Section B: Host Requirements

Gallery Requirements

Recommended Gallery Size: 5,000 sq ft

Ceiling Height Requirements: 10’ for components display and 12’ for setup equipment

Electrical Connectivity: 20Amp circuits for projectors and AV Control System, 24-hour 20 Amp circuit for AV Control Rack

Internet Connectivity and Digital Access: Venue must maintain a 24/7 uninterrupted ethernet network for the remote monitoring of case and ambient gallery climate conditions. A reliable wifi network during installation and deinstallation is also required for condition reporting and general Cloud access. Access to a large format printer is appreciated for printing floor plans and similar documents.

Languages: Exhibit includes English and Spanish text. Options to change language preference are built into the design of this exhibit, although additional or substitute languages become the responsibility of the host venue.

Language change responsibilities of the host venue include but are not limited to translating the exhibition text, producing alternative graphics that are compatible with FM componentry (including any text presented digitally), and ensuring all content is replaced back to the original English/Spanish versions upon conclusion of the hosting. The Field Museum will provide files for translation to the host venue and can assist with allotting time in the daily schedules for language swaps.

Operational Agreements: After contract negotiations, your venue is encouraged to lay out the exhibition with Field Museum assistance and final approval. Vectorworks and Sketchup are preferred drafting tools. Autocad files should be shared in DWG or DXF format.

The Field Museum will assist with scheduling, labor, and logistics for installation. 

The Field Museum will assist you throughout your exhibition period in troubleshooting and repairing media components and interactives.

Prior to the close of your exhibition the Field Museum will assist to coordinate scheduling, labor and logistics involved in packing and shipping out the exhibition.

Alarms: Case 822 must be continuously alarmed (alarm equipment to be provided by venue)

Shipping and Offloading

Number of Trucks: Five (5) trucks in total

Four (4) 53’ non-climate controlled tractor trailers ship components

One (1) 50’ non-stop climate-controlled fine art trucks ship museum collections, and will be accompanied by one (1) FM Courier

Component Transport: The majority of materials for this exhibition are packed on rolling carts for easy off-loading. Object cases and interactives are loaded onto pallets or can be moved with pallet jacks directly. All carts can be disassembled and stacked to minimize storage needs.

Object Transport: All artifacts are packed in crates and require pallet jacks for moving

Maximum Component Cart Size: 84” H x 144" L x 63" W

Maximum Object Crate Size:  57” H x 93” L x 31” D

Security and Daily Display Requirements

Exhibition Case Light Levels: Light levels will be set according to the light sensitivity of object materials, as detailed in the Environmental Parameters document (provided in appendices). Objects must not be exposed to natural or UV light. Outside of operating hours it is expected that the gallery will remain dark to ensure that the specimens are not exposed to excess light.

Temperature and RH Levels: Climates in object preparation areas and exhibition galleries must be maintained within a range of 65° - 75° F (18° - 24° C) and 40% to 60% RH. Gallery climate to be monitored remotely by FM-provided HOBO environmental data logger.

Gallery Security: A minimum of two dedicated guards required while the exhibition is open to the public; position will be determined according to venue’s floor plan. Venue must provide security from the time the exhibition arrives on premises through load out. A guard is required during object installation and de-installation, and any time objects are stored in the exhibition space.

Objects and Specimens: Host venue will be asked by the Field Museum registrar to provide weekly checks on objects displayed in cases as well as noting and reporting any immediate change in the physical condition of all exhibition cases.

Components: Interactives and touchable components provided require regular maintenance by the host venue with backups and replacements provided for replacement when needed. Backups are limited in number and a three to four week request prior to needed replacements would be appreciated. Any accidental damage to components should be reported as soon as possible. 

Storage Needs

Object Crates: 179 sq ft of indoor, secure, climate controlled, pest-free space that is protected from extremes in temperature and humidity and other damaging conditions. 

Empty object crates are preferred to remain on premise and can be stacked if necessary.

If object crates must be stored offsite, the location must be pre-approved by FM with photos and facility details to confirm pest management protocol and protection from temperature and humidity extremes. Object crates requiring off-site storage need to arrive on site two (2) days prior to deinstallation in order to acclimatize.

Travel Carts & Materials: 1,000 sq ft of dry, non-climate climate controlled space required.

On-site storage is required for maintenance supplies, silica gel, and backup equipment. Carts and material sent to offsite locations require a written inventory including labels and photo-documentation. The production supervisor will assist with this task. Any accidental damage to components should be reported as soon as possible.

Media: Onsite storage is required for the limited number of equipment backups traveling with this exhibition. Contact the Media Technology specialist to request emergency backup material if necessary.

