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1. Getting started, deciding to participate

It is advisable to decide on participation well in advance. Participation is recommended but not mandatory.

- Have we discussed with our colleagues whether we want to promote our program/major/study option through the Grad Show?
- Have we discussed with students whether they want to participate?
- Are there common criteria or themes for participation, or will individual works be participating?
- Have we considered the impact of participation on teaching and the schedules for the year?
- Do we have a person in charge (a member of staff) who is responsible for the overall exhibition and the implementation of the schedules?
- Do we want to collaborate or hold a joint exhibition with other programs/majors/study options in the department?
- Could the Grad Show, as a forum for discussion and a venue for exhibition, provide new opportunities for the learning process?

Yes: We have considered these issues and will move forward.
No: We will discuss further and make initial policy decisions by the given deadline.

2.  Production model and level of investment

What kind of production model should we choose? Who is responsible for implementation, who will do the work?

Production model examples:

- First-year students produce an exhibition for graduating students.
- A working group consisting of participating MA students or a few separately appointed individuals.
- The teacher curates and selects the works according to the theme and guides the process.
- One or more exhibition managers employed by the program/major/study option produce the exhibition; the person may also be an alumnus. In this case, the program/major/study option provides the assignment and guidance, and the planning and implementation are carried out by the employed persons.
- Other idea

Amount of investment in terms of money and human resources

- Have we discussed the budget with the head of the department?
- how will the work be compensated in the participants' studies or as salary?

Small, Medium or Large?

S = approx. €100-500, the works are brought to the exhibition space as agreed, at the agreed time, structures are borrowed from the school
M = approx. €501-2000, a concept/theme is designed for the exhibition and human resources are needed to implement it, as well as possibly new structures and supplies
L = approx. €2001–5000, long-term planning and implementation, the exhibition itself is a work of art. Requires guidance and planning meetings as well as human and other resources. If we build or purchase new structures, we will consider their further use or storage location.

Note! The producers propose that the workload of student assistants should not be increased with this task, or at least that other tasks should be reduced accordingly. The guidance of the education program also includes responsibility for the well-being of the creators. The exhibition cannot be assigned to one person alone.

Yes: We have made decisions regarding the production model and will continue to move forward.
No: We will return to discuss and make the aforementioned policy decisions. We can also consult with communications contacts or those who have previously participated in the exhibition.

3. Deciding on working groups and guidance

- Do we want the exhibition group to meet regularly (recommended) and promote the work on a long-term basis, or should it decide on the main lines at once?
- Do we want the Grad Show producers (Koskimies and Kotiranta) to attend the meetings, or should we read about the schedules and necessary measures in the INFO letters?
- Do we need to take other matters into account, such as teaching or guidance?

Yes: We have gone through the issues and will continue to move forward. Comms and Community support and guidance are available, and the cooperation we want will be agreed upon separately. 
No: The information can be found in the INFO letters, and we will ask questions if necessary. There we will find out what issues need to be taken into account in the exhibition process and what the schedule is. We will adhere to the schedules provided, as they also affect others.

4. Matters related to setting up the exhibition

- Have we read the instructions in the latest information letter?
- Are we familiar with the exhibition space and its possibilities and limitations?
- Are we familiar with the schedule?
- Do we know where to reserve supplies and how?
- Do we know where to pick up the supplies and when?
- Do we remember that supplies are reserved, picked up, and purchased by ourselves, according to what has been agreed upon by the exhibition group?
- Have we acquired the necessary labor and agreed on salaries or other compensation?
- Do we know where to get help if needed?
- If we need construction assistance, have we agreed on this with comms&community or Takeout?
- Have the construction days been planned so that there is enough time?

Yes: We can move forward and build the exhibition in the agreed location at the agreed time.
No: We will return to discuss the issues and read the INFO letters sent by email.

5. Opening ceremony and exhibition utilization - The finish line is in sight!

- Is the opening date, September 3, 2026, marked on the calendar?
- Have we invited our families and desired stakeholders to the opening?
- Do we want to hold our own opening (at our own expense) in addition to the school opening, and will we present the students' work at the event (e.g., Pecha Cucha)?
- Do we want to use the exhibition during the five weeks to present the program/major/study option and hold our own stakeholder events? We can hold them in connection with the exhibition space or reserve other spaces at the school for this purpose.

Examples:
- workshop, seminar or discussion
- Inviting alumni
- Inviting individual parties or wider stakeholders
- Separately arranged tours led by Squad members
- As inspiration in teaching, e.g., with first-year students

Yes: Great, everything has been taken into account! Students get to celebrate their graduation and showcase their skills, and the program/major/study option is presented in the best possible light 
No: Perhaps we could further consider the opportunities offered by the exhibition and, if necessary, ask others for ideas/help.

6. Dismantling the exhibition

- Have we reserved labor and agreed on fees for the agreed dismantling dates?
- If we need help with dismantling, has this been agreed with Comms&Community or Takeout?
- If we are unable to return borrowed items immediately, have we notified Takeout or Comms & Community, where the items were borrowed from?
- Have we read the latest INFO letter, which provides information on schedules, returning and recycling items, and allows us to give feedback on the exhibition process?

Yes: We can dismantle the exhibition according to the agreed schedule.
No: We will go through the instructions and find out what the dismantling schedule is and what things need to be taken into account.

ARTS Communications & Community team supports

What the ARTS Communications & Community team offers:

Guidance for participants, website, social media campaign and updates, visual identity/signage, studio photography, official exhibition opening event (programs/majors/study options may also have their own events).

What is required from participants:
- Information about participation and the approximate number of participants so that the space can be divided equally
- Information about the participating works as early as possible
- Ready-made image material
- For separate studio photography, we need the help of a person in charge to activate the students
- Cooperation with the general presentation texts for the exhibition. In addition to the materials provided by the school, everyone can produce their own materials for presenting their works or the exhibition.