Traveling Exhibit Details:
Exhibit Overview. This traveling exhibit is a journey to explore our great country’s National Parks and the places in between. So far these adventures have taken David Hares II over 40,000 miles in an attempt to capture the beauty and uniqueness of our country's treasures. These photographs are meant to trigger memories of times you may have spent in these wonderful places, to inspire you to see them again or experience them for the first time. Join us on this journey Exploring America.
Space Requirements. This exhibit consists of 85 matted photographic images in identical 25”x 25” frames. The majority of the photographs are 12”x 18”, with either horizontal or vertical orientation. Each frame, equipped with a hanging wire and is ready for installation. Recommendation for stability is 2 hangers per frame. This is a 2D exhibit, linear space requirement of about 260 feet (10”-12”spacing) with photographs in a single row.
Label text contains title, location, date and a QR Code connects to the NPS.gov site for each photograph. Each label is 3”x 4” and placed in line with the bottom of the frames 2” off to the right side of the frame. Label dimensions are included in the 10”-12” spacing between the frames.
Marque wall (optional but recommended) - Graphic text is provided. Current exhibit wall is 12’x 8’ and used as the entry to the exhibit room.
Current exhibit utilizes eight 10-foot movable double-sided walls (with 3 images per side) and 150 feet of exterior wall space for a total of about 300 feet of linear space.
Exhibition Cost. Rental fee for the exhibit is $7500 for a 10-week exhibition period. Longer exhibition times are available at an additional cost. Venue is responsible for incoming shipping, installation, re-packaging and possibly shipping to the Artist (if not shipped to the next hosting institution).
Exhibitors pay a participation fee for each booking and pay for shipping to the Venue. All exhibitions require a non-refundable deposit of $2000 of the participation fee. All expenses for installing the exhibitions and promoting and presenting programs are paid for by the exhibitor. The exhibitor will receive an invoice for the remainder of the fee at the beginning of the month in which the exhibition is received.
Exhibitors outside the contiguous U.S. must provide for incoming shipping from the U.S. port of exit, customs fees, and all return shipping costs to the next exhibitor in the U.S.
All exhibitions are insured by the exhibitors. Exhibitors must carry commercial general liability insurance. While on display and in transit, artwork should be insured for at least $50,000 of material costs.
Support Materials. For each image, we provide a label text with the location, date and a QR Code to connect the visitor to the location of the photograph. Also provided with the exhibit: Handling and installation instructions including hanging order, condition report, docent information guide, wall text for biography, digital images for publicizing the exhibit, and a digital image for a 8’x 12’ marque wall. A 10.5”x 8.5” hardcover book is also available for purchase or consignment that contains the majority of the photographs in the exhibit.
Benefits. Links and mentions on the HaresPhotography.com, ExploringAmericaExhibit.com, and RabbitPress.org websites and social media platforms including Facebook, Twitter, YouTube, and Instagram.
Additional Materials. Other interpretative materials, especially about the National Parks, may be added at venue’s discretion.
Proposed Public Programs. Artist is available for opening reception, lectures and A/V presentations, gallery talks, book signings, and media interviews. Travel expenses are responsibility of the Venue.
Sale of Artworks. If desired, direct sales are possible, and a commission will be paid to the Venue for each work directly sold. Prints will be shipped from Artist’s studio to the buyer.
Sale of Books. A 10.5”x 8.5” hardcover book is available for purchase or consignment that contains the majority of the photographs in the exhibit and a few more. Purchase discounts are available.
Security and Environmental Requirements – Moderate.
Note: These are minimum requirements. Failure to provide security equal to or greater than that required for this exhibition may be considered negligence and may result in the exhibitor's liability for loss or damages.
The following conditions must be met to display moderate security exhibitions:
Local Sponsorship. Host organizations are encouraged to seek local sponsorship for this exhibition.
Admission Fees. A special entrance fee (other than museum general admission) may be charged by Exhibitor upon prior written permission from Hares Photography. Permission shall not be unreasonably withheld.
Photography. No photography or videotaping is allowed in the exhibit. The posting of signs is required. Photography and videotaping of the Exhibition is allowed for non-commercial educational and public relations purposes only. During all photo and film sessions, members of the press must be accompanied by a member of the Exhibitor’s staff. Hares Photography should be notified of photography and videotaping prior to event.
Smoking, Eating, Drinking. No smoking, food, or drinks are allowed in display, staging, or storage space containing the exhibition.
Standard Facility Report. Prior to booking an exhibition, every exhibitor must submit a Standard Facility Report developed by the American Association of Museums (AAM) or update previously submitted information, including floor plans indicating the gallery in which the exhibition will be placed and other visual documentation.
