Project Planning Checklist: Roles & Responsibilities

A checklist for planning project roles and responsibilities, such as responsibilities for a curator, project manager, and technician.

About Project Planning Checklist: Roles & Responsibilities

Roles and responsibilities – project development checklist

The project management role is to:

  • Manage the overall project and keep it within timescale and budget
  • Draft the risk assessment and ensure it is shared with all stakeholders
  • Work with the curator to identify the nature of each commission
  • Liaise with curator and artist(s) to ensure that work meets original specification
  • Co-ordinate all transport of works
  • Oversee installation – liaise with grounds staff / site manager / property manager
  • Be responsible for all planning issues / operational plan
  • Manage external contractors
  • Be responsible for project documentation/technical specification
  • Ensure deadlines / key milestones are met
  • Work with site for interpretation / visitor flow / project plan.

The curatorial role is to:

  • Research and develop project idea in partnership with commissioner / host
  • Research / identify artists who could be approached and contact them / galleries / agents
  • Assist in drafting the artist’s brief
  • Steer artists responding to the brief, including being present at site visits
  • Manage the artists’ proposal stage
  • Provide ongoing liaison with artists’ galleries and commissioner
  • Act as liaison between commissioner / host and project manager
  • Advise on visual identity of project / brand and assist in drafting interpretative text.

Artist costs – if commissioning new work:

  • Site visits – including accommodation / travel
  • Proposal fee
  • Fee for design and realisation of work
  • Installation costs [if not accounted for elsewhere in the budget]
  • Fee for overseeing the installation / press interviews / talks.

Artist costs – if hiring / borrowing work:

  • Hire fees for existing works – depends on ownership of work
  • Fee for overseeing the installation / press interviews / talks.

Installation / technical:

  • Technical specialist expertise if needed for installation
  • Transportation costs – to site and back
  • Maintenance of commission / digital implications
  • Preparation of grounds / site preparation and staffing time
  • De-installation and making good of site
  • Health and safety.


  • Consider employing a specialist press / PR agency
  • Brand development
  • Online presence – website / social networking via Facebook / Twitter
  • E-flyers – use every available mailing list and focus on different parts of the project
  • Leaflets / catalogue
  • Signage on site
  • Posters / banners
  • Postcards of work for sale at venue
  • Launch – VIPs / members / staff and volunteers
  • Invite press for a preview – develop press packs.


  • Photography of works in-situ
  • Short film of the project / interviews with artists and visitors for future fundraising / profile raising / evaluation
  • Permission forms.

Launch – [VIPs and members / artists and contacts / staff and volunteers]:

  • Associated costs – it is useful to have the artists and curator present
  • Invitations – are these to be sent by email or post?
  • Refreshments
  • Extra staff / invigilation required, especially if outside normal opening hours.


  • Offer free travel for groups
  • Education project / co-ordinator / artists fees for special project
  • Curatorial / artist fees for talks.


  • Visitor surveys – online and at site
  • Contract in specialist agency for visitor profiling / collating data.

Related Templates & Guides

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Staff & Volunteers

It is important to take time to explain the rationale of your project, and to introduce staff and volunteers to the artists.



Strategy & Planning

Allow plenty of time to establish strategy and planning, before going ahead with a project.



Project Planning Checklist: for Arts Organisations

A checklist for arts organisations when planning arts and heritage projects.


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