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If you are interested in hosting The Wall That Heals exhibition, the following information will serve as a helpful guide to determine if your community has an appropriate setting and accommodations. This document also will assist you with the logistics of planning for your community's The Wall That Heals visit.
Site
The Vietnam Veterans Memorial Fund seeks public space, with public access 24 hours a day, as sites for exhibition of The Wall That Heals. The Memorial Fund’s goal is to install the exhibition in sites that provide an atmosphere as similar as possible to The Wall in Washington, D.C. The Memorial Fund reserves the right of site approval, which may be accomplished through the use of photographs, a sketch, descriptive material or a personal visit.
Size
The proposed site must be able to accommodate the three main components of the exhibition: The Wall replica, the Information Center and the Traveling Museum. A minimum of 250’ x 60’ of level ground is required for the replica. The site size specified does not have to be a clear rectangle; it may contain landscaping or other objects, but must be flat and accommodate the two wings of the Memorial. The wings are each approximately 124 feet long and are joined at a 121 degree angle forming a slightly “flattened” triangle.
Additional space is required to accommodate the Information Center and Traveling Museum. The Information Center is a 20’ x 20’ tent that attaches directly to the passenger rear side of the 53’ trailer. The Information Center and Museum, which is housed in the trailer, need a level area 70’ x 40’ located within 120 feet of the 220v electrical connection.
Setting
The Memorial Fund seeks sites that provide an appropriate setting for visitors to The Wall That Heals. This includes minimal noise levels, minimal visual distractions and a reasonably controlled area in which visitors are present for the prime purpose of visiting The Wall. In short, the Memorial Fund looks for a relatively quiet, calm atmosphere in which people are free to contemplate.
The simplicity and elegance of The Wall itself is critical to its integrity; in the case of The Wall That Heals, “less is more” is a good rule of thumb. The Memorial Fund requests that flags, signs, tents, vehicles or other elements not impinge on The Wall That Heals area and that activities other than ceremonies directly related to The Wall occur at an appropriate distance.
Ideally, The Wall replica should be displayed on grass, which accommodates the anchoring stakes for the replica, with the trailer parked on a solid surface adjoining the grassy area. If The Wall replica will be displayed on a hard surface, you must notify the Memorial Fund as soon as possible since special arrangements need to be made. If the trailer must be located on grass, the ground must be hard and solid to support the weight of the trailer. If the trailer gets stuck, it is the host site’s responsibility to provide towing to get the unit out.
Schedule
The duration of The Wall That Heals exhibition, open to the public, is usually Thursday through Sunday, allowing for visits by families, school groups and the general public, but visitors begin to arrive on Wednesday during set up. Although the schedule may change depending upon travel needs, the exhibition typically arrives on Tuesday afternoon, parking the trailer/museum at the site so that electrical hook-ups can be made. Set-up occurs on Wednesday morning, volunteer orientation Wednesday afternoon/evening and the exhibition is taken down on Monday morning.
Transport/Administrative Costs
Hosts or local sponsors provide a contribution of $5,000 per display period (generally comprising Thursday to Sunday, with travel time), to share with the Memorial Fund the costs of maintenance, promotion, staff travel and transport of the exhibition. Fees for longer or shorter stays can be negotiated. In addition, sites are asked to provide a per diem of $100 per day (total) for two site managers who travel with The Wall That Heals, and one hotel room for the extended exhibit period (usually check-in on Tuesday and check-out on Monday), which includes setup and breakdown periods. The exact dates of stay should always be confirmed with the site managers as the dates of The Wall visit approach, since their travel schedule can vary. The Memorial Fund can assist you in trying to secure discounted rooms.
NOTE ABOUT ACCOMMODATIONS: Standard hotel rooms are requested, as opposed to bed and breakfast or other arrangements (such as private homes), since standard rooms generally include television, telephone, air conditioning and private bathrooms-all are appreciated by our site managers, who live on the road. Internet access is helpful, too. There needs to be enough room to park the truck and trailer before and after a visit.
Volunteers
Volunteers are needed to help with set-up and breakdown of the exhibition and for visitor assistance and security. Approximately 15-20 able-bodied volunteers, each capable of lifting 40 pounds, climbing ladders and doing overhead lifting, are needed for set-up and breakdown.
The number of volunteers needed depends upon the number of visitors expected. A general rule is: an average of five volunteers is needed to assist for every shift. In practical terms, two volunteers may be sufficient for off-peak hours (late evening and early mornings), and eight may be needed for after-work and weekend hours as well as during school visitations. A minimum of four people should be scheduled for a given shift. A shift may run from two to four hours, except the computer volunteers who work a four hour shift.
Security
Security is required 24 hours a day for The Wall That Heals exhibition from Tuesday afternoon until Monday morning. Security personnel must have a means for direct communication with law enforcement officials. Normal police patrols are generally sufficient for daytime security, but additional police patrol/security patrols may be increased at night. Overnight security may be handled by a minimum of two volunteers. Overnight security will also need to be available to help visitors at The Wall throughout the night.
Mechanical Requirements
Access to electrical power is required for the following areas:
- The Wall That Heals needs two 110v/15 amp circuits to power the footlights for nighttime illumination of The Wall.
- The Traveling Museum and Information Center need 220v/50 amps to power lights, computers, a printer, a copier and fans within the display cases, plus air conditioning or heaters used to maintain even temperatures inside the trailer.
