Patricia L. Miller <[log in to unmask]> wrote in message
news:4.1.19990904165204.0095cf10@mail.prairienet.org...
...One museum, a historic house, is considering renting the facility for
special events (dinners, weddings, meetings). ...
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Response by Colin Macgregor Stevens, Curator, Burnaby Village Museum,
British Columbia, CANADA
** Our museum is a city museum on 10 acres in a park in the middle of the
city. The exhibits are mainly an outdoor village (1920s period) and a 1912
carousel (inside a new climate controlled pavilion). We also have a 1990
administration building. Thus we have a number of historic buildings,
replica buildings, and modern buildings on our property. The museum site is
fenced with fence about 7' high in most places.
Rentals for special events: These include movie & TV film making, corporate
parties (annual, Christmas etc.), and weddings/baptisms/memorial services in
our small church. We have a restaurant and a catering service . Damage
deposits are a good idea. Written contract laying out rules also handy.
Written agreement as to what the renter can expect or use (e.g. power,
tables & chairs, washrooms, parking).
Outdoor rentals of the grounds are not too problematic. Ensure staff lock
the doors and have a few staff moving about. Clear contract with renters as
to time to leave the site is critical or janitors have problem removing
revellers. Luckily not too much damage, theft or vandalism (maybe something
to do with being in Canada). Do have to pick up stray bottles & cans next
morning. Considerations include access to washrooms, adequate lighting for
people wandering the site after dark to avoid accidental falls and resulting
lawsuits. Liquor licences as needed.
Indoor rentals: We have several 'modern' spaces for rent for wedding
receptions, club meetings (e.g. vintage cars clubs). These are routine.
Rentals in historic buildings or replica buildings with artifacts are
problematic. These require much more staff but the key thing is, you charge
the renter for the costs of labour and add a profit on top of it. Clear
negotiations as to where they may or may not go, do, touch etc. and written
agreement. If they think it is too restrictive, they are welcome to go
elsewhere. Local fire department can tell you the legal numbers of people
allowed for each meeting or eating indoor space. If you allow beverages in a
gallery, be aware that people WILL put glasses on top of furniture, display
cases etc. If your display cases or cabinets with computers have vent holes
in the top, spilled booze WILL flow "down hill" ...
Entertainment may be arranged by your staff, for a profit of course.
Film crews are special people. We have a policy just for them. Surprisingly,
they will come into a museum's period general store exhibit, love it, then
insist that everything thay can't touch be removed. They will look at a
villge street scene from the 1920s and want to change it to the 1880s. If
we agree, we charge them for the labour, moving costs, storage costs etc.
They have set decorator staff who will do much of the work - just give them
parameters (e.g. no nails or screws or tape in an historic building). As a
Curator I have problems in principle with packing / unpacking entire
exhibits to suit a renter, but the pressure to earn money is very, very
great. We do have a trusted moving company move, hold and return furniture
that has to be moved out of the way - at the renter's cost of course. By the
way, film crews ask for an inch - at first. Be prepared to go the extra mile
... or not. We assign at least one person as a site liaison, at film crew's
cost, to BE THERE all the time to answer questions, watch for problems, tell
them where the power outlets, to call senior staff if required, etc. They
must be empowered to say no if necessary. FiIm directors & crews sometimes
come up with bright ideas while fiming - stuff that was never mentioned to
the museum's Director or Curator during negotiations. Take photos
beforehand if you plan to temporarily dismantle an exhibit. They help in
reassembling it. Ideally same staff should be involved so that everything
gets put back in the right place. I found a railroad section handcar that
had been modified for the movie "McCabe and Mrs. Miller" and never returned
to it original state until about 10 years later! Our first accessioned
artifact was returned annoymously in the mail after a filming event -
presumably one of the crew needed a clipboard. Later one sometimes asks
oneself - dind't we have a 'such and such' over there?
Food & drink in exhibits is a key issue. Have a clear written policy on it &
share it. Remember Coca Cola is acidic... a rust remover according to
vintage vehicle buffs on another Internet list, and bugs (and bigger pests)
do love to eat crumbs (and sometimes whatever is next to the crumbs).
If going to have heavy public use or access to say a particular room,
consider furnishing it accordingly e.g. replica or usable and expendable
furniture etc.
If renting, take some photos of various set-ups, These can later be shown to
other prospective renters who will ask, "What does it look like when set up
for a wedding reception?" Our staff have created several tested floor plans
for renters to chose from and these are available in photocopy .
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