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  • 1.  Gallery SOPs for Events w/ Catering?

    Posted 09-16-2025 03:12 PM

    Greetings All,

    I am currently exploring how different institutions approach policies related to food and beverage in gallery spaces, particularly in the context of hosting special events in and around collections. If you have standard operating procedures (SOPs), guidelines, or regulations that you are willing to share, I would greatly appreciate the opportunity to connect and learn from your practices.

    From the use of sternos to open bars, I am especially interested in understanding where other institutions draw the line so that we can thoughtfully update our own SOPs.

    Thank you in advance for your insights and support.



    ------------------------------
    Chris Morehead
    Director of Experience & Operations
    Newfields
    Indianapolis IN
    ------------------------------


  • 2.  RE: Gallery SOPs for Events w/ Catering?

    Posted 09-17-2025 09:37 AM

    Hi Chris, 

    Naples Botanical Garden currently has one indoor event space which acts as our art gallery during our summer months. Our SOP for closing an exhibition for a private event was written with our Garden in mind, that said, below are some helpful points for developing an SOP for your own space. 

    Here are some of our internal guidelines when our exhibition space is booked for private events.

    • Ensure that all event floorplans are designed so that any tables, chairs, bars, etc. maintain a 
      minimum distance of at least 6 feet from the artwork.
    • Exhibition designs will allow for the following:
      • Cocktail party of up to 125 people (bar, buffet, highboys, café tables & chairs)
      • Meal for 50 (bar, buffet, tables & chairs)
      • Most participants can see a speaker at a podium

    All of our artist agreements mention that a private event may take place in the gallery, requiring the gallery to close and that there may at times be food and beverage in the gallery. 

    [The gallery] may occasionally be closed for private events during public hours.

    • Smoking or open flame are not permitted in [the gallery] during The Exhibition.
    • Food and beverage may be served during special events held inside [the gallery].
    • Occasionally, the doors to [the gallery] may remain open during special events.
    • [The gallery] may be used for visitor programming when weather conditions are not suitable for outdoor programming.

    Knowing your event capacity with your artworks' safety in mind is a great first start! And communication across departments and with the artist is incredibly important for successful events!

    Best of luck!



    ------------------------------
    Kristen Kerwin
    Curator of Arts & Culture
    Naples Botanical Garden
    Naples FL
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    Original Message


  • 3.  RE: Gallery SOPs for Events w/ Catering?

    Posted 09-18-2025 04:23 PM

    Hi Chris, 

    At the NJ State Museum we have an event space that has some large artworks installed on the walls. This is the only space we permit food or beverage, but no open flame or Sterno. Our contract stipulates all food must be delivered to the event prepared, there are no facilities for prep/cooking/cleanup. We also don't permit red wine or other dark colored beverages or red sauce (concern about it staining the terrazzo floor or getting splashed onto the artwork. Alcoholic beverages require the renter to obtain a permit from the State. Also, only flowers from a florist are permitted, nothing cut from the garden.



    ------------------------------
    Susan Greitz
    Marketing & Public Relations Manager
    New Jersey State Museum
    Trenton NJ
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    Original Message


  • 4.  RE: Gallery SOPs for Events w/ Catering?

    Posted 09-29-2025 08:46 AM

    Hi Chris,

    When thinking about SOPs for special events in gallery spaces, don't forget about the security aspects especially for after-hours events. Vendors should be vetted (background checked if possible) and escorted or otherwise supervised, and their equipment checked upon entry and exit.

    Kind regards,

    Catherine



    ------------------------------
    Catherine P. Foster, Ph.D.
    Partner, Argus Cultural Property Consultants
    Washington, DC
    cfoster@arguscpc.com
    (202) 417-7282
    arguscpc.com
    ------------------------------

    Original Message


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