The Art of Exhibition Scheduling

Scheduling exhibitions using the lottery format began in the spring of 2007 as an attempt to create a process that is fair and equitable for ALL docents

• The interest letter for an exhibition is sent out by email. Interested, qualified, docents are asked to fill it out and return, by the deadline, to the email address that is listed.
• The lottery process is a TWO-TIER system. So, if a docent did not tour a previous major exhibition, their interest letter goes in the FIRST drawing. If they did tour a previous major 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 then posted on the docent website.
• If a docent decides to be removed from the lottery, please contact a member of the exhibition scheduling team no later than 6pm the night before signups. 
• Can't be at the sign-up, send a proxy!
• If a docent arrives after their name & lottery # is called, they will be called next in line.
• If a docent fails to appear, they will not be assigned any tours of the exhibition.
• After sign-ups are complete, the tour schedule for the exhibition, and a roster of those docents who are touring, will be posted on the web site.

Simply put, that's the Art of it.  This process gives all interested docents a fair chance in the lottery and the opportunity to sign-up for the tour slots that work best for them.

Questions, comments, suggestions? Please contact a member of the exhibition scheduling team.

Updated on: May 16, 2011