The following are considerations for consideration when creating internal policies and guidelines for holding special property use and special events at your Site. It should be noted that these guidelines assume that your site or museum has the appropriate permits and permissions to hold events.
Please remember to treat your own guidelines as a living and working document. Once you create your guidelines, review and change as necessary on a regular basis, such as once a year.
General
Consider the following when you are starting the process of creating or reviewing your policies and guidelines.
• When renting out the property or part of the property, all proposed uses should be consistent with the preservation of the property and its collection, should not detract from the public image of the property, and must be in accordance with your property’s specific procedural guidelines.
• Start your guidelines or policy documents with a description of your site or museum, your mission, and what physical spaces are included in the property.
• If applicable, cite any parent organization’s policy.
• Educate the client that by renting the site, the client is agreeing to uphold the integrity of the site and the collection.
• Remember that you are in control of the rental. You always retain the right to evaluate the property use based on property scheduling, staffing needs, and availability, potential for damage to the property, and other valid considerations.
• Make sure you know what type of events will you NOT hold (such as political events), and make sure you know why these events are prohibited at your site, in case you are asked.
• Clearly list what is not permitted on site, such as open flame or confetti (see “Decorations” section for further information).
• If invitations/printed materials are prepared for events at your site, consider requesting to see a draft before it goes out, particularly if you are co-sponsoring an event. This is to ensure that your site is properly credited and represented, your address and museum information is listed correctly, and to ensure that your museum has agreed to the information given.
Insurance/Contracts
In order to protect both your site and your staff, contracts and insurance are necessities.
• Make sure you have a contract signed with the client. This ensures that the client understands all of your policies and guidelines. Consider the event confirmed once the contract is in place.
• Require the renting party and the caterer to furnish proof of liability insurance in advance of the event. Require that your institution is listed as an additional insured and indemnify your museum against all liability.
• You may wish to require your renter to assume full financial liability and responsibility for any damage or loss of objects or property belonging to your site, and for any accident or injury incurred by the renter or the guests during the event.
• Your contract should state that any and all equipment brought onto the premises by the renters is present at the renter’s risk. Such equipment may be inspected for safety and security by museum staff. The site shall in no way be responsible for the loss or damage of such equipment.
• Decide if you need to require a refundable damage deposit for rental of the site. The damage deposit can be refunded to the renter after a thorough walk-through of the facility by museum staff. In case of any damage, an appropriate dollar amount of the deposit will be withheld and reserve the right to recover any actual damage to the objects exhibited in excess of the agreed-upon damage deposit.
Working with vendors and outside contractors
If caterers or outside contractors involved in the event, you will have a number of additional people working at your site. Guidelines will help you communicate the needs of your site to workers from outside your organization so they, too, can uphold the integrity of your site.
• Consider creating your own approved vendor list. This will ensure the quality of the vendor working at your historic site. They know what they can and cannot do at your site.
• If you do not already have an approved vendor list, work towards developing one. Out of the vendors with whom you have you worked in the past, which stood out from the rest? These vendors can be the beginning of your approved vendor list. Make sure you have a variety to ensure a good fit between the vendor and the client – we all have different styles and tastes.
• Require from your client the names of all vendors be provided to the site BEFORE their event. Contact the vendors and introduce yourself and educate the vendors of the policies and procedures of your site. Encourage them to a walk-through of the site if they have not been there before.
• Create a list of what your site will provide to caterers, such as: carts, extension cords, china, glassware or silverware for use, etc. Provide an inventory of what you have to the caterer.
• Identify clear load-in, load-out, parking, and refuse removal areas for the caterers. Do caterers need to off-load trucks and remove them, or can caterers park there vehicles in designated locations? Be specific.
• Clearly express to your caterer which areas of the site are accessible, and which are off-limits.
• Do you have easy access for the caterer to get potable water? If not, let them know that they will need to bring water in.
• Identify places where the catering staff can change, and which restrooms they are allowed to use.
• Determine what space you have for the catering equipment. Can deliveries be made in advance? Do you need the equipment removed immediately after the event or can it be left overnight?
• Know your area’s regulations in regarding to dumping of trash or leftover liquids. If the caterer needs to take the trash and liquids with them, let them know that in advance.
