Open Forum

Hello everyone,

I have a couple of questions about museum events and rentals:

• First, I'd love to hear from other museums about their rental policies, and if there are any types of events they don't open up to rentals. Most of our rental requests are straightforward -- parties, weddings, community organization meetings, etc. However, we've recently had someone ask about a rental for a political fundraising event, and we weren't sure what our best course of action and policy on these types of rentals would be. What about candidate forums or similar? Any thoughts much appreciated.
• Second, we often participate in local and regional community events with an information booth, activity table, or presentation about our museum and its programming -- from history festivals to maker faires to the local Rotary club. Occasionally, however, we get feedback from stakeholders who don't understand why we participate in some community events that are viewed as "political" (e.g. a pride event or Juneteenth). We try to explain about the museum's mission to provide programming and educational resources and content to the whole community and to be welcoming to all current and potential visitors. Have you encountered this pushback too, and if so, how have you handled it?

Thank you in advance!

Rene

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Rene Rodgers
Head Curator
Birthplace of Country Music Museum
Bristol VA
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Hi Rene,

I have been consulting to Museums (and cultural institutions), over 400, throughout the US and some in Canada. for over 25-years and most have a million questions regarding 'events and rentals'. There are lots and lots to consider and think about in this regard.

What you have in your note is 'a huge' area. I have written two books that includes many actual 'blind' (not naming the client, of course reports and recommendations for this area. When the books first came out AAM had in their bookstore. I believe both books are still available at Amazon if you type in my name and books in both new and used versions. I have worked with very small (attendance) to very large (1+ million) annual attendance; all with 'Internal and Rental Events

I do not see a statement of your BCMM 'goals' (financial and operational) in your note.

I would be most happy to talk with you sometime at mutual convenience if you do a call, please email me directly (see signature below) and no cost or obligation if you opt to do so. I am fine sharing what I know with the industry as there are no resources other than my two books, consultants that have worked with me over the years, and me.

Let me know if an initial call will help. 

Best wishes,
Art

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Art Manask
Founder/Principal
Art Manask Consulting
artmanask@gmail.com
818 358-3588
www.artmanaskconsulting.com
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Hey Rene,

So I can help a little with your first question - as I was (up until about a year ago) one of the only two members of our rentals team, as one of the 'bullet points' in my job description here!

Our organization is a little different because we are combination zoo, aquarium, and museum so our rental policies have to cover a wide variety of what is and is not allowed, available or acceptable depending on the request. But we do host the normal weddings, anniversaries, parties, company holiday events and more. Typically those are hosted in our aquarium space, some in our zoo, and some in our museum spaces. Our rental contracts that we make each client sign (and was vetted by lawyers on our board) is very explicate in what is and is not allowed in the space. We do not allow anything to be affixed to walls or exhibits in any way, we do not allow balloons (open air aquarium exhibits), we do not allow smoke machines, and we do not allow things like sand, plastic confetti, or glitter - and that is just the basics. We are also very specific in terms of music as we have to be careful on noise level that may affect the animals. And we only allow beer, wine or champagne, absolutely no other type of alcohol.

In my experience, guests who choose places like our facility or other museum type settings do so with a very specific reason in mind in regards to what you offer, and are usually very respectful of the rules that have to be put in place for the safety and integrity of the institution. Additionally, we only allow after hours events - outside of our own yearly fundraiser, we do not close early for rental clients, and we do not start setting up in public spaces before 4:30 pm (we close at 5 pm daily).

We have hosted political events in the past, and we have not received much pushback as we are strictly 'the venue' for any rental clients. We do not advertise for them, we do not offer our logo for their use in advertising their event, etc. We have also been careful to make sure all those involved are aware that our rental spaces are available upon request, so anyone involved in any political race has the opportunity to host their event on site - and there are no discounts offered to remain fair and impartial. In my experience working in our rentals department, if your institution continues to be seen strictly as 'the venue', you can continue to remain apolitical or unbiased in your community (if that's what your goal is).

I hope that helps at least with your first question!

