Table of Contents - The Journey to Centennial

Table of Contents

PURPOSE ...................................................................................................................... 1

STEP ONE: PLAN........................................................................................................... 2

1.1. Selecting a Project Lead ........................................................................... 2

1.2. Setting the Vision ......................................................................................... 2

1.3. Creating a Title ............................................................................................ 3

1.4. Creating a Budget...................................................................................... 3

1.5 Creating a Timeline ..................................................................................... 4

1.6 Choosing a Venue .................................................................................... 5

STEP TWO: PROCURE .................................................................................................. 7

2.1. Collecting Items .......................................................................................... 7

2.2. Creating Art ................................................................................................. 8

2.3. Choosing Acceptable Objects ................................................................ 9

STEP THREE: PRODUCE ............................................................................................... 11

3.1. Taking Inventory ........................................................................................ 11

3.2. Storing the Objects ................................................................................... 12

3.3. Staging the Displays ................................................................................. 12

3.4. Laying out the Vision ................................................................................ 13

3.5. Labeling the Objects ................................................................................ 16

STEP FOUR: PROMOTE .............................................................................................. 17

4.1. Describing the Exhibit ............................................................................... 17

4.2. Promoting the Exhibit ............................................................................... 17

STEP FIVE: PRESENT .................................................................................................... 18

5.1. Setting Up the Museum ............................................................................ 18

5.2. Opening your Zeta Museum ................................................................... 20

APPENDICES .............................................................................................................. 21

Appendix A: Request for Donations of Museum Objects Letter .............. 21

Appendix B: Examples of Easy-to-Do Youth Art Projects .......................... 22

Appendix C: Use of Dress Forms in Zeta Museums...................................... 26

Appendix D: Sample Exhibit Description ...................................................... 27

Appendix E: The “Finer Roots Produce Finer Fruits” Exhibit ........................ 28

ACKNOWLEDGEMENTS .................................................................................. 32

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PURPOSE

The purpose of this toolkit is to provide chapters with a blueprint for implementing Zeta museums and exhibits, to expand global awareness about Zeta Phi Beta’s rich history and illustrious achievements as we journey towards our 100th year of service.

What is a Zeta Museum or Exhibit? A Zeta museum is a place where collections of historical, cultural and artistic objects of Zeta importance are made available for public viewing. Zeta museums can be implemented in various venues, such as libraries, art galleries, and restaurants, and can run for one-day or one-month.

Exhibits are presentations of Zeta items of interests that are housed in museums or smaller spaces for public viewing, like wall display cases at colleges or display cases featured in museums.

Why implement a Zeta Museums or Exhibit?

Preserving our history is critical for ensuring that Zeta endures through time. It is equally important that our cultural identity is publicly promoted and documented. Zeta museums and exhibits can be effective educational and marketing tools for expanding the reach of our brand.

How can my chapter implement a Zeta Museum or Exhibit? The Centennial Toolkit for Zeta Museums and Exhibits offers step-by-step

guidance to help you plan and execute a Zeta Museum in as little as four months, however most chapters will implement between 6 to 9 months.

About the Author

Soror Wilkerson-Leconte, MPH was initiated into Zeta Phi Beta Sorority at Syracuse University (Pi Iota Chapter) in the Spring Class of 1990. She is a member of Zeta Delta Zeta Chapter in Burlington County, New Jersey, where she currently serves as the chapter’s Historian and Public Relations Chairperson. In 2018, Soror Wilkerson-Leconte curated the chapter’s first public exhibition, “Finer Roots Produce Finer Fruits” - a celebration of the Zeta’s local and national achievements - which garnered overwhelming national attention.

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Step 1: PLAN (3 to 12 months)

1.1. Selecting a Project Lead Establish a new committee, or leverage an existing one, to plan your Zeta Museum. Select a project lead who demonstrates creative talents and has strong planning skills.

1.2. Setting the Vision Describe the vision and make it clear! What are you trying to communicate to others? What is the theme?

