Carrie,

I can chime in on a few of the areas you mentioned. Where I work we have
frequent special events and have come up with a few hard-learned lessons
that are now rules and regs.  All of the events occur in an area where there
are occasional exhibits, but for the most part are empty (non-formal gallery
spaces).  Here are a few I can think of off the top of my head.

1. We allow NO open flames at all.  This is spelled out clearly in the
rental policy.

2.  Floral arrangments are sometimes acceptable if they are removed promptly
after the event.  If they remain after the event they are removed to a safer
location.  (i.e. away far from any artwork or anywhere artwork is handled or
stored for any length of time). The pontential damage live plants, and the
associated pests that call them home, can cause require close scrutiny if
not an all out ban.

2.  We do not allow exterior doors to remain open for any prolonged period
of time.

3.  The limit on group size is dictated partially through fire code.
Otherwise it depends on input from myself (registrar), a curator, and the
events coordinator.  Open lines of communication and a reasonable and a
sufficient number of security/museum staff need to be present.

4.  Never underestimate the potential for damage.  Take any and all
precautions you think are necessary, even if they seem ridiculous at the
time.

5.  I have requested a calender of all future events from the events
coordinator.  This helps in planning for necessary staff, manipulation of
exhibit spaces, etc.  Knowing in advance what is coming down the pipe is
often times half the battle.

Hope this helps somewhat.  The list above is by no means specific or all
inclusive, but may offer useful suggestions.

M.Ryan
Registrar
Plains Art Museum

>From: Carrie Snow <[log in to unmask]>
>Reply-To: Museum discussion list <[log in to unmask]>
>To: [log in to unmask]
>Subject: Re: Catering guidelines
>Date: Fri, 8 Dec 2000 20:30:19 EST
>
>I am interested in gathering information on Caterering and Special Event
>guidelines used by museums.  We have had a set of guidelines for years, but
>recently we have found a need to change them. We found that the Special
>Event staff here had changed them without consulting us. I would like some
>imput on the following areas:
>
>1- Use of floral arrangements, candles, extra lighting.
>2- Loading zones, do you the loading dock exclusively, or the front door.
>3- Do your museum allow outside doors to remain open, or require them to be
>shut during an event
>4- What are your museum's limits on group size
>5- If your museums requires a cleaning deposit, have you ever had to refuse
>its return because a caterer left the museum a mess.
>6- Who follows up with caterer, one their arrangements for set ups, Special
>Event staff, Marketing, or Registration.
>
>
>I will continue to do my own research in the area, but I would like some
>imput from museum staff as well as experineces.
>
>Thank You in advance,
>Carrie Snow, Registrar
>Richard Nixon Library
>
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