Gallery Preparations

Construction: All major construction and build outs should be completed two (2) weeks before receiving exhibition.

Painting: All painting must be completed a minimum of two (2) weeks prior to receiving exhibition. Low VOC and zero VOC paints are highly recommended.

Cleanliness: All construction material, dust, and wiring debris must be removed from gallery to ensure efficient moving in and setting up of exhibition.

Adding Graphics: Any large-scale graphic installation work should be planned prior to the receiving of the exhibition.

Off-loading Trucks: 

Trucks with lift gates: Venues with street level access are expected to provide at least one person trained in forklift operations. A combination of liftgate and forklift operation will be required for offloading. FM Production Supervisor will oversee off-loading, and six additional staff members are required to transport material into the gallery.

Trucks without Lift Gates: Venues with street level access are expected to provide at least one person trained in forklift operations. Fork Extensions are necessary if trucks do not have operating lift gates. Standard carts are 10’ long. 8’ long forks are required to safely unload carts if the lift gate isn’t available. FM Production Supervisor will oversee off-loading, and six additional staff members are required to transport material into the gallery.

Lighting: Lighting for the exhibition can begin one week after component installation and should be a staff member separate from the build and install crew.

Detail Work: Although not required, any individual(s) skilled in artistic work is appreciated for assisting in touch-ups and repairs throughout the installation process.

Required Crew and Equipment

Equipment: FM will provide 3 tool carts with appropriate installation tools and hardware, and a single Genie lift for case installation access.

Facility Needs:

• An appropriate loading dock/area sufficient to receive and offload a series of 53’ tractor trailer vehicles

• A forklift with extensions for easy offload of larger items, especially during street level offloading, as well as an experienced operator for said forklift.

• Freight elevator sufficient to loading rolling steel frame carts up to 12’ in length.

• Clear pathways between loading dock, elevator, and gallery

Gallery Installation Needs:

• Two (2) or more scissor lifts of two-person capacity (please inform the Field Museum in advance if your facility has limitations on who can operate lifts or ladders)

• Two (2) 10’ ladders and two (2) 6’ ladders

• Four (4) project dedicated pallet jacks, including one (1) narrow fork jack and one (1) extended 6’ fork jack

•  A minimum of ten (10) furniture dollies, as well as facilitating equipment such as Johnson bars and dock plates

• Standard installation tools including but not limited to: cordless hand drills, socket sets, pry bars, levels, assorted drill bits and drives, two (2) quality suction cups

• Sufficient number of power cords and cable management system for installing all electrical components.

• Acrylic cleaning materials, such as Novus spray and KimWipes.

Object Installation Needs:

• • Secure object condition reporting area with adequate space to store, pack, and unpack crates during installation and deinstallation

  • One (1) or more locking specimen cabinets, if available

  • Two (2) transport carts covered with ethafoam

  • Two (2) condition reporting tables covered with ethafoam

  • Two (2) or more bright standing lamps for object condition reporting

  • Compliance and participation in maintaining silica gel requirements

Crew Requirements: Venue must provide six (6) qualified, experienced, and able-bodied crew members for the duration of the Exhibition installation and de-installation, at least two (2) of whom must be trained in handling Objects and one (1) of whom must be trained in A/V, media, and interactives.

Maintenence and Continued Support

Objects: Host venue will be asked by the Field Museum registrar to provide daily checks on objects displayed in cases as well as noting and reporting any immediate change in the physical condition of all exhibition cases.

Any damage to objects must be reported to the Field Museum as soon as possible with photos and an incident report. 

Components: Interactives and touchable components provided in the exhibition are expected to need regular maintenance. Backups and replacements are provided for the host venue to periodically check and replace when needed. Contact the Media Technology specialist to request emergency backup material if necessary for digital components.

Please note that push button switches on the UV cases are high voltage. Care should be taken when installing them or servicing them. Power should be unplugged from the quad box in the case before working on the button switch.

Acrylic barriers can be cleaned with Novus spray. Neither vinegar nor alcohol products should be used as cleaners, as they can cause damage to the exhibition components. 

Regular cleaning is recommended to maintain the appearance of the Mirror Floor. Use water and a mild detergent, followed by a thorough rinse with clean water. Avoid cleaning surfaces heated above 40°C, as rapid drying may cause staining. While some surface scuffing is expected over time, a limited number of replacement tiles will be provided for cases of significant damage.

Any damage to components must be reported to the Field Museum as soon as possible with photos and an incident report. 

All touchup work or equipment swaps must be approved by the Field Museum. Before and after photo documentation is requested for approved touch-up work.

Next: Section C: Design Introduction