Inventory Policy

Purpose

This policy describes how to rent items from MoHA, as well as expectations between those who rent items and MoHA Staff. Policies apply to folks who are eligible to rent, which are Studio Members, Resident Artists, Organizers, and MoHA Family. However, there are some exceptions to note:

• Organizers presenting an event at MoHA go through their own rental process with a MoHA Staff member – not what is listed below.
• IRL Open Hours checkouts can use the form and be packaged on the fly.
• Studio Members are free to use and return items onsite during the day, but offsite, overnight, and IRL tech rentals should follow this policy.
• MoHA Family program leads must request items for their event and/or artists, not the artist themselves.

Equipment rentals are fulfilled when possible but not guaranteed.

Policy

• Collaboration & Safety
• Code of Conduct
• JOTFORM LINK

Steps to Rent from MoHA

If you'd like to rent items from MoHA, follow the instructions below.

1. Consider the following questions before submitting a request:
   1. Am I eligible to rent items from MoHA?
   2. What items would I like to rent from MoHA?
   3. When do I need to use this equipment?
2. Submit your request to the JOTFORM LINK 1-3 weeks prior to the date you'd like to use the items.
   1. The JOTFORM LINK will include a link to rentable items that MoHA has. Refer to the JOTFORM LINK to determine whether what you'd like to rent exists at MoHA and specify the items in your request.
   2. Short notice requests are not guaranteed.
   3. MoHA Family program leads must request items for their event and/or artists, not the artist themselves
3. A MoHA Staff member will then respond to your request.
   1. If your request is approved:
      1. MoHA Staff will collect the items in your request, ensure all items are working properly, and box them up for you. This will be your rental.
      2. MoHA Staff will then follow up with you to schedule a time to pick up the rental and confirm the return time you submitted in your request.
   2. If your request is denied, MoHA Staff will let you know.
4. Pick up the rental from MoHA Staff during the scheduled time.
   1. A paper list of the items will be provided with your rental.
   2. MoHA Staff will go over what items are present with you.
5. Use the items, have a great time.
   1. Please ensure items are used correctly and remain undamaged.
   2. If something breaks or starts acting funny, make a note of it on the provided list of items.
6. Return the rental to MoHA by the agreed upon return time during MoHA Staff hours.
   1. Before you bring back the rental, reference the provided list to ensure all items are present and ready to return in the same box they came in.
   2. Return the rental to the MoHA Staff member who rented them out to you.
      1. You and the MoHA Staff member will review the return together to check that all items have been returned and in good condition.

MoHA Staff Responsibilities

Facilitating Rentals

The following describes MoHA Staff's responsibilities for facilitating rentals.

1. Receive a request for the rental.
   1. Check if the requested items are currently in use.
   2. Ensure equipment is functioning properly.
   3. Respond to the request within one week.
2. Respond to the request.
   1. Let the person know if their request is available
   2. Establish the rental period, which includes the dates they could pick up and the return date.
   3. Schedule a time for them to pick up their rental.
   4. Create a written or printed list of the items.
   5. Box up the requested items and include the list of items.
3. Send off the rental during the scheduled pick up time.
   1. Person arrives to pick up the rental.
   2. Go through the list and items together.
   3. Answer any questions.
   4. Reiterate the return date.
4. Facilitate the return.
   1. Rental items are returned during MoHA Staff hours.
   2. Receive the returned rental.
   3. Reference the list together to ensure that all items have been returned and are in good condition.

Recurring Inventory Checks

MoHA Staff will conduct recurring inventory checks.

1. The MoHA Production manager will complete monthly inventory checks
   1. Studio and community member rental checks
   2. Reference rental lists from the month
   3. Events equipment from the month
   4. Reference events technical documents from the month
2. The inventory team will complete larger inventory checks quarterly/every 3 months with specific attention to:
   1. software things
   2. computer / monitor things
   3. IRL equipment
   4. tool checks
   5. sound equipment check
   6. projectors
3. The inventory team will complete a bi-yearly inventory check with specific attention to:
   1. Making sure all cables are counted, tested, and cleaned.
   2. Pulling underutilized or unused equipment to be donated or properly disposed of.
   3. Testing all the fun machines.
      1. fog machines
      2. snow machine
      3. bubbles
      4. foam

Expectations and Rules for Renting

Please take care of our items, ensure items are used correctly, and remain undamaged.
If a rented item breaks, acts funny, or gets lost while you are renting, please make note of it and notify us when you return the rental.

Contact

Contact Tor Reynolds, the Production and Facilities Manager, at tori@themuseumofhumanachievement.com for any questions you may have about our inventory or policies.