Special Event Guidelines & Information

Also see Procedures for Corporate/Private Evenings

Special Event Guidelines

We would like to continue the fine record of the docent participation in the corporate evenings at the Fine Arts Museums of San Francisco.  Please take a moment to review the guidelines.Please arrive 15 minutes prior to the event.

1. The lead docent will inform you and your escort when you will be able to take a break and whether the contract invites you to partake of the food, etc.  Please do not eat before the guests have had a chance to begin eating!
2. The docent is allowed only one escort.
3. If you are unable to fulfill your commitment for the event, it is your responsibility to find a substitute and notify the lead docent of the change.
4. If any disruption arises that could be detrimental to the works of art, or interfere with viewing, notify a guard immediately.
5. For other problems, advise the lead docent.
6. Please dress appropriately. 

Thank you one and all for staffing the galleries.  We play a very important role at the museum!

Revised 2/19/08

General Information for Special Events

1. Please arrive about 15 minutes early, and sign-in in the green sign-in book.
2. You may take a 10 minute break after an hour or so.  Feel free to take one earlier if no one shows up in your gallery.  Let the lead docent know.  (Often, the guests do not get to the galleries until after they have had some refreshments.
3. Please check with the lead docent regarding food and drink.  The contract signed by the client specifies whether the docent is invited to partake of refreshments.  If the contract states that docents may partake, the docents may have refreshments during their breaks and at the conclusion of the event.  Remove your docent badge during your break.  Do not eat before the guests have had a chance to begin eating. Please be sure to communicate this to your escort. 
4. A docent is allowed one escort.  Any special arrangements (food/drinks) made for the docent also apply to the escort.  Docent and escort will not be included in a seated dinner.
5. If you are unable to fulfill your commitment for the event, please find a substitute and inform the coordinator who scheduled you.
6. Any complaints from or misunderstandings with museum staff or caterers should be referred to the lead docent.

Lead Docent Responsibilities

1. Check to see that each docent is signed in on the sheet in the green sign-In book.
2. Inform docents before the event of any special arrangements which have been made for food or drink.  This information is specified in the contract between the museum and client. 
3. See that each docent takes a break, if he/she wishes, after an hour or so.  Breaks should be staggered and the lead docent should cover the unattended gallery if possible.
4. Any complaints from or misunderstandings with museum staff or caterers should be checked out on the spot and reported to the Special Events Supervisor the following day.

Revised 2/19/08

Updated on: March 11, 2009