Suggested Themes: Zeta Firsts Zeta History Zeta’s impact during a particular era Local and or Global achievements Notable Zetas

Communicate your message/theme using one or all types of media: Art (paintings, photographs, sculptures, sketches, fine prints) Fashion (period costumes, apparel, shoes, jewelry) Paper crafts (origami, paper flowers) Novelty Items (Zeta paraphernalia, display objects, and artifacts)

Fabric art (quilts, Crochet, Dolls)

Regardless of HOW you choose to present the message of your display,

make sure it is reasonable, feasible, dynamic, and FINER

1.3. Creating a Title

Plan Procure Produce Promote Present

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Name your vision. Use metaphors that represent Zeta ideals, and captivating titles that play on Zeta-related words (finer womanhood, 1920, Pearls, Royal Blue and White, the number FIVE). Refer to archived event flyers for inspiration.

Examples of Titles:

In our Shoes: Zeta’s Journey to Centennial Display of shoes (or photos of shoes) worn at historical local and national events. Shoes can also be decorated to represent important local or national events.

Finer to Infinity: 100 Years of Zeta Phi Beta and Counting All things finer by the decades

From Howard U to #metoo: Zeta’s Social Action History Local and national contributions to ensuring social justice for all people and

Cultured Pearls: A Celebration of Notable Zetas A Collection of Zeta’s “who’s who”

1.4. Creating a Budget: The cost of your exhibit will depend on what is needed. Costs may be incurred for the following:

Exhibit Space Rental Fees may be free, like a library; may have a rental fee, like a gallery

Materials to create art/ display items:

painting supplies (paint, brushes, etc.) framing supplies (Frames, hanging wire, picture hooks, etc.) fabric colored paper/ cardstock (for crafts and display labels)

Rentals (Optional; MODERATE to VERY EXPENSIVE; look for venues that

provide these items): display cases art hangers

Extras for the exhibit opening:

Refreshments Guest Book Entertainment (Optional)

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1.5. Creating a Timeline Targets should include: ➢ Planning meetings ➢ Confirmation of venue reservation ➢ Collection of display items ➢ Creation of display items ➢ Marketing campaigns

➢ Invites to VIPs/dignitaries ➢ Final staging ➢ Setting up your Zeta Museum ➢ The Museum Opening ➢ Taking down the display ➢ End of event report ➢ Any follow-up activities

DO: Over-estimate the time needed for collecting and preparing items for

displays

Schedule exhibit launch during national and sorority observances: January: Founders’ Day, MLK Day February: Black History Month March: Finer Womanhood Month, Women’s History Month

Coordinate your timeline with newsrooms’ submission deadlines (most

newspapers require 8-weeks’ advance notice of events)

Determine the best strategy for supporting the costs of your exhibit:

GOOD: Fundraise

Be creative… host low investment-high financial yield activities

BETTER: Identify talents within your chapter and social networks (photographers, visual and performing artists, business owners, etc.) and ask for donations of time and resources

BEST: Corporate Sponsorship Many corporations proudly support local community organizations with donations and sponsorship. Visit their websites for eligibility criteria and applications.

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Begin memorializing each step throughout the process with photos to document the model for future Sorors.

1.6. Choosing a Venue

Choosing the right venue is just as important as the exhibit itself. Think of the space as another element of your display. It should enhance, not distract from, the vision.

Look for venues that align with your theme and vision, are centrally

located, frequently visited, and large enough to hold the display and desired number of guests. If your theme relates to scholarship, look for space at libraries, local bookstores, or universities. Allow 2 to 4 weeks for choosing a venue.

Many public exhibit venues require 6 to 12 months reservations

DO:

FREE or LOW-COST Traditional exhibit venues: Libraries, Museums, Multi-purpose Studios, Art Galleries, Community

Centers

FREE or LOW-COST Alternative exhibit venues: Restaurants, Schools and Colleges, Hospitals, Banks

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Engage Sorors, Brothers, family and friends who own businesses or properties that can be used for your exhibition

TAKE PICTURES and/or VIDEOS of the space from ALL ANGLES - this will

help to plan the actual display layout

Measure and record dimensions of walls, shelves, display cases, and any other usable

space for displaying your objects

Check for lighting

options

Obtain copies of floor plans, exhibit policies, and contacts/agreement documents

Negotiate how long the exhibit will be shown

ASK: How will the display be secured? Does the venue have security

systems, cameras/monitors, display cases, etc.?

Who is responsible for insuring the display items? What is the procedure for insuring items?