• Decide if a dance floor be brought in and set up. If you decide to allow a dance floor, establish the maximum dimensions of the floor. Also, keep in mind the potential impact on the grounds/floors.
• Determine if the Site provides a coat check for the event, or if this is the responsibility of the caterer or other vendor.
Fee structure
It can be a challenge to create a fee structure. Look around at other facilities in your area that are similar to you, and keep in mind the following points.
• While creating your fee structure, you should cover all expenses related to the event: staff time before, during and after the event, utility costs, cleaning supplies and even wider-ranging costs such as re-seeding your grounds to mitigate damage from special events.
• When listing fees for renting your site, include what areas of your site are available and if there are time limitations.
• State if a deposit is required. If so, what is the cost and is it refundable?
• Create and list your cancellation policy. Think about how much staff time goes into an event before the event occurs and how far in advance staff have to dedicate time to the event. Include how far in advance you need to be notified and list if and when a client would receive a deposit back.
• What will you do if the event runs over? Do you have overtime costs? Let the client know that at the beginning of the planning process.
• Is any part of the client’s fee tax-deductible? If so, clearly state what part will be tax-deductible and ensure in your procedures that you will provide the proper paperwork to the person who is renting the facility.
• Is parking for the guests included in the rental cost?
Use of space
One of your main responsibilities is to the site and its spaces. This section will help you design guidelines that will protect the site while allowing access.
• Consider the traffic flow within your site – what are the potential overcrowding spots? How can those areas be managed? Also, think about how much interference with the normal flow of traffic you will allow.
• Think about the movement of catering staff, food and beverages: ensure that all staff are aware of and help ensure specific routing, catering, bussing and serving within your museum and throughout the site.
• If you determine that some spaces are not acceptable, document the reasons why those spaces are not appropriate for use. Keep this information on file so that others who come after you understand why you made these determinations.
• Have and know emergency evacuation routes. Train staff and volunteers and offer yearly refreshers of this important information.
• Determine, state and enforce your maximum occupancy limit. Schedule yearly meetings with the local fire department to ensure your maximum occupancy limit is correct.
• Will tours of your site be included in the fee? If not, how much will the additional charge be? How long will people be able to take tours? Make sure this is clearly stated upfront to the client.
• Do you have tables and chairs that can be used during the event? If so, know exactly how many, the type and dimensions. Create a list that would be easy to distribute.
• Will your Museum shop be open during the event?
• Will your restrooms be sufficient for the numbers or should the client rent restroom facilities? Do you have a list of vendors they can contact?
• If you will allow weddings at your site, determine if you have space for a bride’s room/groom’s room.
Food/Beverage
Most events involve some type of food or beverage. Clear guidelines will take away any doubt on what is and isn’t allowed.
• Determine and document which areas at your site you will not allow food and/or drink. If possible, offer alternatives spaces that can be made available where you can allow food and drink.
• Think about heat or steam-producing activities, and determine the specific safe areas for caterers at the site. Identify which areas are particularly fragile to heat. Assess what harm can be caused if you allow a heat source, such as wicked Sterno. For the safety of your site, you may need to request that no cooking or reheating takes place onsite.
• Explicitly state what types of food or drink are prohibited, for example: dark-colored beverages such as red wine; colored soft drinks; avoiding foods that tend to spill such as dips, sauces and other sticky foods; “rolling food” such as berries or grapes.
• Will you allow furniture at your site to be used, such as a dining room table? If so, document this.
• Ensure that there are drop tables (on which visitors can drop off food and drink) outside areas where food and drink are prohibited.
• Consider making it your site’s policy to close the bar and stop serving food 15-30 minutes before event concludes to ensure that guests leave on time. If you decide to do this, make sure this is clear to the client.
Collections care
Use your event as an opportunity to educate your client regarding collections care. If you have to impose restrictions to mitigate the impact of regular “agents of deterioration” (such as fire, water, pests, contaminants, physical forces, and so on), use your guideline documents to record and explain your restrictions to the client. This will give the client a better understanding of the uniqueness of your site.
