6 Ways to Fund Collections Care

How are you funding significant collections storage renovations?

June 9th, 2022 - 5 min read

While many museums can rely on donations and memberships to fund their operating expenses and day-to-day maintenance needs, it can be difficult to raise funds for significant collections storage renovations that help to ensure the long-term care of collections.

This can be an especially difficult challenge for small museums and those housed in historical or outdated buildings. Here are some options for acquiring funding that supports your  long-term collections management goals while balancing your short-term financial needs.

1. Utilize A Phased Approach

If you are relying on any type of non-grant funding to support your project, cost fluctuations can bring even the most urgent projects to a halt. Rather than looking at the sum of the whole, it may be more impactful to address needs in phases.

For example, you could secure the funding for one small storage area, cabinet, or small compactor and use the positive results from that initial investment to make the case for the next phase. In the event that you don’t currently have a funding outlet available, it could be beneficial to obtain drawings of the proposed updates to help make the need more tangible for stakeholders.

2. Major Gifts

Because storage plays a direct and important role in collections care, donors are typically more willing to gift funds if it is identified they will be used for high-quality cabinets and other enduring storage goods. When developing your plan for soliciting major gifts, make sure to include the resulting systems donors can expect from their generous contributions.

Planning a Major Gifts Campaign

I. Identify your prospects. Your board should be able to help you identify members of the community who understand your institution’s mission and are likely to want to help.

II. Develop a plan. Think about your institution’s needs and be sure that you can justify any expenses. Consider your targeted donors as well as who would be the best person to reach out to each prospect. Think about giving these individuals or groups a “behind the scenes” look at the current state of collections storage. Be sure to have a way to track conversations and all other interactions with potential donors.

III. Prepare to make an effective request: Refer to notes from earlier conversations to determine what is most important to each prospect. Be ready to show prospects that you understand their interests and how your use of their gift will benefit the institution. The more detailed your proposal, the better: Show photos and drawings of products, renovations, and other improvements.

Museum Storage Solutions

We recognize that the most significant factors influencing your choice in storage systems are conservation, preservation, and security. To ensure these qualities, we offer you a single source for all your storage needs.

Museum Storage Solutions

3. Apply for a Grant

This may seem obvious, but a well-written grant can help secure the funding to make your collections storage projects feasible. There are two main roads to securing collections grants:

Apply for a grant to hire the necessary consultants to better assess your storage needs, create a plan, and outline a budget. Assuming this grant gets funded, you can then apply for a grant to execute the plan the following year.

Spacesaver's local space consultants will visit and measure your space, understand your needs, and help your create a plan and budget for the products you'll need.

If you already have a detailed plan and budget for the project, you can skip the first step and just apply for the grant to fund the execution of your project.

3 Tips for Writing a Good Grant Proposal

1. Ensure you fully understand what the mission of the grant is and what it can and cannot be used for. Speak specifically to how your project will support that mission in the proposal.

2. Get the data first. Conduct studies, interview employees and visitors, and measure anything relevant to your project before you apply. This data not only provides a baseline to measure against but also the object proof of your need.

3. Remember the elements of a good proposal:

Project justification: Why do you need this? How did you identify this need? What data do you have to support this? Who will benefit?
Work plan: What specific activities will you carry out and who will do them? When will they happen? Who will manage the project?
Project results: How will the care, condition, management, access to, or use of museum collections improve? How will you measure this? How will you sustain this benefit?

4. Events

Blockbuster exhibitions and other special events are a great way to raise awareness of your institution’s work. Some museums have started hosting classes, a night at the museum parties, special tours of collections storage areas and conservation work areas for board members and other potential donors, and other creative events to increase community engagement.

Also consider special tours of collections storage areas and conservation work areas for board members and other potential donors.

5. Deaccessioning

If you have deaccessioned objects that are no longer relevant to your collection, the funds from their sale can ethically be used for the direct care of collections.

Museum cabinets, shelving, and compactors typically fall within the category of direct care of collections, assuming the project is not typically part of the operating budget.

6. Cooperative Purchasing Agreements

Most museums are eligible for the substantial cost savings and streamlined purchasing process offered by cooperative purchasing vehicles. Our products are available for purchase on a wide range of national contracts and various state contracts.