes to the schedule. Any new display proposals received will be discussed and may be added to the programme.

5) Future programming ideas
Any future programming ideas may be suggested by those attending the meeting.

2. EXHIBITION PLANNING MEETINGS

Exhibition Planning Meetings will be arranged by the curator leading an exhibition as and when required. These planning meetings will include those involved in the exhibition if there are external partners. Other members of the Arts Service may be invited if required. Notes of these meetings will be saved in the digital Exhibition Folder.

The LSAG&M Style Guide should be referred to for guidance about any printed text for interpretation

3. MARKETING CAMPAIGN MEETING

A meeting to draw up the marketing campaign related to each exhibition should be scheduled 9 months before the exhibition opening date and will be attended by:

• Curator
• Exhibitor (if applicable)
• Marketing Supervisor
• Marketing Officer

4. ENGAGEMENT MEETING

A meeting to plan events and activities related to each exhibition should be scheduled 9 months before the exhibition opening date and will be attended by:

• Curator
• Exhibitor (if applicable)
• Learning & Engagement Officer

5. INSTALLATION PLANNING

The curator will draw up a schedule for the installation of the exhibition, rota staff (including Exhibition & Collections Assistants) and any external companies required.

6. INSTALLATION (begins 3 weeks before opening)

Week 1

• De-installation of previous exhibition (return of loans)
• Preparation (installation and painting) of new walling, plinths and showcases
• Delivery of objects / artworks
• Start of changeover of displays in main gallery and museum

Week 2

• Installation of objects / artworks – display height is generally with the centre of the artwork at 145cm from the floor
• Continuation of changeover of displays in main gallery and museum

Week 3

• Application of vinyl text and graphic panels
• Installation of captions - printed on A4 white paper and mounted in Absolute caption holder or printed onto Foamex board, which is sometimes sealed for long-term displays
• The title of the exhibition, dates and logos are typically displayed at 180cm across
• Lighting
• Completion of changeover of displays in main gallery and museum
• Snagging
• Cleaning floor and preparing space
• Handover notes for Customer Service team uploaded to arrangement on Artifax providing:
  • exhibition outline
  • details of interactives and vulnerable items
  • guidelines about photography
  • information about setting up / closing
  • cleaning instructions
  • exhibition engagement: related events and activities
  • methods for gathering feedback
  • additional interpretation materials if available
  • related items for sale in shop
• Installation of engagement activities
• Preparation of additional interpretation material – large print captions, related publications, tours for children.
• Staff tours (for Customer Service Team and Library staff and any further tours required)
• Filming of tour, content for marketing etc
• Tidy of workshop

7. WHILE EXHIBITION IS OPEN TO THE PUBLIC

• Events and Engagement will take place – these may include a preview or opening event, activities, talks etc
• Audience feedback to be gathered through Comments Books, postcards, questionnaires, online comments
• CSA comments to be recorded on Exhibition Feedback Pages
• Identifying potential acquisitions, oral histories and reminiscences

8. DE-INSTALLATION

• To take place within two days of the exhibition closing
• Loaned items to be collected or returned within one week - as noted in exhibition contract / loans forms

9. EXHIBITION EVALUATION

• Exhibition Evaluation Form (Appendix 12) to be completed by the lead Curator to be reviewed at next Exhibition Programming Meeting
• Exhibition data – footfall, dates, visitor comments etc to be recorded on KPIs

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Appendix 2

Exhibition Priorities

1. TO MAKE USE OF OUR COLLECTIONS & RESOURCES
   • Uses objects drawn from the collections of Leamington Spa Art Gallery & Museum
   • Brings objects borrowed from outside organisations or individuals to the District that audiences would otherwise not have the opportunity to view
   • Uses objects with good stories
   • Uses objects not previously exhibited or not exhibited often
   • Shows objects in new contexts
   • Develops and enhances our collections (as detailed in our Collections Development Policy):
     • contributes new knowledge or research
     • creates original work
     • encourages new acquisitions
     • develops in-house expertise
     • aids conservation
     • Uses artistically/ historically/ culturally / nationally / locally significant objects
        
