Protecting Heritage While Hosting Memorable Events

Many of us within the events industry have been called upon to plan and execute events in unconventional settings. Museums have become an increasingly popular location for these events. Imagine an icebreaker welcome reception in a natural history museum surrounded by the skeletons of dinosaurs. Or what about a boxing match on the flight deck of the Intrepid Museum in New York, a decomissioned aircraft carrier (yes that really happened)? Museums themselves host events within their hallowed halls, think Met Gala. When I read this article by the Centre for Art Law last week, it got me thinking. The acts of climate activism don’t just affect the insurance policies of museums, or any major landmark building, it affects how we event planners and producers plan our events in these buildings too. This week’s article is devoted to looking what we can do to minimize these acts of activism at our events.

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The iconic blue whale suspended beneath the celestial ceiling of the American Museum of Natural History's Hall of Ocean Life has long been the crown jewel of New York's event spaces. For decades, hosting a gala beneath its massive form was the epitome of prestigious fundraising. I should know, having done a few there myself. However, recent waves of climate activism targeting cultural institutions have sparked new considerations for event professionals working in these treasured spaces.

A recent article by the Center for Art Law, The Price of Protest: How Activism Affects the Economics of Art Insurance, highlights how these acts of protest are reshaping museum insurance policies.  As event planners and producers, we must also look at the risk management landscape for special events hosted within these institutions. While the suspended whale may be safely out of reach, the article raises crucial questions about protecting cultural assets during private events.

As event professionals, we face a critical decision point. Should we retreat to the relative safety of conventional venues – the hotel ballrooms and purpose-built event spaces that offer predictability but perhaps less inspiration? Or should we rise to the challenge, of adapting our procedures to protect these extraordinary venues while continuing to create memorable experiences within them? The answer lies in developing sophisticated approaches to event security that preserve both our cultural heritage and the magical moments these spaces enable.

Aligning Venue Selection with Client Values

The most effective risk mitigation begins with thoughtful venue selection that considers not just logistics and aesthetics, but also the fundamental alignment between the venue's identity and the client's values and mission. Cultural institutions often represent specific historical narratives or cultural perspectives that may conflict with certain clients' core beliefs or advocacy positions. For instance, a peace advocacy organization might find military museums like the Intrepid Museum, a repurposed aircraft carrier, challenging venues regardless of their architectural appeal, while environmental groups might feel uncomfortable in spaces celebrating industrial achievements, like Cipriani Wall Street. Event planners must thoroughly understand both their client's mission and the venue's cultural significance to prevent potential conflicts. This careful consideration extends beyond the obvious mission statements to include the venue's founding history, current exhibition themes, and even donor associations. Taking time to discuss these aspects with clients during the venue selection process can prevent uncomfortable situations and protect both the venue's assets and the client's reputation.

Supplier Accountability and Staff Screening

The security of cultural venues extends beyond guest behavior to encompass every individual working the event. Event suppliers, from catering companies to audiovisual teams, must be held to rigorous standards of accountability for their staff members. Professional event planners should establish clear protocols for vendor screening and staff verification that extend through every layer of service provision.

Formal agreements with suppliers should explicitly outline their responsibility for personnel screening and include specific clauses about protecting cultural assets. These agreements should require vendors to maintain detailed records of all staff members assigned to the event, including temporary or contract workers. Vendors should also be required to provide proof of comprehensive background checks for employees working in sensitive cultural spaces.

Beyond paperwork, suppliers should demonstrate their commitment to cultural asset protection through mandatory staff briefings before each event. These briefings should cover not only standard service protocols but also specific guidelines for working around valuable artifacts and artwork. Catering staff, for instance, should understand precise requirements for food and beverage handling near protected items, while technical crews need clear guidelines about equipment placement and cable management near sensitive displays.

Event planners should also establish a clear chain of custody for vendor personnel, ensuring that every staff member is properly identified and supervised throughout the event. This might include requiring vendors to provide on-site supervisors who take direct responsibility for their team members' conduct and maintain constant communication with the event's security team.

