Policy Guidelines for Museum Events

Policy Guidelines for Museum Events

Colby College Museum of Art

Revised September 27, 2005

General Guidelines

CCMA reserves the right to refuse any organization not complying with these guidelines.
CCMA will determine which areas of the building may be used for the event and where food and beverages may be served. Exhibition contracts with other museum will govern temporary gallery space usage.
The sponsoring organization or department shall be responsible for all cost associated with or resulting from the event.
CCMA reserves the right to refuse any delivery that may prove detrimental to its facilities or its collection.
A member of the museum staff is required to be present for the duration of the event to manage the setup, activities, takedown/clean up.
The organization/department must designate a representative who will remain on the premises throughout the event.
Smoking is not permitted in the museum
No backpacks or umbrellas allowed in the galleries
Organizations may not bring any of the following:
Live animals
Organic materials (floral arrangements subject to inspection by museum staff, or designated intern/representative)

Catering

The caterer is responsible for all actions of its staff. All reasonable requests/orders from museum staff and security at the event must be complied with at once.
A supervisor from catering must remain on the premises throughout the event, during set up and break down.
No food or drink is allowed in the galleries other than where the event is stationed.
Caterers are responsible for cleaning up all work areas prior to leaving the CCMA. Dirty dishes, food, etc must be removed from the building immediately following the event.
No red wine or bloody mary mix is to be served at any time in the museum. Only those juices that are light in color may be served.
Champagne, wine, and sparkling water bottles should never be opened in the galleries.
Areas where food and beverages are served must be cleared frequently. Nothing can be placed on museum tables, chairs or objects in the galleries.
If an event is planned to end at a time that results in the Museum being opened to the public before the next regularly scheduled custodial cleaning, arrangements must be made through Scheduling to schedule an additional cleaning with the Custodial Department. The cost of any additional cleaning will be paid by the party hosting the event.

Security

A minimum of 2 security guards per event is required. Guards are hired at a minimum of 4 hours at $20 per hour. Baseline security coverage begins at $160 per event. Additional guards will be required as deemed by museum staff.
If a door that is normally locked will be unlocked or propped during an event, an additional security guard must be placed at that door for the duration of the event.

Photography

No flash photography or additional lighting is allowed in the galleries.
No photography is allowed in temporary exhibitions without prior written approval from museum staff.

Audio Visual Equipment

Planning and Set Up

Any and all rental items must be picked up the day following the event and removed prior to the museum’s public opening hours.

Flowers/Decoration

Nothing may be affixed to or leaned against the walls, doors, or door frames. No object or person should come within 6’ of the art.
All flowers and plants must be visually inspected for insects by museum staff before entry into the building. All flowers and plants must be removed from the museum after the event.
Flowers and plants or decorations may not be adhered to any exhibition cases, dioramas, labels or signs.

Printed Matter

The content of printed materials relating to the event, including invitation copy, programs, and any promotional materials, must be submitted to the CCMA for review and approval before being printed.
No representation should be made or implied that the CCMA is a sponsor or a partner in the event.