1. What is the Virginia Docent Exchange (VDE)?
The Virginia Docent Exchange is a conference held every two years that is planned by museum/art center volunteers and Staff to exchange ideas and innovations in museum practices. The Exchange is hosted at a Member Museum on a rotating basis every two years.
2. What does it mean to be a VDE Member Museum? What are the requirements?
Membership is open to docent groups of art museums and/or art centers in Virginia. There are two membership levels: Hosting Member Museum (Level 1) and Associate Member Museum (Level 2).
Hosting Member Museum – Level 1 ($150 biannually)
- Must present and/or participate in the workshops of the Exchange.
- Must host or co-host the Virginia Docent Exchange on a rotating basis.
- Must be represented on the steering committee by two voting members.
- Will receive VDE Member Discount for docents attending the Exchange.
Associate Member Museum – Level 2 ($150 biannually)
- May propose workshops for presentation at the Exchange.
- Will receive VDE Member Discount for docents attending the Exchange.
Conference Attendee / Non-Member (No dues)
- May attend the Virginia Docent Exchange.
- May not propose workshops for presentation at the Exchange.
- Will not receive the member discount when attending the Exchange.
3. How are the biannual dues used?
Dues for both Membership Levels are $150 biannually. Biannual dues are used for planning and hosting the Exchange, in accordance with VDE Bylaws.
4. By when do we need to pay our Membership Dues? And how?
October 1, 2023.
5. Does the VDE have officers or a leadership structure?
From the VDE Bylaws, Section 6. Governing Board:
Each Member Museum shall have two (2) voting representatives, at least one of whom is a docent, to the governing Steering Committee and they shall serve for a period of two years.
The Chairperson of the Board shall be a representative member of the host institution and shall serve a two-year term. This selection shall be confirmed at the first meeting of the Board to be held at the discretion of the host museum after the Member Museums and/or art centers have selected their docent representatives to the Virginia Docent Exchange for the two-year planning period previous to the Exchange.
A Secretary and a Treasurer shall be selected from the representative members of the host museum and shall serve a two-year term. This selection shall be confirmed at the first meeting of the Board to be held at the discretion of the host museum after the Member Museums and/or art centers have selected their docent representatives to the Virginia Docent Exchange for the two-year planning period previous to the Exchange.
The Staff Educator of the host museum may be an ex officio member of the board during the two-year planning period previous to the Exchange.
6. When is the next Exchange?
The 2024 Docent Exchange will be hosted by the Maier Museum of Art at Randolph College in Lynchburg, Virginia on March 3-4, 2024. Exchanges are held every two years for two days in the Spring.
7. What is the theme for the next Exchange?
“Curating Community” is the theme for the 2024 Virginia Docent Exchange, March 3-4, 2024.
8. Who can attend the Exchange?
If you are a docent, volunteer, or staff member at a VDE Member Museum, you can attend at a discounted price, which is reflected in the conference registration fee. Docents and staff from non-member institutions may attend the Virginia Docent Exchange as a Non-Member. However, they may not present workshops and sessions for the Exchange, and they will not receive the VDE Member Discount.
9. When will the Call for Session Proposals be available?
The Call for Session Proposals will be available on September 1, 2023. This information will be available on the website, virginiadocentexchange.org, and communicated via email.
10. Who can submit proposals? Who can present a session at the Exchange?
Docents and staff from Member Museums may submit proposals. All Level 1 Member Museums (Hosting Member Museums) are asked to submit at least two proposals for the 2024 Virginia Docent Exchange and encouraged to submit more.
Typically, docents and/or staff from member museums present at an Exchange. However, exceptions can be made for presenters from non-member museums (such as docents and staff), or professional guest speakers from other organizations, at the discretion of the Host Museum.
From the VDE Bylaws, Section 4.2 Exchanges: Selection of workshops should cover a full spectrum of interests with the main objective being to increase the effectiveness of the docent through the continuous learning process and interaction of ideas of docent and staff from the various member institutions.
11. Is there a registration fee to attend the Exchange?
Yes. There is a registration fee to attend the Exchange. Registration fees for the past two Exchanges (2017 and 2019) have been $125 to attend both days and $75 to attend one day. These fees include meals during the conference and conference materials.
The 2024 Virginia Docent Exchange will have the same registration fee: $125 to attend both days, March 3-4, 2024, and $75 to attend only March 4, 2024. There will not be an option to only attend March 3, 2024. Members are encouraged to attend both days to receive the full benefit of conference opportunities which will include intellectually stimulating sessions and workshops and time to renew and recharge in the company of peers.
Museum Membership dues do not cover the registration fee for individuals. Each institution can decide how their individual docents and educators will pay for registration and travel expenses.
12. What other costs are associated with attending the Exchange?
Travel, lodging expenses, and any additional meals not provided during the Exchange. The 2024 Exchange will also have additional optional “pre-conference” excursions and activities on Sunday, March 3 that might include a nominal fee.
13. Where can I find information about the history of the VDE, the Bylaws, and details about the 2024 Exchange?
Virginiadocentexchange.org
14. What are the important dates and deadlines for the 2024 Exchange?
- September 1, 2023: Call for Session Proposals Begins
- October 1, 2023: Membership Dues
- November 1, 2023: Deadline for Session Proposals
- November 13, 2023: Steering Committee meeting at Maier Museum of Art
- November 14, 2023: Notification of Selected Proposals
- January 8, 2024: VDE Conference Registration Opens
- February 14, 2024: VDE Conference Registration Closes
- March 3 – 4, 2024: 2024 Virginia Docent Exchange
15. Who are the main contacts from the Maier Museum of Art for the 2024 Exchange?
- Laren Baum, Docent, Co-Chair: LarenLBaum@gmail.com
- Lois Coward: Docent, Co-Chair: Cowardlois@yahoo.com
- Laura McManus, Curator of Education: Lmcmanus@randolphcollege.edu