Strategic Event Layout and Flow

The foundation of protecting cultural assets during special events lies in thoughtful space planning and guest flow management. Event planners should work closely with venue staff to create clear pathways that naturally guide guests away from sensitive displays while maintaining an organic flow to the event space. Food and beverage stations should be positioned at a safe distance from artwork, with serving staff briefed on maintaining appropriate boundaries. When designing the event layout, consider creating dedicated photography areas that provide stunning backdrops without requiring guests to approach artwork closely. Natural boundaries can be established through creative use of furniture placement, decorative stanchions, or subtle architectural elements that don't detract from the venue's aesthetic appeal.

Enhanced Security Protocols

Effective security measures during special events require a delicate balance between protection and discretion. Event planners should develop a customized protection plan in partnership with the venue's security team, integrating additional personnel seamlessly into the event atmosphere. Security staff should be dressed appropriately for the occasion, allowing them to monitor high-value pieces while maintaining the sophisticated ambiance of the event. A refined bag check policy can be implemented at guest arrival, coordinated with coat check services to create a smooth entry experience. Guest identification methods, such as elegant wristbands or custom badges, can be incorporated into the event's design elements while serving a crucial security function.

Guest Management Approaches

Creating a secure environment begins with clear communication to all stakeholders. Pre-event communications can artfully incorporate guidelines about artwork protection alongside other event details, setting expectations without dampening excitement. Event staff should receive comprehensive briefings on appropriate responses to concerning behavior, with emphasis on maintaining composure and professionalism in all interactions. Serving staff play a crucial role in monitoring guest behavior while performing their primary duties, creating an additional layer of surveillance without obvious security presence. When concerns arise, designated staff members should be prepared to address situations diplomatically, ensuring guest compliance while preserving the event's atmosphere.

Insurance and Liability Considerations

Event planners must understand and address the complex insurance requirements for events in cultural institutions. Comprehensive event insurance should specifically cover potential artwork damage, with clear documentation of all implemented security measures. The venue's warranty clauses regarding adequate precautions should be thoroughly reviewed and satisfied, establishing a strong foundation for the event's risk management strategy. Regular communication with venue management about security protocols helps ensure alignment with insurance requirements while demonstrating professional diligence in protecting cultural assets.

Creating Safe Interactive Experiences

Engaging guest experiences need not compromise artwork security. Event planners can collaborate with curators to identify areas suitable for guest interaction, developing programming that naturally draws attention to safer spaces within the venue. Digital technologies can create immersive experiences that satisfy guests' desire to engage with the collection while maintaining safe distances from valuable pieces. When particularly vulnerable artwork must remain accessible during events, temporary protective measures can be implemented in ways that enhance rather than detract from the space's aesthetic appeal.

Emergency Response Framework

Despite thorough preventive measures, event planners must prepare for potential incidents. A clear chain of command should be established for reporting and responding to concerning behavior, with all staff members understanding their roles in the response protocol. Evacuation plans should prioritize both guest safety and artwork protection, with designated staff responsible for securing vulnerable pieces during emergencies. Documentation procedures for any incidents, regardless of severity, should be established in advance to support potential insurance claims and improve future security protocols.

Producing events in special venues may present increasingly complex challenges, but their ability to wow, to create unforgettable experiences remains unmatched. While conventional spaces might offer simplicity, they rarely deliver the same impact or create lasting memories that define truly exceptional events. Success lies in meticulous planning and preparing for every contingency.

Your greatest asset in this endeavor is, perhaps surprisingly, the venue itself. Established cultural institutions often have well-tested event playbooks and guidelines that clearly outline operational parameters. Their preferred vendor lists, though sometimes viewed as restrictive, represent trusted partnerships built through successful collaborations. While you might be drawn to working with a specific caterer, consider that a venue's preferred vendor of similar quality and price point brings invaluable institutional knowledge and established security protocols. For venues new to hosting events, thorough due diligence becomes essential to assess their readiness and capability to support not just your vision but theirs.

Through thoughtful preparation and strategic partnerships with cultural institutions, we can continue to create extraordinary events in these remarkable spaces, ensuring that both our cultural heritage and our guests' experiences are protected for generations to come.

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