CORNELL FINE ARTS MUSEUM VENUE CHECKLIST

Transcription

1 CORNELL FINE ARTS MUSEUM VENUE CHECKLIST Please take a mment t read thrugh this checklist and place yur initials fllwing each sectin, r N/A if nt applicable. Make a cpy f the checklist fr yurself, then scan and the signed cpy t Meghan Kuecker in Scheduling and Event Services at mkuecker@rllins.edu. Cpy Sandy Tdd f the Crnell Fine Arts Museum at stdd@rllins.edu. All events must be submitted thrugh the EMS system. Name f Event: _ Date f Event: Number f attendees expected: Start and End Time f Event: Setup time start befre Event: Spnsring Department: Spnsring Department Budget Cde: - - Fund Org Accunt Shuld yu nt prvide a budget cde, the event will nt be apprved. Cntact Persn: Name Title Ext. # Cell # (required) SET UP / FACILITIES Set up preferred t ccur utside f museum pen hurs t the public (r as clse t clsing as pssible), unless permissin is granted by the museum. After 4:00 p.m. Tuesday-Friday After 5:00 p.m. Saturday-Sunday Smene frm yur department must versee set up and breakdwn fr yur event. Please put the cntact name and cell phne number n the scheduling frm s that the Facilities and Catering departments will knw wh t cntact fr directin. 1

2 Museum staff may be n site, but will nt be able t versee the set up r cleanup fr yur event. Any questins regarding the set up fr yur event will be directed t the cntact persn indicated n the scheduling frm. In the Set up / Teardwn ntes, request Husekeeping t sweep/mp all catering areas used prir t museum pening the day fllwing the event. The Museum chairs must be used fr lectures/events if needed. A maximum f seating fr 70 is allwed. There are 50 black chairs stred nsite in the museum ffice area. 20 mre chairs are hused in ffsite strage and must be requested be brught ver frm strage in the set up ntes if needed. Indicate the number f chairs needed n the EMS frm. Specify museum chairs in the ntes. The Museum pdium may be used. Please indicate n EMS frm. Specify the Clive Gallery fr lecture lcatin and chair set up. Request the apprpriate number f tables fr catering use. Specify the Educatin Gallery fr all catering set up. CATERING/BEVERAGE SERVICE Any catering r alchl at the museum must be frm Rllins Catering Services, the apprved campus catering and alchl prvider. Any fd/drink will be restricted t the frnt Educatin Gallery area f the museum. Request all catering set up t be in the Educatin Gallery f the museum. Alteratins t this mandate must be apprved by the Crnell Fine Arts Museum representative. Request signage indicating N Fd r Drink Past this Pint be placed in the Educatin Gallery archway leading int the ther gallery areas f the museum. Signage will be supplied by the Crnell Fine Arts Museum. Request small trash cans fr all catering refuse. 2

3 Smene frm the spnsring department MUST be n-site t versee Facilities and Catering set-up, even if set up ccurs befre museum clsing hurs. Museum staff cannt versee the set up. Please put the department cntact name and number n the scheduling frm and abve s that Facilities and Catering will knw wh t cntact fr directin. A representative frm the spnsring department MUST stay after the event t versee any catering clean-up. All fd refuse MUST be remved frm the museum at the end f each event in rder t avid insect infestatin. The spnsring department representative must make sure the catering refuse is taken t the Rllins dumpster (nt left in the museum r by the rad). If yur event is in the evening and catering needs t set up inside the museum past business hurs, the scheduled huse manager and security fficer must be n site fr the set up as well, plus yur department representative must be n site t versee set up. HOUSE MANAGER One Huse Manager will be required fr yur event t versee the frnt receptin area and t be n site fr any set up/tear dwn that ccurs utside f museum staff hurs. There will be a fur-hur minimum charge at the rate f $10/hur fr the use f the Huse Manager ($40 minimum), regardless f the length f yur event. This charge will be billed t yur department. The presence f the Huse Manager des nt negate the requirement fr a departmental representative t be n site t supervise set-up / clean-up. Nr des it negate the requirement fr security fficers. SECURITY OFFICERS Indicate clearly n the frm hw many peple are expected t attend yur event. Security arrangements will be made thrugh Scheduling and Event Services. Yur department will be billed fr fficers at the rate f $25/hur per fficer with a fur hur minimum (minimum $100 charge). Security will be required t ram the galleries. < 50 attendees with n fd = 1 fficer < 50 attendees with fd = 2 fficers > 50 attendees with n fd = 2 fficers > 50 attendees with fd = 3 fficers > 100 attendees with n fd = 3 fficers > 100 attendees with fd = 4 fficers Shuld fd and drink be utilized, ne fficer will be statined in the Educatin Gallery. The remaining fficer(s) will ram the galleries. 3

