You’ve just been named the chief curator at a rather dusty old art museum in Rockland County, New York. You finally are in a position to do what you’ve been advocating for several years: a complete renovation of the museum. The only problem is that you’ve never managed a museum renovation before. Therefore, you need to carefully plan the project and make sure you are working with experienced partners. Here are the steps you will need to succeed:
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Establish a committee: You can’t do this by yourself so choose allies within the museum and the community. Try to pick people you get along with, since this will be a trying and arduous task. Each committee member will be expected to give a significant amount of time to the project. Knowledge of business, management, budgeting, and/or architecture are a significant plus when evaluating candidates. A refined sense of taste wouldn’t hurt, either.
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Establish a budget: You renovation will be grand or modest depending on how well it is funded. As curator, you know one of your jobs is to bring in philanthropic gifts, so you need to gear up for some phone-calling to rich patrons. The best weapon in your arsenal is naming – a donor can name anything from a water fountain to a wing, if the price is right. Use a consulting firm to help you set a realistic budget, based on small, medium and large renovation projects.
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Request proposals: You will draft a Request for Proposal (RFP) that sets out the scope and alternatives for the renovation. You will have to factor in requirements and constraints, both budgetary and time-wise. Specify which sections of the museum you wish to renovate, and what new features are to be added to the museum plan. Send the RFP to a dozen or so architectural firms, both national and local. National firms have more experience but local shops can offer better terms and may do an excellent job for you.
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Hold presentations: Each architect will want to have a set of initial meetings that culminates in a formal presentation. Always take notes and keep track of each candidate’s issues and concerns. Give freely of your time and knowledge if you want to get the best possible result.
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Evaluate proposals: You will receive back documents each composed of hundreds of pages of text and drawings. The plans will contain details for everything from ceilings to carpets. Pay attention to materials and subcontractors, and ask to use local businesses where possible. For instance, use a Rockland Country carpet installation company that you know you can depend on.
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Choose a proposal: And the winner is ……. Your committee will be involved in each step along the way, but give your architect enough freedom to do its job. Just make sure you keep an eagle eye on the budget and the calendar.