• Decide if you will move objects, and if so, who is permitted to move them. How far in advance does your staff need to plan so that the appropriate staff can prepare the spaces both before and after the property use?
• Clearly state that outside clients/vendors cannot use or move historic furnishings or museum equipment without permission of the museum staff. Again, a clear relationship can be created for the success of both the site and the client.
• Are there objects that are particularly sensitive? If so, what can you do to help protect them while the event is in the space? Do you need to educate/refresh staff/volunteers?
• Have a dialogue amongst your staff to determine if, and under what circumstances, it is permissible for special events to impact or curtail your regularly scheduled tours and programs.
Decorations
Every client will want some type of decoration. By creating guidelines for these items in advance, you will be able to best represent your site to the client.
• Clearly state that any rental decorations may not interfere with/obstruct any museum exhibition signage, way-finding devices, or emergency signage.
• Determine where, if at all, items can be attached to walls or surfaces. Make sure decorations do not come into contact with the walls, tables, chairs, or other collections pieces. Prohibit tape, nails, staples or screws in historic areas. If there are any places at your site where these kinds of decorations can be permitted, clearly state those areas.
• List all items that you will ban, for example: open flame, any and all combustible materials, helium balloons, potpourri, water-related displays, smoke or fog machines, tinsel, confetti, rice, birdseed, bubbles, glitter, stickers, silly string, flower petals.
• Determine what landscaping you will do before an event and clearly state what will be done. Also, will you allow the client to trim trees or add plantings? If not, state why that is not allowed.
• Explain why the client may or may not adjust or remove lighting from the event space(s).
• Do you have an ideal that you want each event to uphold? Do you want only high quality of decorations (no paper plates or plastic ware, tables need to be dressed in cloth)? If so, let the client know what types of decorations can be done at your site.
• Are live flowers in the house historically accurate? If not, then should you permit them?
• If floral arrangements are appropriate, determine where flowers can be permitted at your site. Be clear about any areas where flowers are not acceptable no matter what type.
• Consider additional restrictions, such as: should the flowers be treated for insects before coming to the site; avoid using plants with berries or loose petals that can fall onto surfaces; stamens should be removed from flowers; flowers cannot be displayed in wood containers; the site will not provide containers; surfaces will be covered with Mylar.
• If you don’t allow live plants, educate the client as to why. Explain that live plants can harm collections by acting as a vehicle for the introduction of insects detrimental to materials such as paper, wood and textiles. Also, plants or flowers may damage to furniture may occur from plant excretions or from watering.
• How long will you display the flowers before they are removed? 24 hours? Immediately after event? Who will remove the flowers?
• Be sure to educate your staff and volunteers, as well as your clients, about your guidelines.
Lighting/AV
Lighting and AV preparation is more than identifying the types of lighting or equipment that you have available. You also need to know what your site is physically equipped to handle and what your local government will allow. Be prepared!
• Do you provide lighting and/or AV equipment to your clients, and if so, what lighting will you provide? Create a list of what you are able to provide, and educate both the client and the staff/volunteers about what is permitted and what is not permitted inside the historic core.
• Open flame is not permitted in the historic core of the site. For the National Trust for Historic Preservation Policy, please see the Best Practices Manual. Consider switching to LED “candle” lights for the effect of lit candles without the risk of open flame.
• Establish what, if any, types of lighting are permitted outdoors on your site grounds. For example, will you allow lanterns outdoors, and if so, what type of lighting device and what kind of fuel is permissible?
• Determine if you have the appropriate electrical outlets for the event needs, and what ability your site has to provide electricity for events—inside and outside—without overloading your circuits.
• Know in advance if you will allow (or require) the client to bring in a generator if necessary, and what if any associated restrictions should be in place.
• Decide how early you need to be notified of any special electrical or audio/visual needs the client will have prior to the event, and state this in early meetings.
• Identify any neighborhood noise limitations and related curfews. Determine if the restrictions include live music. Reserve the right to monitor and adjust volume levels of both live and recorded amplified music on-site.
• State any limitations clearly and in writing to the client.
Accessibility
Events bring all types of people to your site. Think about the levels of access to the different areas where the event will be held. You need to know the limitations, if any, to make sure you communicate them to your client.