Contracts. After approval of exhibitor's facility report, a contract formalizing the agreement between Hares Photography and the borrowing institution is issued. Each exhibition contract presents the terms for that particular exhibition. The contract details booking dates, participation fee and deposit, requirements for security, shipping and special handling, and credit language. Exhibitors must sign and return contracts and a deposit within 30 days of receipt.
Cancellations. If an organization cancels an exhibition booking, obligated to pay the entire exhibition fee and any other costs (e.g., shipping or storage) related to the cancellation, unless Hares Photography secures another booking. If an exhibitor cancels an exhibit six months prior to shipping date, then the exhibitor may only be responsible to pay 50% of the exhibit fee. If exhibitor cancels an exhibit after the six month deadline, then the exhibitor is responsible for paying the full exhibit fee. Once an exhibitor signs a contract, the exhibition period is reserved and other organizations are prevented from hosting the show during that time.
Receipt of Advance Materials. Complete advance materials (including educational materials, technical instructions, public relations materials, condition report forms, etc.) are sent to booked venues prior to the exhibition's opening date. Because Hares Photography compiles advance materials in limited quantities, replacement materials or extra copies may involve additional production and/or procurement fees.
Publicity. Once Hares Photography has received a signed exhibition contract, a host institution may begin publicizing the upcoming exhibition. Venues may not publicize an exhibition prior to the receipt of a signed contract. Local promotion is primarily the responsibility of each exhibitor. Sample media information, and publicity images are provided to each exhibitor. Copies of press releases and media information created by the Venue should be sent to Hares Photography as they are produced.
Exhibition Arrival. Exhibitions are delivered at least 5-7 working days before the opening date. If the exhibition has not arrived five working days prior to the opening date, contact Hares Photography immediately.
Condition Reports. Exhibitor shall complete, sign and deliver to Hares Photography incoming and outgoing condition reports for the exhibition, using forms supplied by Hares Photography within 48 hours of unpacking, and again upon repacking. Hares Photography must be notified immediately of any loss or damage which occurs while the exhibition is on display. Any visible damage to an object and/or improper packing must be documented with photographs before the object is removed from its crate. Frames may not be opened nor other damages repaired without express permission from Hares Photography. Failure to file a condition report or to notify Hares Photography of damage or loss may result in an exhibitor being considered negligent, and thus liable for the full cost of the damage or loss.
Acclimatization. Exhibitor must allow the exhibition to acclimatize for at least 24 hours before unpacking, unless otherwise instructed by Hares Photography.
Installation/De-installation. Hares Photography provides written support materials for planning installations, including checklists, crate content lists, and instructions tailored for the exhibition. Exhibitors must provide equipment and staff or other qualified persons to unpack, install, and repack the exhibition. As a rule, Hares Photography staff members do not travel with exhibitions, although for certain exhibitions staff will assist with installation or de-installation. The complete exhibition must be displayed, unless Hares Photography has provided permission to do otherwise. Requests for waivers must be submitted in writing.
Shipping. Hares Photography exhibitions travel in custom-built crates, which must be stored in a secure area that meets the environmental conditions required for the exhibition. Crates should be carefully examined for damage before they are unpacked. External crate damage must be reported, and should also be documented with photographs. Artwork is shipped in 3 wood crates with foam inserts on 4” swivel casters for ease of movement in museum. Each crate weighs approximately 425 lbs, measures 59”x 48”x 38”, and holds 30 framed photographs.
For this exhibition, shipping arrangements will be made by Hares Photography. Shipping instructions will be provided to Exhibitor by Hares Photography approximately two (2) weeks prior to the Opening Date for the incoming and two (2) weeks prior to the Closing Date for the outgoing. Exhibitor is responsible for paying all incoming Exhibition shipping costs. If shipping instructions haven't arrived when expected, immediately call Hares Photography at 972-393-5484 and ask to speak to the exhibition's registrar. Note: If an exhibitor fails to follow Hares Photography shipping instructions, that exhibitor will pay all or a portion of the next exhibitor's fee. If the exhibition is late arriving at the next booking due to a failure in following instructions, the outgoing shipping exhibitor is liable for refunds or discounts to the next institution. Exhibitors will also be responsible for the cost of extra shipments if the exhibition is sent to the wrong location, or if tardy shipments result in increased charges for premium shipping.
Close-Out Reports. Prior to an exhibition's opening, Hares Photography provides each exhibitor with a closeout report. As outlined in the exhibition contract, exhibitors must return their completed report to Hares Photography in a timely manner. This feedback helps Hares Photography provide the best possible service to its exhibitors.
Exploring America Traveling Exhibit Summary Information - Printable PDF
Exploring America Traveling Exhibit Detailed Information - Printable PDF
Exploring America Traveling Exhibit Sample Contract - Printable PDF