Question: I have concerns about the lighting in our museum. Some of the textiles and photographs have shown signs of fading. I’ve been told it is due to fluorescent lighting. What lighting should I use if we can afford to upgrade? What if we cannot afford to upgrade our lighting system?
IconAnswer: Fading of textiles, photographs, and documents most often are due to improper lighting. The most harmful lighting is fluorescent lighting and natural light from windows or skylights. fluorescent lights can be filtered with UV protectors, but these have a limited life span. Should they not be exchanged regularly for new ones, fading will occur. Museum staff is often revolving, so this can be a dangerous method; however, filtering UV lights with UV protectors is the most affordable solution.
The best route to take is to replace any fluorescent lighting. Iconservation would strongly urge for the removal of all fluorescent lighting in exhibit and archive areas. The only exception are high speed florescent bulbs, which emit no UV rays nor heat, but do emit a clean white light. Another advantage of high frequency florescent is that it is preferable for shooting with digital cameras.
Also, beware of any lighting inside cases that emits heat, as the air exchange is too minimum to allow heat to escape. This will create increased temperatures and rapid temperature change that essentially bake artifacts and also set conditions favorable for mold and mildew.
If direct lighting is being used, again, UV filters must be placed on windows and sky lights. Otherwise, there are many options for purchasing new lighting systems and most are expensive.
Original photographs and documents should never be used in exhibitions anyway, so make sure those historical items are duplicated and place originals in cool, dark storage. If your museum cannot afford to replace lighting or add UV filters, Iconservation recommends removing textiles from exhibit into cool dark storage until your museum raises the needed funds for upgrading lighting.
A museum collection is in the public trust, so collections stewardship is part of the museum’s mission, and this includes not placing the collection in harms way.
Question: We have a small history museum and are always short on funds. We want to create after school art education programs for children. How can our museum raise funds for this program?
IconAnswer: The primary function of a museums Board of Directors (Board of Trustees) is fund raising. Unfortunately, many smaller museums suffer from board members that do not understand this aspect of serving the museum, and too often join under the misconception that serving on a board only means meeting for an hour once a month. Board members are most often CEOs or executives from banks, law offices, or successful business owners (and for a reason!) Their contacts in the community are most often affluent community members and are perfect for raising funds and offering donations.
Beyond the board, there are grants, but these have specific stipulations. First, find grants that fit the museums mission and programming. Receiving grants also requires certain staffing issues and appropriate museum operations, so check thoroughly in advance to make sure that you or the museum staff is spending all that time writing grant proposals wisely. No need wasting time trying for a grant that you cannot receive. If the museum fudges the truth and win the grant, it can be taken away at a later date, and also can prevent your organization from receiving future grants; so, strong ethics are vital.
Also, just because a museum is non-profit, it does not mean that a museum cannot charge for its services and even profit. It only means that all the funding is appropriated for use toward the museums budget. An afternoon educational program can have a fee that would cover all costs.
If your program is geared toward less privileged families or children, there are numerous fund raising projects that a museum staff can implement, such as bake sales, online museum stores, product sales, and community sponsorship. There are now organizations that offer products to non-profits without the need for overhead or investment. The organization can order the products as they sell.
Question: Our museums catalog system is out of date and we need to upgrade to a computerized system for tracking and caring for our collection. How should we proceed?
IconAnswer: The absolute best system for a medium to small museum is a shrink-wrapped (off the shelf) database. Iconservation recommends PastPerfect. It is surprisingly affordable (a one time fee starting around $750). It was designed for museum collections and has all the elements a museum could ever need, including a fund raising and member component, as well as a complete collections database with imaging. The only set-back is there are many fields and layers in the system your organization might not need. Careful advance planning prior to data entry can assist define exactly what elements your museum will utilize. Additionally, PastPerfect has been around for a few decades and has excellent customer service, support, and training. It is important to invest in a data system that can be upgraded and maintained. The worst thing that can happen is for a software company to disappear or go out of business. All of your work might be in vain. Make sure that any database has an exportable data feature.