• Do the staff/volunteers know and understand accessibility options at your site?
• Do you have printed materials related to accessibility of your site that you can distribute? Be prepared to share this information with the client and the vendors.
• Make sure you discuss any site limitations in regards to accessibility with the client in early meetings.
Security & enforcement
Establishing guidelines and training your staff will help alleviate any problems that might accompany the number and variety of guests you will host through special property use and special events.
• Capacity limits should be strictly observed. Inform your client that you reserve the right to turn away guests should the collection become endangered due to overcrowding. Train staff and volunteers to assist in protecting the collection.
• Educate the client that staff/volunteers will be present at all functions to oversee the event, to provide tours (if applicable) and answer questions about the property, to supervise the house and grounds, and to close the house after the function ONLY. It should be clearly understood that the duties of the property staff properly concern only the security and interpretation of the property and its collections.
• Train your staff and volunteers about your Site’s chain of command, incident report forms and contact numbers. Ensure that all staff know what to do if a person’s behavior at an event threatens the site or the collections, particularly if full-time or regular staff may are not present.
• Schedule yearly refresher training to ensure all staff/volunteers feel confident that policies and procedures of events are being followed.
Photography at Events
Most events will be documented in some way by photography and/or filming. Producing guidelines will ensure responsibility for both you and the client.
• Your site may need to establish more restrictive standards for interior photography versus grounds photography. For interior photography, you may need to establish restrictions based on your collections care needs. Flash photography can be very damaging to your collections, particularly materials with light sensitivity such as textiles or works on paper.
• Know and indentify any photography or copyright restrictions that may be associated with museum collections that you have on display.
• Consider restrictions on the type of equipment that can be allowed due to the tight spaces in your historic interior.
• For more extensive photography, consider requiring staff and/or volunteers to remain with the photographer to monitor the photography.
• Consider limiting the hours that photography can occur, not only to mitigate the impact of the photography on your site, but also its impact on the experience of other visitors. As an example, some sites limit photography to only the final tour of the day.
Professional Photograph/Filming
You might have the unique opportunity to have professional filming at your site. Knowing in advance what you will or will not allow at your site will help make this experience a positive one for both the film crew and you. See the “Insurance/ Contracts” section above for additional considerations relating to your contractural relationship with professional photographers/film crews.
• Establish guidelines that clearly list what the client is or is not permitted to do.
• Consider restricting the type of equipment that you can allow, due to tight spaces or collections care needs. Also be aware of the strength of commercial lighting– determine in advance what areas of your site can handle strong lighting and areas that it should be prohibited. Clearly list these restrictions.
• You may need to have staff and/or volunteers dedicated to monitoring the setup and filming. If you do not have the manpower for this level of oversight, what will you do to help protect the site? Consider limiting the hours that filming is permitted, or limiting the places in which filming can occur.
• Create a fee structure. Keep in mind the size of the crew, the hours that they will be there, and collections care costs including repair to the grounds.
• Create a release form, and request a legal consultant review the terms of your release.
• Clarify with the client if you will hold copyright from any resulting photographs, film, recordings or videotape.
• Ensure that your site assumes no responsibility for and is not liable for loss of or damage to equipment or for any injuries to crew or models.
• If anything is damaged, require the client will pay for conservators to repair the damage.
• Decide what your credit line should read.
• Ask for a complimentary copy of the publication or videotape in which the images or recordings of the museum appear.
• Ask that you be provided a script of the production noting scenes to be photographed or recorded at your site. This will allow you to ensure that the material in the script would not misrepresent or damage the reputation of the site. Decide if you want to have the authority to make any script changes.
• How far in advance to you want to know the locations and set dressing plans? Let the clients know as soon as possible.
• Can this shoot occur without disrupting or delaying tour groups?
• Consider what special effects could do to your site. Prohibit any effects involving fire, smoke, explosives or breaking of glass or other matter.
• Consider what animals could do to your site. Will you prohibit or allow them?
January 26, 2009
Created by Terri Anderson, John & Neville Bryan Director of Museum Collections, National Trust for Historic Preservation, and Heather Duckworth, Historic Sites Department collections management intern, MA in Museum Studies, George Washington University
