Dear Events Friend
nancy sent me this, and here are some quick answers. If you want, she
can send you a co[py of our Special Events policy.
-Nancy Lynner

>>> Indianapolis Art Center <[log in to unmask]> 01/23/98
03:43pm >>>
We are in the midst of an interesting and exciting opportunity.  The
Indianapolis Art Center expanded our facilities within the last year and
a half and suddenly have become "the" venue for corporate meetings,
wedding rentals, holiday events and more.  We are different than
museums
in that we have 13 classrooms devoted to teaching art, and so have
working artists on hand to show their work, teach during creativity
retreats, etc.  After a year of continuing (and what appears to be
non-ceasing) growth, we are wondering how other museums and
spaces handle
rentals and special events.  I am including some of our questions, but I
would love any insight from other institutions holding any kind of
special events-

1.      Do you have one person in charge of special events and rentals?
Who handles the clean-up (Do you hire an outside crew or does your
internal crew handle that work?)

A: Yes, I handle events as well as too many other departments!  The
caterer MUST have 2 million $ liability and has to remove all trash from the
building themselves.  The Museum building staff cleans ahead and after,
but not the catering stuff. Caterer cleans that up.
Caterer has the tables chairs, etc.

2.      What kind of events do you allow in your spaces?  Are there any
areas or events that are off-limits?  Do you allow events in these spaces
under special circumstances (ie, a major corporate donor wanting to rent
the space) Do the events have to be mission-related?
Smithsonian can't do any Political ( bi-partisan events are all right, but not
one-sided political), no Fund Raising events for groups that are not
Smithsonian, and no Social events (Bar mitzvahs, weddings, retirement
dinners) This is because we are funded partially by Govt.



3.      When there is a special circumstance, who helps in deciding
whether the event can be placed in those spaces? (curator, marketing,
PR person, Development Director, etc.) Director and Marketing/Events
persons should make this decision

4.      Do you ever move displays or rearrange your schedule to
accomodate special events?  No

5.      How do you incorporate your mission into events?  Do you have
docents on hand to give tours, flyers posted everywhere, etc. Events
are not part of the mission of the Smithsonian, nor are they part of the
mission of the Postal Museum

These are not all problems for us, but... I am such a worrier that I am
trying to think about all of the inevitables.

Please reply to the list and I will try to compile all the information
that I recieve.

Thanks-


Stephanie Robertson
Exhibitions Assistant