Your organization will save money in the long term to thoroughly plan in advance for the data entry procedures. Also, keep in mind what we refer to as the “first 1000 entries rule.” The first 1000 records should be viewed as a trial and error time frame. You will undoubtedly learn the system and decide to make changes to procedures during this time frame, so be prepared that the first 1000 entries will need to be retro-corrected as day to day decisions are made.
Question: Our museum exhibits are looking shabby and out of date - and with the current economic crisis, our museum has less funding available for a complete upgrade. What suggestions does Iconservation have to improve our exhibits, text, and labels and give our museum a more modern appearance?
IconAnswer: Less is more! This is the single most important phrase to remember. It always holds true. If photographs are small, clunky, shabby and cluttering exhibit space, get rid of them. Remember, the artifact is the most essential item on display.
Another tip is to place exhibit text (preferably by transfer system) directly on exhibit walls. This removes the text panels that are outdated and damaged. Transfer text works great on glass as well.
Look at your budget and determine what the total cost to be spent is for new photography and graphics. Rather than clutter space with many small photos, determine the cost for few, larger blow up images. Look into the new and different methods available for reproducing photographs and graphics. Photos and graphics can be placed on large banners, large vinyl sheets, and sturdy thick board. If your budget for photo/graphic reproduction is $1000, it will give your exhibits a more sophisticated appearance to have 5 large panels with photos and graphics as opposed to 20 small, board mounted or paper printed photographs. Also, clean white backdrops and pedestals always work and is more affordable.
Also, think interactively. Design document exhibit drawers made of stable materials in which you can secure documents. Visitors enjoy the process of opening the drawers to view the documents, and the documents in drawers, when not opened, are protected from harmful light exposure. Also, consider printing the storyline on brochure type printouts. These are more affordable than creating exhibit text and also keep the exhibits from appearing clutter. Minimalism will give your exhibits a more modern visual appeal and also seem intentional. Visitors will think that is the exhibit style and not think that the museum is suffering financially.
Also, upgrade you visual/audio display by reaching out to local businesses. Rent-a-Center might sponsor a flat screen monitor for the run of the exhibit - the museum can offer incentives in return such as their logo display, etc. Get a college intern in the media departments to create a new film for the exhibit. With modern technology, a Mac, a good student, and some basic footage and graphics is all you need for them to compose a 1 to 5 minute educational film about the new exhibit.
Always consider "in-kind" donations for exhibits. Local companies might not have money, but can donate or loan the necessary supplies for a new exhibit. Make sure you give these type of loans or donations significant exposure and they will be sure to come back again.
Question: My organization seems to never be able to get grants, all though we send in many proposals and applications. Do you have any tips to help our museum get grant awards?
IconAnswer: The best recommendation is to plan carefully prior to applying for any grant. Writing a solid grant proposal is truthfully about having a positive mindset, being honest and transparent, and writing succinctly yet descriptively. The best advice comes from the Environmental Protection Agency. They recommend:
- Rule #1: Believe that someone wants to give you the money!
- Project your organization into the future.
- Start with the end in mind...look at your organization's big picture.
Who are you? What are your strengths and priorities?
- Create a plan not just a proposal.
- Do your homework: Research prospective funders. Try and search locally
first. Target funding source that has interest in your organization and
program.
With these principles in mind, a grant becomes a more personal, thoughtful, and positive document, one that looks at both details and the bigger picture. Also, remember grantors seek organizations that think about continuation. Think of a grant as an investment for continued success and self-sustainment, not as a one-time gift that will expire.
And perhaps most importantly, remember many grantors skim the text in search of the budget, then thoroughly study those numbers line by line by line. Be concise in text of document, and detailed and truthful in the accounting. Don't be afraid to ask for too much, as grantors know the most successful programs spend more money...and are seeking those that spend money very wisely.
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