Invitation to tender for a consultancy FINAL DRAFT
Contemporary Collecting Wales
(A partnership between museums from all over Wales, funded by the
Museums Association’s Effective Collections Special Project Fund.)
A consultant is required to act as a co-ordinator, researcher and exhibition
organiser on a pilot project to examine issues relating to collecting of
contemporary objects in museums in Wales.
The long-term objectives of the project are to:
 make a survey of existing post 1950 collections in Wales
 identify gaps in dispersed national collections to feed into a strategy for
future collecting
 help rationalise decision making when acquiring and disposing of contemporary
collections
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draft a strategy for future collecting and disposal
advise museums of a form of words to add to their collecting and disposal
policies to enable them to collect and dispose of relevant items (this would
include long-term and permanent transfers)
establish a means of recording and disseminating information about
contemporary collections in museums in Wales
prepare guidelines for conservation and storage of contemporary
collections.
assist in the creation of exhibitions of contemporary culture
create an archive of information about people’s attitudes to their material
culture
challenge perceptions about what we should be collecting
encourage partnership working in collecting and display in museums
across the country
Short–term objectives (for the year 2011-2012):
 Gather information on sports equipment in Museums in Wales made since
1950 for display at six or more venues throughout Wales during 2012 (to
relate to the Olympics).
 create a model for future projects by resolving the issues of joint working
relating to:
1. the concept of dispersed national collections;
2. the creation and promotion of a travelling displays
3. a central data-base of contemporary collections (possibly using the
People’s Collection web site project);
4. gathering and sharing people’s memories of the objects;
5. arranging for the transfer and disposal of surplus post 1950s sports
material in existing museum collections;
6. the agreement of a partnership-wide strategy for dealing with other
categories of contemporary collections in Wales; creating at least
one travelling exhibition of them each year and arranging for
transfer and disposal of surplus objects.
7. identify individuals and specialist groups throughout Britain who
could help in gathering information on research into collections of
objects made since 1950 in public and private collections.
The project follows CyMAL’s Museum Strategy for Wales (2010), which makes
the following recommendations (amongst others):
3.6 Ensure that our services and policies respond to the needs of children and
young people, and that our collections, exhibitions and activities are relevant to
them
4.1 Museums hold and will continue to develop collections for the nation which
represent our rich and diverse culture
4.2.5 Museum organisations working in Wales must take the lead to begin the
development of a coordinated approach to collecting in Wales.
5.4 Raise our international profile through loans, exhibitions and sharing of skills,
knowledge and experience.
All museums in Wales would be invited to become partners, but would not be
expected to commit themselves to all the outcomes of the project. This project is
also supported by the Federation of Museums and Galleries in Wales
The Consultant
Responsible to: The committee of the partnership museums
Key responsibilities:
 to organise meetings and other means of communication for the
partnership and those who wish to be involved
 To organise agendas, meetings and take minutes of meetings of the
partnership group
 to prepare applications for additional funding (if any) for specific projects
and take a lead in co-ordinating and writing bids
 to prepare monthly reports on progress
 be aware of other projects and developments in Wales and beyond which
might contribute to this project, both in the short and long-term
 Arrange a meeting with the staff of the People’s collection to discuss
options for creating a virtual exhibition
Key tasks:
1 review of collections
 Contact museums in Wales to review the post 1950 sports equipment in
their collections
 Establish the extent and nature of sports collection with Welsh
associations which are not in registered museums in Wales
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Establish the extent of help that museums need with identifying,
cataloguing, and photographing relevant items
Visit museums that require assistance in the above and work with them in
reviewing relevant collections and building their skills where necessary for
future reviews
Establish a protocol for compiling a list of all relevant items, and create
such a list.
Identify significant gaps in the Wales-wide collection especially to match
the existing collections against a framework containing Wales’ greatest
sporting achievements since 1950.
2 creating of a touring display
 Establish the optimum size of a display that could be toured, and the
availability of display cases and transport
 Create bi-lingual labels, posters, leaflets etc for the display
 Co-ordinate the transport, setting-up and dismantling of displays in various
venues
 Identify costs of creating and touring the exhibition
3 Evaluation
 Prepare a report with recommendations for the future of the project
Person Specification: essential criteria
 be educated to degree level or equivalent
 have experience of museum work and consultancy work
 have excellent communication and inter-personal skills
 be self-motivated and able to work flexibly either alone or as part of a
team
 be capable of organising own workload and exercising judgment in taking
independent action
 be able to travel to attend meetings and visit museums, often in rural
locations
 to have excellent IT skills including proficiency in MS office
 to have access to the internet
Desirable criteria
 to understand partnership working
 have experience of managing projects
 have experience in writing bids
 have ability to communicate in both Welsh and English
 have experience of working in museums in Wales
 to have a good understanding of the museum landscape in Wales
The consultant has the option to sub-contract some of the tasks to others, after
consultation with the partnership.
Duties relating to employment
The consultant will:
 work from home and provide all their own equipment (computers, printers,
telephone, access to e-mail and other means of communication)
 meet with the partnership on a bi-monthly basis
 prepare monthly reports on progress and time spent on the project
 keep a record of all travelling and other expenses (other than basic office
costs)
Payments
The Consultant will send an invoice to the lead authority at the end of each
month for an agreed proportion of the total annual fee.
The partnership reserves the right to reduce or withhold this payment if progress
is thought to be unsatisfactory, or the consultant is unable to carry out sufficient
work that month.
Schedule
The project will begin as soon as possible and continue for 12 months. It is
essential that the plans for a temporary touring display are in place by early
September 2011 so museums can include it in their programmes.
Performance Indicators
 attendance at meetings of the partnership as requested
 preparation of monthly reports for the partnership
 evidence of responses from most Museums in Wales by early August,
2011
 firm plans for a touring display to be complete by early September, 2011
 preparation of a final report by the end of March, 2012
Budget
A total of £25k is available for the project. This includes administrative fees,
travelling expenses and subsistence (for journeys within Wales to and from
museums and the partnership meetings). It is expected that the actual costs of
the touring exhibition will be small and found from participating museums’
budgets.