The Memorial Fund provides the footlights for The Wall replica, as well as all needed electrical wiring. The Memorial Fund provides 120 feet of 220v cable for electric hook-up. The cable has bare wires for attaching the cable to the electric panel. The 220v power must be connected before set-up on Wednesday morning therefore an electrician will be needed on Tuesday afternoon or early Wednesday morning (before 8 am) to hook the power up to the trailer and disconnect the power after The Wall has been loaded, on Monday morning. The electrician should check out the power source before the event to see if any special equipment will be needed.
If generators must be used, they must be able to generate at least 10 kilowatts of power in order to operate the needs in the trailer, as well as light The Wall. The electrician should check out the generator ahead of time to see if there will be any special equipment needed to hook up the generator.
Landscaping
The Memorial Fund recommends sites provide a visual walkway following the angle of the Memorial replica, though it is not required. This helps direct visitors along the length of The Wall so that the visitors can experience the progression of the nation’s involvement and loss in the war as illustrated by The Wall, and so that they are close enough to read individual names. Without a designated walkway, people tend to cluster in groups in which they might only see The Wall from a distance and miss the opportunity to explore and contemplate all the exhibition offers. Also, a pathway helps to establish crowd control and flow, protecting the free standing half-scale replica. The pathway should be 15-20 feet out from The Wall.
The pathway can be created by:
- Flags
- Rope and posts
- Potted plants
- Benches
- Wood Chips
- Rugs/mats
- Wooden structure
- Fencing
Some sites provide benches or chairs for visitors at an appropriate distance from The Wall.
Other landscaping is at the discretion of the host site. But, the “less is more” rule usually applies.
Other Facility Needs
Each site is asked to provide six 30” x 60” tables or five 30” x 72” tables or four 30” x 96” tables for the Information Center to be used to display maps, handouts, the Names Directories, etc. Heat for the tent may be required in colder seasons.
Some sites also choose to provide coffee, refreshments, chairs/tables and heat for the volunteers in a separate location. Food and beverages are not permitted around the computers.
Having golf carts available to transport elderly and disabled visitors from the parking lots to The Wall site is highly recommended. Other devices, such as the Gator, are helpful when setting up and breaking down The Wall.
Decorum
Sites agree to ensure reasonable decorum at the exhibition site. No food or beverages may be consumed at The Wall replica. Smoking is prohibited. No alcoholic beverages of any kind are permitted at the site. Pets are not permitted at the site, except for working animals assisting the disabled. Cell phones are not permitted at The Wall.
In keeping with the atmosphere at The Wall in Washington, D.C., sites are asked not to provide taped or live music or other sound effects during the exhibition, except as related to official ceremonies.
Commercial Activity
Sites must be free of commercial activity; sites agree not to permit commercial activity (including t-shirt, souvenir, refreshment or memorabilia sales) at or near the site. Locations in which commercial activity is conducted in close proximity to the exhibition site (stores, hotels, fairs) may not be appropriate. As a not-for-profit organization, the Memorial Fund may offer educational materials or sponsorship opportunities for a donation.
Solicitation
Visitors access to the site must be provided free of charge. Sites agree to prohibit solicitations or sales by any parties other than the Memorial Fund in connection with the exhibition or in proximity to the display site. The Memorial Fund provides four donation boxes for contributions to support its activities as well as educational materials available for donations.
Memorabilia
Visitors are likely to leave mementos at The Wall That Heals, just as they do at The Wall. The Memorial Fund recommends that such memorabilia be collected throughout the exhibition, tagged with location, date and time, and carefully stored. Flowers and perishables are not kept, but do keep any cards and ribbons attached to them. Site hosts are encouraged to arrange a permanent home for the memorabilia in the local community, perhaps at a historical museum, veterans service post, veterans hospital or local school, so that the legacy of the tour finds a permanent home in each community. Sites also are encouraged to plan exhibitions of the material at local schools and libraries after the visit.
Education Activities
A vital component of The Wall That Heals tour is the opportunity for young people to learn more about the war, The Wall and the Vietnam era. School visits are strongly encouraged. If you expect groups of 50 or more students at one time, please contact our site managers for ideas to make the visits run efficiently for all involved.
In addition, the Memorial Fund has produced a curriculum called Echoes From The Wall that has been sent free of charge to over 40,000 public and private middle and high schools in the country. A visit to The Wall That Heals is a perfect compliment to Echoes or any study of the Vietnam War era. (For more information about Echoes From The Wall, visit click here.) Other educational activities are also welcome.
Emergency Medical/Counseling Services
Sites may wish to provide visitors with the assistance of medical personnel (in case of accidents or emergencies) and crisis counselors. Although the exhibition has not experienced negative consequences to date, a visit to The Wall That Heals is sometimes an emotional experience that may be aided by the presence of caring and knowledgeable mental health counselors. Sites providing such services have found them useful and appreciated.
Promotion
It is essential to work with the local media to promote and publicize The Wall That Heals exhibition prior to and during the exhibition period. Included in this kit is the artwork for a brochure and an advertisement or poster and a public information plan.
Other Activities
Sites are strongly encouraged to work with local veterans groups, schools and other organizations to organize activities such as local name readings, memorial services to honor those from the region (or alumni or relatives) who are recognized on The Wall or other events. In addition, school education programs, history and cultural programs and other activities are encouraged.
(Last updated 1/25/10)
2010 Tour Schedule 