Is storage space available to house display objects prior to the exhibit?

How much time is allowed for setting-up and taking down the exhibit?

What is the policy for selling exhibit items? All profit to the chapter or profits shared with venue?

Can food and beverages be served on-site?

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Step 2: PROCURE (4-6 weeks)

2.1. Collecting Items The EASIEST approach to building your exhibit is to COLLECT readily

available objects. Gather items from your chapter storage, Sorors’ and auxiliaries’ personal collections. Invite Sister Chapters and local brothers of Phi Beta Sigma to lend or donate items.

DO: Send “Call to Action” (Appendix A) or Request for Donations Letter to

all potential contributors

Make your request SPECIFIC

Request “ready to hang” pictures and art work

Request for more than you need (some items will not be accepted)

Identify available storage space for items

WHAT TO COLLECT?

Photographs (Signature events in Chapter or Sorority history) Original Zeta /Amicae inspired art or reproductions

Wood Art (The Zeta Shield, Centennial Plaque, etc.) Awards (Plaques or trophies) Zeta Apparel Afghans or Pillows Hats (various styles) Conference Bags Boule, Regional, or State swag/souvenirs (gloves, pins)

Faux pearls/jewelry Use your imagination…


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2.2. Creating Art Additionally, you can CREATE original art specifically for the

exhibit/display. Depending on the exhibit vision and theme, making

original art projects can range from EASY to LABOR-INTENSIVE. Special artwork will enhance your exhibit. Invite Sorors, Brothers, Amicae and Youth Auxiliaries to showcase their artistic talents.

Ideally, creative Sorors can lend their talents to facilitate individual or group art projects. However, Zeta partners and supporters who are artists, knitters, photographers, seamstresses, teachers, crafters, etc. can also be recruited to provide instruction.

DO: Arrange time and space to

create artwork. Youth

projects can usually be

completed at their

meetings.

Work with different media:

paintings photography,

sculpture, fabric to offer

visual interest

Host (or leverage) sisterly

socials to create art. For

example: Have a

paint/sew/crochet/vision

board party using your

theme as the goal (What is

Finer? What is Scholarship?

What is Sisterhood? What is

Service? What have the

Founders taught you?)

For Project Ideas: Search the internet and social media sites, like Pinterest and

Instagram Browse the Arts & Craft section at the local library or bookstore See Appendix B for example of art projects

2.3. Choosing ACCEPTABLE Objects

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Select the most impressive piece, via electronic photos or videos, PRIOR to collecting the physical item. Do not feel pieces to display that meet ALL

the criteria. Do not compromise excellence.

The Founders’ C.O.R.E. criteria

Founders’ First – Ensure that the item is consistent with Zeta Phi Beta’s founding principles and current brand.

Condition – Make sure the item is clean and in good to excellent

condition. Does it have historical character blemishes? If the damage/irregularity add character and interest to the piece, choose it!

Originality - Is the piece unique? Choose it! Is it custom? Choose it! Is the piece common? You decide, but remember people like to see items they haven’t seen before. But if you choose a common item, present it in a different way. Visitors want to be impressed.

Relativity to theme – Each item should align with the vision/theme.

Unique or Custom Objects: ACCEPTABLE

Common: ACCEPTABILITY DEPENDS ON PRESENTATION

Yellowed pages due to age of item is ACCEPTABLE.

Food stained pages are UNACCEPTABLE.

A fifty-year-old apparel that is shows normal wear and tear (fading,

fraying) may be ACCEPTABLE.

Any age apparel with major damage (missing letters, destroyed shield)

is UNACCEPTABLE.

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Ease of Installation – Require that art be framed and ready to be hung. Make sure there is enough display

case space for small or 3D objects.

Avoid items that have extreme sentimental or monetary value, do not (or no longer) represent Zeta and her ideals, are perceived as masculine (unless it relates to Phi Beta Sigma), or promote hazing, including but not limited to:

combat boots; paddles; or pictures with pledge faces/ grit faces.

If there is ANY doubt about the acceptability of an item, please consult

your chapter President and State leadership for guidance, or do not

display it.