4 An extra fficer will be required shuld access t the back pati thrugh the museum be requested, n matter hw many attendees are expected. The ttal number f fficers needed depends n the number f attendees expected, whether the back pati area will be accessed, shuld fd drink be invlved, etc. Scheduling and Event Services will be able t infrm yu n the number f fficers needed and the cst invlved. Any alteratins t the number f fficers required must be apprved by the Crnell Fine Arts Museum representative. A security fficer must be n site during set-up when ccurring after museum pen hurs. The museum dr may nt be unlcked and guests may nt enter until the scheduled fficer is n site, and n mre than 30 minutes prir t the event start time, at which time the fficer will unlck the frnt dr and enable the handicapped buttn. GALLERY SITTER When a current exhibitin requires a gallery sitter and access t view that exhibitin is requested during yur event, a gallery sitter must be arranged by the museum fr the duratin f yur event. There will be a fur-hur minimum charge at the rate f $10/hur fr the use f the Gallery Sitter ($40 minimum), regardless f the length f yur event. This charge will be billed t yur department. The museum representative will be able t cnfirm the need f a gallery sitter. AUDIO VISUAL/CLASSROOM TECH/LIGHTING Request Audi/Visual set up n EMS frm. The museum has a built in A/V system. Request Classrm Tech assistance n the EMS frm fr set up, fr any laptps fr presentatin, and fr wireless presenters. Museum staff will nt be able t assist in A/V set up. Classrm Tech is nt able t assist unless the request is made n the EMS frm. A representative frm the spnsring department must be present fr A/V set up, during which time Classrm Tech will instruct n the use f the system panel. Up t 4 wireless micrphnes are available fr use at the museum. Any cmbinatin f handheld mics/lavalieres must be nted n the EMS frm. All mics requested will be lcated in the ffice area n the cnference table. All micrphnes must be placed back n the cnference table at the end f the event. The spnsring department representative is respnsible t return all micrphnes t the ffice area cnference table. Any lst/stlen micrphne equipment replacement will be billed t the spnsring department. 4

5 Request presentatin lighting be set in the Clive Gallery and screen put dwn shuld a PwerPint presentatin be utilized. The Huse Manager will be able t assist with this. PARKING Please cntact Meghan Kuecker (Scheduling and Events Services ext. 2576) directly fr infrmatin regarding reserved parking. MISC Arrange with Meghan Kuecker t have a walkthrugh with the museum representative and the catering representative (if used) at the museum at least 10 days prir t yur event. Unless specifically requested by the spnsring department, all ther galleries will be darkened as the museum will be clsed. The Huse Manager r CFAM staff will d this. Request stanchins be placed t clse ff all but Clive galleries unless therwise requested. The museum gift shp will be clsed at all times fr ther department spnsred events unless previusly apprved by the museum representative. T mdify yur event r add resurces, please visit Virtual EMS at Scheduling and Event Services (Meghan Kuecker) Classrm Tech Campus Safety Museum representative Sandy Tdd,