2. TO CREATE MEANINGFUL ENGAGEMENT WITH OUR AUDIENCES

• A substantial narrative which is intellectually accessible
• Creates an emotional connection with the audience / inspires creativity
• Informs and educates
• Provides opportunities for learning through participation
• Provides a platform for debate on issues around the visual arts, history and contemporary life
• Captures personal responses / stories
• Reflects current trends - uses interpretative media including displays, interactive games, published material, audio guides and new technology

3. TO DEVELOP & GROW OUR AUDIENCES

• Changes visitor / audience expectations of the Art Gallery & Museum
• Attracts first time attenders from the district
• Attracts first time attenders from outside the district
• Attracts visitors from our priority groups

4. TO CREATE OPPORTUNITIES FOR COLLABORATION

• Creates new partnerships with galleries & museums
• Engages and involves creative industries based in the district
• Establishes long term relationships with artists / organisations
• Involves local communities and interest groups

5. TO ENHANCE OUR REPUTATION

• Raises the local or regional profile of our collections
• Raises our national reputation for mounting high quality exhibitions
• Enhances public perception / brand
• Creates ambitious work with a national profile
• Shows high standards of practice
• Shows innovation / originality

6. TO BREAK EVEN / ATTRACT ADDITIONAL INCOME

• Attracts additional grant funding
• Exploits opportunities for merchandising
• Generates paid for events
• Increases public financial donations
• Attracts commercial sponsors

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Appendix 3

Leamington Spa Art Gallery & Museum

Exhibition Proposal Form

Exhibition Concept

What is the focus of the exhibition?

Include key messages and themes, and explain the wider context of the exhibition. Include a working title if you have one.

Why Leamington Spa Art Gallery & Museum?

Tell us why the exhibition should take place here and not another venue. Include links to the collection and the local context.

Objectives

List up to five objectives for the exhibition, along with how they can be assessed/measured

Funding

What are the estimated costs of the exhibition.

Include any significant costs related to the exhibition, i.e. transport for loans, publication?

Tell us about any potential funders.

Are there any other income streams, such as merchandise sales or commission fees?

Audiences

Who is the target audience for the exhibition? (highlight all that apply)

Local people

Families

Young adults

Tourists

Academic/student

Those interested in local history

Those interested in art history

Primary Schools

Secondary Schools

Warwick District Council priority groups

Residents who have a particular disability

Residents who share a particular ethnicity

Residents who identify as LGBTQ+

Looked after children

Young males at risk of suicide

Young people experiencing mental illness or depression

Older residents living with dementia or coping with loneliness

The travelling community

Residents who are experiencing homelessness or have experienced homelessness

Residents in rural areas / outlying villages

Residents in areas where people are least likely to participate in cultural activities

Other (please specify who)   _____________________________________________________

Are there any access issues that need to be considered for your specified target audience/s?

Tell us about potential or confirmed partners or stakeholders including any community panels / groups that you’re working with.

 

Exhibition Content

Key objects and artworks that have already been identified – is any conservation required / special display conditions?

Key lenders

Interpretation methods

Outline the interpretive tools you will use to reach your audiences. If you already have an interpretation plan, please put it here.

 

Accompanying activities

e.g. publication, community engagement, related contemporary art projects, oral histories, etc

Are there any specific technical requirements?
 

Learning & Engagement

What engagement activities are being considered?

Activities should be developed with L&E Officer. They can include in-gallery activities and events such as talks and workshops.

Will there be a formal learning offer linked to the exhibition theme and content? This can be produced as a legacy of the project and should be developed with the L&E Officer.

Other considerations

Climate change

What measures will you put in place to ensure that the project is environmentally sound?
 

Risk

Are there any risks to be highlighted? (e.g. causing controversy or offence, escalating costs, security, work of an experimental nature).
 

Marketing campaign

Append the marketing campaign when it is ready.
 

Private View / launch event

Include details of any proposed private view or launch event.