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Jessica Gouge
Education Events and Collections Manager
Greensboro Science Center
Greensboro NC
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Hi Rene,

We have a pretty robust rental schedule and because we are part of the State of Alaska's Department of Education, we have to be careful about the type of rentals we take on. Typically we don't have a huge issue with politically-affiliated requests because we're a state agency, but we do have to consider the public point of view when we get requests from religious or other groups with an outspoken agenda that leans one way or the other.

I'm probably doing a horrible job at explaining this at the moment. Please feel free to email me if you'd like to talk more or if you're interested in seeing our rental contract and event policies.

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Amber Glen
Administrative Assistant
State of Alaska Division of Libraries, Archives, & Museums
Juneau, Alaska
amber.glen@alaska.gov
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Hi Rene
My firm is an F&B/retail consultancy that has advised more than 350 arts organizations nationwide. There are a wide variety of rental policies in practice. In my experience, I have found many cultural institutions shy away from allowing any political activity in their facility. Even though the event is a third party rental, attendees and the general public may draw erroneous conclusions about the institution from the event. Most organizations we work with include some phraseology in their policy that indicates they may not accept events that are potentially harmful to the museum or its reputation. Happy to connect if helpful.


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Tracy Lawler
President
JGL Consultants
Princeton NJ
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I see it's been a while since this topic was discussed, but I'd love to hear how things have evolved for everyone. Have any of you made recent changes to your rental policies based on guest feedback or new challenges? We've been seeing more interest in smaller, more intimate events, and I'm curious if anyone else has had to adjust pricing or availability to meet shifting demands.

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Stew stay CIPM
Baton Rouge LA
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Balancing public access with private events is always a challenge, but having a clear rental policy makes a huge difference. At Royal Crystal Event Center, we found that setting specific guidelines on event timing, security, and setup logistics helped minimize disruptions while maximizing revenue. Clear communication with museum staff and external vendors also keeps things running smoothly. If possible, offering package deals for vendors simplifies the process and keeps things consistent.

Original Message:
Sent: 3/19/2025 1:07:00 AM
From: Alex Salve
Subject: RE: Museum events and rentals -- policy questions

For private event rentals, we require all vendors to be pre-approved and provide proof of insurance. We also have clear guidelines on décor, catering, and setup to protect the exhibits.

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Alex Salve DVM
s
Dallas TX
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Hi Rene,

I have worked with many museums and cultural institutions throughout the U.S. for more than 25 years and the questions/comments you raise are very consistent with what all cultural institutions need to deal with or have dealt with for many years.

Prior to about 2008, most institutions did not allow any type of 'political' event at their museum, as the institution, most all of which are 501C3 not for profit fund raising institutions did not want to allow any other event to use or rent their event space(s) for fund raising events that were not directly benefiting the museum (or institution). 

Post about 2008 many institutions that wanted to increase earned income from facility rentals and catering services (many caterers paid a percentage of their revenue to the institution) and their policies in this regard became a little more liberal with various criteria the institution would use to permit community political/fund raising types of events if the net effect to the institution was increasing the institution's earned income in this area. And along with more liberal policies comes some of the 'controversy' as you have stated. 

With so many museums closing post-Covid, it is possible that these institutions have again modified policies again so it may be good to ask the question(s) and I am hopeful you will receive good and quantifiable responsive.

I have published two books that are chocked full of actual blind case studies about both visitor dining and catering (facility rentals) in cultural institutions and possibly one or both of these publications will be informative, and you might want to preview them on Amazon by typing in 'Books by Arthur Manask'. Amazon permitted previewing before buying. If you have any problems, please email me and let me know. Also, please know that I have never received a royalty or payment from the sale of these books. They used to be available at the AAM Bookstore at discount to members but no longer, only Amazon.

Best wishes and hope you come up with the answers.

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Art Manask
Founder/Principal
Art Manask Consulting
artmanask@gmail.com
818 358-3588
www.artmanaskconsulting.com
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Original Message:
Sent: 03-19-2025 01:06 AM
From: Alex Salve
Subject: Museum events and rentals -- policy questions

For private event rentals, we require all vendors to be pre-approved and provide proof of insurance. We also have clear guidelines on décor, catering, and setup to protect the exhibits.

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Alex Salve DVM
s
Dallas TX
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