Framed pictures, art canvases, masks, banners, fabric art: ACCEPTABLE

Trophies, statues/figurines, apparel, books, ceramics:

ACCEPTABILTY DEPENDS ON AVAILABILITY OF DISPLAY CASES

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Step 3: PRODUCE (2 -8 weeks)

3.1. Taking Inventory

When collecting items, it is very important to inspect each item and record the following information in a spreadsheet (or other type of document):

date of receipt (DOR) name of the owner OR name of the submitter (the submitter may

not be the owner of the item) description (size, receiving condition, any irregularities) Estimated value of the item

DO: Modify your spreadsheet (inventory document) to include other fields

as needed, such as time or location of drop off and special notes Remove personal identifiers from the inventory list that will be shared

with the venue

Provide the owner/submitter with a receipt (this can be as simple as a

paper receipt or text message)

You may also photograph items as an additional method of documentation. Ideally, this step should be performed in-person with the donor present, to ensure agreement between both parties regarding the condition of the object(s). Add the photo to the text

receipt

If face-to-face meetings with donors/ lenders are not feasible, an email or text message to the donor documenting the condition of the item with a request for confirmation will suffice. The goal is to ensure that the owner and the receiver are accountable to the receiving condition.


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3.2. Storing the Objects Secure the items in a cool, dark area, at the venue or in your chapter’s

storage unit. Use waterproof storage containers to hold medium to large items (photos, paintings, statues, scrapbooks), and soft foldable items (clothing, quilts, banners). Very large pieces, such as framed art and furniture should be kept covered (with plastic, drop cloth, or fabric) and placed in front of other items in the storage space for quick removal. Very small items, like pins, and jewelry, can be kept in resealable plastic bags. Make sure everything is labeled with the owner’s name.

Painter’s tape is ideal for labeling items. Simply write on it with

permanent marker and affix to any surface. Removal of the tape will not damage the surface.

3.3. Staging the Displays (Before the Set Up) Group small or similar items (Sorority and conference pins) should be displayed together as collections.

Presentation vs. RE-presentation

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For items that cannot be moved or displayed due to its nature, size, weight, or fragility, use photography and videography.

Types of items may include: • Aged Apparel, cloth items, or books that have historical significance

• Antique furniture

• Public Signage (acknowledging Zeta)

3.4. Laying Out the Vision Refer to the measurements, photos taken, and floor plans (Planning Stage) to plan the placement of your objects PRIOR to the set-up day.

Walls: Starting with the largest wall art mark the placement of your items on photos/floor plans, using small post-it notes or dot stickers. Try to have at least one large item on each wall in the room, as focus

pieces. Build around the larger items with smaller items.

DO: Imagine the wall being divided into 4 vertical sections (floor to ceiling).

Arrange art in the THIRD quadrant from the floor (shaded in blue). *You can design slightly above and below this main area

Trace outlines of your objects on sheets of paper, and map your design

to the wall.

FLOOR

Third Quadrant Method

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Display Cases: For items that are heavy, small, and valuable or cannot be hung on a wall, display cases should be used.

DO: Items should be placed with heaviest

objects on the lowest level and the most interesting pieces at eye-level

Arrange items so that different

objects can be seen at any angle and plane

AVOID: Overcrowding items

Floor Space Tall structures that can enhance space and add visual interest (plants, furniture, etc.) Dress forms/mannequins are

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perfect for displaying Zeta Apparel and costumes while also offering the viewer a wax museum-like experience. (See Appendix C: Use of Dress Forms in Zeta Museums)

3.5. Labeling the Objects Create description labels for every item. The label should include:

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Name of the item Year (if appropriate) Brief description Name of Patron/owner

Examples:

Step 4:

PROMOTE (4 weeks

prior to event)

4.1. Describing the Exhibit Write an exhibit description to focus your ideas, and to set expectations for patrons and partners (See Appendix D, Sample Exhibit Description)

10,000 Petals

by Ajonnna G.

“Being an Archonette, I’ve learned to open up more

in a group setting and gained more communication

skills in the group and at school. I’ve learned to

accept who I am,

and love my self, first.”

Zeta-In-Training

Pearlette Sneakers

From the Private collection of

Pearlette Taylor Adair


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4.2. Promoting the Exhibit

Media Social media – Maximize your social media presence, website, Facebook, YouTube, Twitter, and Instagram

Invitations

Which VIPS should be present?