Please read the LEAMINGTON SPA ART GALLERY & MUSEUM EXHIBITIONS & DISPLAYS POLICY and DISPLAY PROPOSAL GUIDANCE NOTES (Appendix 15) before completing this form. If you require assistance or have any questions, please contact curators@warwickdc.gov.uk

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Appendix 4

Exhibition & Display Proposal Guidance Notes

Please read the Exhibition & Displays Policy and refer to these guidance notes before completing your exhibition proposal. If you have any queries you can contact a curator by emailing curators@warwickdc.gov.uk

Exhibition space at Leamington Art Gallery & Museum is in high demand and we receive a high volume of applications every year.

The Exhibition Programming Meeting takes place twice a year (January & July) to review the exhibition programme and consider written exhibition proposals from internal and external applicants. LSAG&M programmes exhibitions 2-3 years in advance. Displays are in smaller spaces around the Arts Service buildings and may be arranged on a shorter time frame. They will be discussed at the Exhibition Programming Meeting, but, on occasion, may be agreed at the weekly Collections & Engagement Team Meeting.

When planning exhibitions and displays, the Collections & Engagement Team ensure that as many people as possible have the opportunity to engage with high quality, impactful arts and heritage experiences. Exhibitions and displays are presented through multi-disciplinary approaches, making the most of the stored collections, and drawing on loans from other institutions and the local community when applicable. All exhibitions and displays must fall within the scope of this Exhibitions Policy, reflect our priorities and be feasible / deliverable. Proposals will only be considered if they meet one or more of the following criteria:

• Engage with our collections and enhance our knowledge about them
• Make and develop connections with our audiences
• Provide opportunities for local audiences to engage with a wide range of historical narratives and/or art forms by artists with a national reputation or a connection to Warwick District
• Create opportunities for collaboration
• Enhance our reputation for quality and excellence
• Deliver exhibitions within budget / attract additional income or funding

All proposals for exhibitions and displays at Leamington Spa Art Gallery & Museum (internally or externally created) must first be submitted for consideration at the Exhibition Programming Meeting.

External applicants should submit the Exhibition Proposal Form (Appendix 12) at least two weeks before the meeting and provide as much information as possible so the proposal can be assessed.

Please email the proposal, together with any supporting documents, to curators@warwickdc.gov.uk

Once a written proposal has been submitted there are four possible outcomes which will be communicated to the applicant by the Collections & Engagement Manager or Curator with brief feedback:

1. The exhibition proposal is accepted.
2. It may be suggested the proposal is re-submitted for consideration at a later meeting if further development is required. The applicant may be invited to work with a curator to develop the proposal
3. It may be suggested that the proposal is more suitable for one of the smaller display spaces, rather than the Temporary Exhibition Gallery.
4. An exhibition proposal may be declined if the submission does not meet the Exhibition Policy criteria or fit within the existing exhibition programme.

The Art Gallery & Museum can sell exhibited artworks or related items can be sold in our shop if appropriate. Exhibitors are responsible for setting the price of work for sale, which should allow for the Art Gallery and Museum's commission of 30% (and VAT on the commission). All sales of work will be handled on behalf of exhibitors by the Art Gallery and Museum and sellers must have a PayPal account in order to be paid. Items on display in an exhibition cannot be collected by the purchaser until the exhibition has ended.

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Appendix 5

EXHIBITION & DISPLAY SPACES

EXHIBITION GALLERY

• The Exhibition Gallery is our main, purpose-built exhibition space.
• The Exhibition gallery measures 102m2 – further details are provided in Appendix 4
• Three temporary exhibitions are presented each year
• Each temporary exhibition runs for approximately 3 months – allowing for 3 weeks changeover period
• On average each temporary exhibition attracts 10,000 visitors

