NYS Museum Programming Proposal Form
Proposal Guidelines for NYS Museum Programming
Please review the following before submitting your proposal. These guidelines outline what the Museum is looking for and what makes a complete, well-aligned submission. If you have multiple ideas for proposed events please submit them individually. Proposals are approved on a case‑by‑case basis, and if you plan to submit multiple events, you must submit an individual proposal for each one.
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Program Format
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Proposals should focus on guided “make and take” art activities or instructor-led workshop.
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All programs must connect to New York State themes, ideally tying into the Museum’s Research, Collections, or Exhibits.
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Once proposals are approved, instructors may be connected with relevant curators, historians, or scientists for support.
Timing
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Proposed dates should fall within one of the following windows:
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January–March 2026
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July 2026 (aligned with the American Revolution 250th exhibit)
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Note: November–March is typically the Museum’s busiest season and may offer strong audience potential.
Location
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Programs may be held at the New York State Museum in:
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Gallery areas
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The Student Center
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The 4th Floor Terrace
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Final location will depend on exhibit tie-in and activity type (especially for messier materials).
Goals
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The Museum prioritizes free, art-focused programs that are open to the public and help remove cost barriers.
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Smaller, instructor-led sessions with limited capacity are also welcome.
Budget & Payment
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Instructor time and supply costs are supported by the Museum.
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Payments may be processed through Arlene’s to coordinate logistics.
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Important timelines:
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Submit proposals at least 8 weeks in advance to allow for Museum approval (which may take up to 6 weeks).
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Post-event payments may take up to 6 weeks after the event.
Promotion and Sales
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You’re encouraged to share info about Arlene’s and your own programs during the event.
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Artist Instructors may sell work directly (e.g., via Square, Venmo, cash) akin to a Makers Market.
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Supplies for programming will be purchased through Arlene’s.
AV Support
The Museum can provide:
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Hands-free microphones
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Speakers
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WiFi
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Projectors/screens for demos
A Complete Proposal Includes:
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A clear description of the "make and take" or class/workshop
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Connection to New York State themes
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Preferred dates and time frame
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Supply needs and budget (be as specific as possible) NOTE: Arlene's is come up with current pricing for supplies.
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AV or space requirements
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Any plans for collaboration or sales
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Promo Photos
If you have any questions or need assistance please reach out to Andrew at arelnesartist@gmail.com. We look forward to reviewing your proposals.
Type of Programming, Collaboration, & Themes
What is a Make and Take?
A Make and Take is a short, guided art activity designed for drop-in participation and broad accessibility.
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Format: Typically informal, with simple instructions and materials provided​
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Audience: Open to all ages and skill levels; no registration required
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Goal: Participants create something they can take home that day
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Examples: Print-your-own postcard, decorate a button, mini collage, quick sketch activity
What is a Workshop?
A Class or Workshop is a more structured, instructor-led session focused on skill-building or deeper engagement.
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Format: Scheduled session with a defined start/end time and curriculum
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Audience: Often limited to a set number of registered participants
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Goal: Teach a specific technique, explore a theme, or complete a more involved project
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Examples: Block printing basics, gouache painting techniques, bookbinding workshop
Which themes related to New York State does your proposal explore, and how do they connect to the Museum’s research, collections, or exhibits?
Please choose proposed dates and times within one of the following windows:
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January–March 2026
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July 2026 (aligned with the American Revolution 250th exhibit)
Note: November–March is typically the Museum’s busiest season and may offer strong audience potential.
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All proposals must be submitted at least 8 weeks in advance to allow time for Museum approval. Please also note that post-event payments may take up to 6 weeks after the program date.
Please include everything you need to run your proposed event—this should cover supplies, equipment, and instructor compensation. NOTE: If you do not specify a compensation amount, we will default to the agreed-upon figure from your contract with Arlene’s.
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Submit your complete budget as a PDF using the upload button below. NOTE: Arlene’s will provide current pricing for supplies and coordinate purchasing.
If you plan to sell your own artwork or merchandise (i.e. prints or stickers) during your proposed event, please note that you are solely responsible for managing all transactions. This includes using your own payment methods such as a card reader, cash, or mobile payment app. The Museum cannot process payments or act as an intermediary for any sales.
Promo Photos
Please submit promotional photos that illustrates what you hope to accomplish during your proposed event. This can include images of completed work, in-process photos, or photos from similar past events.
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Image files must be at least 300 dpi and labeled using the following format: FirstLastName_ProposalName.jpg or FirstLastName_ProposalName.png.