Send formal invitations to:

Zeta Dignitaries -Consult your

Chapter president regarding

appropriate notice needed for

state, Regional, and National

representatives.

Local Dignitaries – request the

presence of local and state VIPs

Press Releases Press release – Contact local news outs for submission requirements. Most

newspapers require press releases 4-6 weeks BEFORE events.

Step 5: PRESENT (2 days)

5.1. Setting Up the Museum Arrange your display 1 or 2 days prior to your opening.

Select a small group of volunteers (1- 2 people for each wall and 2 people to set up any display cases) to assist with arranging items and cleaning the venue and cases (if needed). Keep in mind the size of the venue when recruiting volunteers. Smaller spaces may not accommodate many


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volunteers. Fewer people in the space offer better control of the inventory and maintain the integrity of the vision.

Prior to set-up, organize display items in plastic storage bins or boxes,

marked according to zones (Wall A, Wall B, Wall C, Wall D, Display Case 1, Display Case 2, Entry, etc.). Use tape or index cards to mark placement of items.

BRING: step stools Masking tape Level (to ensure that frames are hung straight) Wire cutters (to adjust hanging wire on picture frames) Tape measure Vinyl gloves (for cleaning and preventing fingerprint on glass or

items)

Push pins/ cubical hooks (for hanging small framed art) Extra framing wire Hot glue gun (for quick repairs) 2-4 extra frames Paper towels

Step back from the arrangements often and examine the designs from

several angles. If it doesn’t FEEL right, make adjustments. You will know

when it’s right!

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STEP BACK. DOES IT FEEL RIGHT?

JUST RIGHT! Can you notice the difference?

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5.2. Opening your Zeta Museum

Arrive to your Zeta Museum Opening early to walk through the space to

ensure that it is prepared for visitors.

DO:

Present a welcoming and attractive table to greet your visitors. Have chapter brochures and paraphernalia displayed.

Place signage to direct visitors to

the Museum

Assign Sorors to be Greeters and Hostesses

Serve light refreshments that are appropriate for the venue and time of day.

SMILE and RELAX. Let your Zeta

Museum “speak” to the visitors!

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APPENDICES

Appendix A: Request for Donations of Museum Objects Letter

(Title of Zeta Museum)

Finer Roots Produce Finer Fruits: The Exhibit CALLING ALL SORORS! CALLING ALL AMICAE! CALLING ALL YOUTH!

WE NEED YOU!!

Zeta Phi Beta Sorority, Incorporated – (Sponsoring Chapter) presents… (Title of the Zeta

Museum) at (Location) in (Date and Year).

Our chapter has enjoyed a long-history of serving (jurisdiction) with EXCELLENCE. We know

it…and now we have the opportunity to showcase the very best of our outstanding chapter

and beloved Sorority, during Black History Month.

To ensure that our exhibit is first-class, fascinating, and OH SO FINER, we are asking ALL

chapter Sorors and Amicae to contribute at least 2 (two) of your FINEST “artworks and/or

artifacts” (the Youth Auxiliaries are asked to donate at least 2 items per group), for this

(Length of Exhibition) Zeta Museum.

Items, from any era, are needed:

Original Zeta/Amicae art or

photographs

Zeta Prints (Preferably framed)

Wood Art (The Zeta Shield,

Zeta Seal, Centennial Plaque,

etc.)

Awards (Plaques or trophies)

Zeta/Amicae/ Youth Apparel

Zeta/Amicae Home Décor

Hats

Zeta/Amicae Bags

Boule, Regional or State Zeta/

Amicae swag/souvenirs

(gloves, pins, cups/mugs)

Faux pearls

Any FINER Zeta/Amicae

artifact…

**All items must remain in the Exhibit Room for the entire month of February.

Framed pictures, painted canvases, posters, prints, and select wood art will be displayed on

the walls. Small objects, jewelry, clothing, awards, other valuables will be secured in locked

display cases. The library has 24-hour surveillance of the exhibit room, and the library will

inventory and insure all display items.

Please send photos of your exhibit entries (include dimensions, value, and description of the

items) to (Project Lead and Contact Information) by JANUARY 12, 2018. Items will be

collected at (Location, Date, and Time).

