If you’ve ever found yourself scrambling at the last minute to meet a deadline—or worse, completely forgetting something important—timelines might be your new best friend.
They provide structure and clarity so you don’t have to reinvent the wheel every time you plan a show, write a newsletter, or update your website.
I use timelines extensively in my Artist Planning Workshops, and today I’m sharing five of my go-to versions to help you sleep better at night, knowing your bases are covered:
- Timeline for Publishing a Blog Post or Artist Newsletter
- Timeline for Designing Your Artist Website
- Lead Times for an Art Show
- Timeline for Promoting Your Solo Show
- Schedules for Following Up with People
1. Timeline for Publishing a Blog Post or Artist Newsletter
Publishing is a process. Nobody writes a publishable article on the first draft.
Even seasoned writers need plenty of time and space, so give yourself a break and acknowledge the amount of time you need.
Schedule your writing and editing time wisely.
- Ongoing :: Gather content ideas. Don your journalist cap and be on the lookout for things to write about.
- 1 Week out :: Write your first draft.
- 2 Days before publishing :: Edit your draft.
- 1 Day before publishing :: Do your final edit. Schedule your post or email for delivery.
- Publishing day :: Share on social media.
2. Timeline for Designing Your Artist Website
While sites like SquareSpace and FASO make it easy to build a functional, attractive artist DIY website, you might decide your time is better spent elsewhere. If so, your first step to a new website is interviewing (then hiring) a designer.
Designers have lots of other clients and need to squeeze you into their calendars. Simultaneously, begin researching sites so that you know what you want and like.
The schedule below is an example. You will need to agree with your designer on deadlines and adhere to them. Once you miss a deadline, the designer will move on to another client and put you at the back of the queue.
- 2-3 Months from launch :: Finalize design, navigation, and page content. Everything you add after this point will be an additional charge if working with a designer.
[ See Presenting Yourself Professionally on Your Artist Website with Jessica Burko ] - 7 Weeks from launch :: Rewrite or update text.
- 5 Weeks from launch :: Give final text and images to the designer.
- 2 Weeks from launch :: Review draft pages that designer has created. Make any suggestions for improvements.
- 1 Week from launch :: Review final pages, read all of the text, and test all links. Your designer is responsible for the design. You are responsible for making sure it works as you would like.
3. Lead Times for an Art Show
This is more of a list for various venues, than a timeline as there are too many variables at play. There are some venues that might allow you to schedule and install a show next month. Others have more rigorous schedules and require advanced planning.
- Alternative venue :: This might include a coffee shop, restaurant, hospital, library, or other public space. Your lead time for these venues varies based on how organized the person in charge is.
- Art venues :: Co-op galleries, nonprofit spaces, smaller galleries, and public spaces with a defined art program may schedule their shows at least 1 year in advance.
- Top tier galleries :: The most in-demand galleries will likely have their shows scheduled out for 2-3 years so that their artists have plenty of time to create a new body of work.
- Museums :: Smaller museums may schedule shows 18-24 months out, but larger ones will look at 3 years or longer. Museums need time to write grants and raise funds, which contributes to the longer lead time.
How curators work.
Art center curator Collin Parson talks about how he plans exhibitions and works with artists.
3. Timeline for Promoting Your Solo Show
Most artists don’t promote their shows enough.
They send one announcement and trust that it registers with all recipients. You have to be more vigilant than this, but it doesn’t mean that you treat all shows equally.
This timeline is for a solo show, which deserves much more attention than group shows.
- ASAP :: Segment your list. This is a key module in my ESSENTIALS program, and is needed so you can target those most likely to attend.
- 1-2 Months out :: Announce it in your newsletter (your entire list).
- 1 Month out :: Send a save-the-date postcard or email to those most likely to attend and VIPs who need to know about it. Post the same info to social media.
- 2 Weeks out :: Email the official invitation to your local segment. Reach out with a personal email, text, or DM to those you’d really like to attend or at least know about it. (Everything from this point on is to only those who are most likely to show up.)
- A few days before the opening :: Send an email that “it’s this week.”
- 1 Day before opening :: Send “it’s tomorrow” email.
- Ongoing :: Post to social media. Here are 22 ideas for sharing news about your show.
- 1 Week before closing :: Send email that there’s 1 week remaining to see the show.
5. Schedules for Following Up with People
This is a different type of timeline—a list of various people you will come across and the attention they should be given.
- New acquaintances :: Send an email or handwritten note within 3 days of meeting, with the message “it was nice to meet you.”
- Potential buyers :: Anyone who expresses interested in your work should command your prompt attention. Respond immediately.
- Interested media people or writers :: Ditto above. Anyone who wants to share your art in an article, video, or podcast needs swift follow-through.
- New email subscribers :: Send 2 warm “here’s what I’m all about” emails within the first week as this is when they are most excited to hear from you. After that, a monthly newsletter is good.
- Buyers :: Send a thank-you note within a week and make a plan to stay in touch on a regular basis if they aren’t on your email list.
Listen to this to improve your follow-up.
I hope these timelines help you feel more grounded and prepared as you plan your next steps. They’re meant to take the guesswork out of your process and free up more energy for your creative work.
I walk artists through creating their own timelines in my Artist Planning Workshops, which I offer three times a year. If you need extra support and structure, I’d love for you to join us.
And I’d love to hear from you—how are you using timelines in your art business? Share your thoughts in a comment below.
This article was originally posted on June 26, 2013, was updated on July 25, 2019, and has been updated again with original comments intact.
11 thoughts on “5 Timelines To Help You Plan”
THANK YOU!
Does anyone have a template? Many thanks.
This was extremely helpful! Thanks so much!
I work on different types of art(paintings, stitched work, sculpture, etc) in a kind of spiraling process. There are many stages to working this way so I create loose timelines to complete stuff which includes time for concrete tasks that are necessary but not necessarily creative, finish work, experimentation, and so forth. But, when a short deadline/opportunity arises the timeline goes out the window and I go into overdrive to finish what’s necessary in the moment.
Just in time Alyson. My head is spinning. Got a call from a gallery and he wants 10-20 pieces by August 22- Sept to promote a show in the Winter. I need a margarita.
thank you for this weeks post!
Thanks for reading, Kath!
Great advice as always Alyson !
Thank you, Cathy.
I saved this to come back to and read when I had lots of time. I’ve been slacking on my blog big time and am looking forward to reviving it. Thanks for the post timeline, this is super helpful!
Vanessa: I love seeing you here (with your pic, too!). I am glad you find this helpful.