DISPLAY SPACES

SPOTLIGHT, Art Gallery

• The Spotlight display area is located within a large alcove in the main art gallery
• The area measures 295 (back wall) x 245 (height) x 125 (side walls) cm and can include showcases and/or plinths, alongside wall mounted displays
• Changeovers usually coincide with the installation of temporary exhibitions
• Museum standard environmental and security conditions, and adjustable light levels make this an excellent space for displaying a wide variety of artworks and museum objects
• A display is awarded to the winner of the biennial Open exhibition

MEZZANINE SHOWCASE AND SCREEN, Museum

• The Mezzanine display area is located on the first floor, mezzanine level of the Local History Gallery
• It comprises a showcase measuring 158cm high x 118cm wide x 160cm deep and there is optional use of a large-scale television screen mounted on the adjacent wall
• The space is particularly suitable for large scale three-dimensional objects
• Museum standard environmental and security levels make this an excellent space for displaying artworks and museum objects

HAMMAM, Museum

• The Hammam forms part of the local history displays
• Showcases, plinths and temporary display boards can be added to the room to create small scale displays, but the opportunities are restricted due to historic features
• The wall leading into the local history galleries has been clad with museum standard Zero MDF and can be used to display two-dimensional works and monitors, and there is limited space for showcases.
• The wall measures 460cm x 170cm high rising to 220cm high on the left-hand side.
• This space is primarily used to display community-led projects.

BALCONY, Royal Spa Centre

• Displays can be located on the first floor of the Royal Spa Centre, near to the bar area and door to the auditorium
• There is space for wall mounted panels, pop up banners, showcases and plinths
• There is a hanging system for light-weight, 2D display panels
• The area is publicly accessible when the building is open
• The fluctuating environmental conditions, high light levels and limited security need to be taken into account when selecting items for display

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Appendix 6

Floor plan and details of Exhibition Space

Wall Height                                   4m

The walls are clad in zero MDF board and painted white.

The floor is beechwood.

Flexible temporary walls can be set up within the gallery space enabling extra hanging space.  They are available in multiples of 1.2m, 2.4m or 3.6m in length (2.4m height)

 

ACCESS

The exhibition gallery is accessed through the museum or through the workshop at the back of the building. This is where loan items are received, through a tall arched doorway. Access for large items will need to be assessed on a case-by-case basis. Temporary parking is available for art transport.

POWER  

The Gallery has floor and wall mounted power points.

LIGHTING

There are no windows in the Temporary Exhibitions Gallery cutting out all natural light and making it possible to black out areas if required. Artificial lighting is supplied by adjustable Baltic lights suspended on universal track. Where specified light levels of 50 lux, and less than 75 microwatts of UV per lumen are maintained for works on paper, photographs, organic based works and textiles and 250 lux for oil paintings

ENVIRONMENT

LSAG&M has a building management system which controls humidity and temperature within the Temporary Exhibition Gallery.

Temperature in the galleries: is maintained at 20+/- 2°C, with no more than 10% fluctuation in 24 hours. Gallery and storage areas are maintained at 50+/- 5% RH, with no more than 10% fluctuation in 24 hours.

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Appendix 7

Equipment list

Full details available on inventories of our storage space, which are kept up to date.

Items available include:

AV equipment             

2 x black box audio playback units

4 x monitors of various sizes

4 x DVD players

X-box 360

1x VHS player with monitor

2 projectors

2x iPads with stands

Display cases              

2 x large Netherfield showcases

2 x small Netherfield showcases

3 x grey table top showcases

4 x older table top showcases                            

Plinths

with Perspex tops      

extra large MDF plinths 80 x 80 x 80 cm

large MDF plinths 60 x 60 x 80 cm and 60 x 60 x 100 cm

medium MDF plinths 50 x 50 x 80 cm

small MDF plinths 40 x 40 x 60 cm

various other plinths of varying height may also be available eg.

110 x 110 x 50 cm and 160 x 160 x 50 cm and floor based low plinths

Lighting                          

Baltic lights on universal track

Frames                          

Standard oak frames of various sizes are available to display

mounted items from the collection

Barrier systems           

Absolute barrier system

Captions and freestanding labels    

Absolute system – various sizes available

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Appendix 8