**The Exhibition Reception is (Date and Time)**

THANK YOU! The Education Committee

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Appendix B: Examples of Easy-to-Do Youth Art Projects

1. Multimedia Art Project Instructions:

“Future Fruits” (60” x 24”) by the Zeta Delta Zeta Pearlettes

Theme: Extending from the roots of Zeta, the next generation of Trailblazers will

change the world with love and creativity.

Medium: Acrylic paint and paper on Wood

Concept: As the future is in the hands of the next generation, Pearlettes

decorated paper hands with words and pictures that symbolized how they

would change the world.

Materials Needed:

Wood paint duct tape glue stick, stickers clear acrylic sealant

Estimated Completion Time:

5.5 hours

4 hours for adults to paint wood

1.5 hours to decorate

paper hands, and “sign” artwork with the Pearlettes’ palm prints

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2. Collage Art Project Instructions:

“BLUE Girl Magic” (48”x 36”) by the Zeta Delta Zeta Amicettes

Concept: An artistic expression exploring the thoughts and dreams that inspire Amicette excellence

Medium: Paper collage decoupage on canvas

Materials Needed: 24 (12x12) sheets of cardstock Magazines Markers Mod Podge

Estimated Completion Time: 6 hours

3. Photography Project Instructions:

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Zeta Delta Zeta Archonettes’ Photography Project

The Concept:

Archonettes were asked to photograph objects and scenes that best described

how their participation in the Archonette Club has affected their well-being.

Select Captions:

“In time of challenge, and hard work, people choose a

bandana as something to wear. Service shows that

helping, even if only for a few hours, makes a difference.

My Archonette shirt represents something that everyone in

the group has that connects us together.”

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“Coming together as a group to do good [for others],

and meeting new people... I’ve developed a different,

and positive, group of friends. When we come together,

we unite as one to do things for others.”

“Being a part of an organization of [young ladies]

that share common qualities makes me feel stronger.”

Materials Needed:

Cell Phones or cameras Photo printing services Frames with Mattes board Description Labels

Estimated Completion Time: 20 hours over 3 weeks

Activities include:

taking photos

returning feedback

selecting photos

printing and mounting photos

Appendix C: Use of Dress Forms in Zeta Museums

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Zeta Business Attire on Display Archonette Corner

The First Sorority to Charter Chapters in Africa First NPHC Sorority to Charter a

Chapter in the Middle East

Appendix D:

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Sample Exhibit Description

The exhbit decription should tell potential vistors what to expect from the

display(s). See sample below:

“Finer Roots Produce Finer Fruits showcases private collections of artifacts, artwork and photography celebrating Zeta Phi Beta’s rich history and legacy,

built on the solid foundation of Scholarship, Service, Sisterhood, and Finer Womanhood.

Through the lens of its members and Auxiliary groups, visitors will learn about the Sorority and its impact on the world.”

Appendix E:

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“Finer Roots Produce Finer Fruits”

Zeta Delta Zeta Chapter’s Museum for Black History Month (2018)

Entrance (National Zeta History with Phi Beta Sigma’s national and local history)

Visitors are greeted with a collection of historical

photographs and documents. Zeta and Sigma apparel, books, and small valuables are

showcased in a table-top display case.

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Local History and Accomplishments Displays of personal photographs, artwork and artifacts highlight the chapter’s dedicated commitment to scholarship and service.

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Youth Auxiliary Wall and Amicae Display Case

Original art and photography displays invite visitors to learn about the chapter’s dynamic Archonettes, Amicettes, and Pearlettes.

Amicae artifacts and

youth awards are proudly

displayed.

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Amicae Corner

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A tribute to our Friends, the Amicae of Moorsetown, NJ, celebrating their

community service and accomplishments.

ACKNOWLEDGEMENTS

The Centennial Toolkit for Zeta Museums and Exhibits was made possible with the support of the 20th Past International President and Centennial Commission Chair

Jylla Moore Tearte Ph.D.

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Special THANKS to the following individuals for participating in the development of this toolkit:

Soror Sheila Bowers Soror Renell Grant

Soror Andrea Wright Brother Maurice Collins

Brother Alix C. Leconte Brother Frantz Metellus

Ms. Kenya Cohen Ms. LaShay Johnson

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Table of Contents - The Journey to Centennial

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