The Art of Exhibition Scheduling

The exhibition interest letter, with a deadline for return, is posted on the web site in the Docent newsletter. Qualified docents then download the letter and return, by U.S. Mail (aka snail mail), to the name and address that is listed.

• The lottery process is a two-tier system. Iff a docent did not tour the previous exhibition, their interest letter goes in the FIRST drawing. If they did tour the previous exhibition, their interest letter goes in the SECOND drawing. In other words, all docents interested in touring an exhibition will be in the lottery; which tier depends on whether they toured the previous exhibition or not. Obviously, if a docent is in the first tier, they will have a lower lottery number while those in the second tier will have a higher number.

• Lottery results, along with the date, time and place to sign up for tours, are posted on the docent website.

• If you decide to be removed from the lottery, please contact Candy Hisert no later than 6pm the day before the sign-up date.

• If you can't be at the sign-up, send a proxy!

• If a docent arrives after their name and lottery number are called, they will be called next in line.

• If a docent fails to appear, they will be slotted into whatever tours are available at the end of the sign up process.

• After sign-ups are complete the tour schedule for the exhibition and a roster of those docents who are touring is posted on the web site.

Simply put, that's the Art of it. The process gives all interested docents a fair chance in the lottery, and the opportunity to sign-up for the tour slots that work for them. We thank you for your patience and the suggestions you have shared with us. They have been most helpful to us in streamlining the process. Other ideas, suggestions or questions, please contact Candy Hisert, Mary Cummings, Karen Calmer, Wendy Palmer or Diane Ryken.

Updated on: June 3, 2009