Exhibits, and their associated events, are a valuable part of the University Library's outreach efforts. They should inform, educate, entertain, highlight accomplishments, provide opportunities for the public to view art and artifacts, and/or promote the Library's resources and services. Below is a comprehensive list of the detailed criteria employed by the Events & Exhibits Committee in the approval process.
The following areas are currently approved exhibition areas in the University Library:
Exhibitors are solely responsible for funding all costs associated with the exhibit, including but not limited to shipping, installation, dismantling, insurance, and related activities. Other arrangements require special approval.
The Library may provide publicity in the form of social media posts on institutional accounts, campus-wide emails, and space for signage in the Library facilities. Exhibitors are required to provide images or graphics for promotional use, and secure permission rights for their print and online usage. Exhibitors are responsible for publicity beyond that provided by the Library.
Professional photography and/or videography of the exhibit and related events on Library premises should be independently secured by and at the expense of the exhibitors, and high-resolution copies of any footage must be shared with the Library for archival and promotional use. Other arrangements must be discussed with the Committee prior to finalizing the proposal.
Exhibits are often located in high traffic areas whose visibility reduces the likelihood of damage or theft of materials; however, the Library takes no responsibility for the security of exhibits at any time, including during transport, installation, or dismantling. Any theft loss or damage must be reported to the University Police.
Exhibits should have specific start and end dates, although the end date may be extended if the schedule allows. As a rule of thumb, exhibits should be on display for two to three months, although shorter exhibit times are permissible with prior approval. The University Library maintains the right to cancel an exhibit at any time.
Exhibitors are responsible for preparing the content of publications associated with their exhibit. Bibliographies, brochures, and other promotional and/or instructional materials to accompany an exhibit are strongly recommended but not mandatory. Sound, video, or computer displays accompanying exhibits will be installed and removed by exhibitors in consultation with the Committee. The Library maintains a limited supply of exhibit materials, such as tape, matboard, and book stands, for mounting exhibits and displays. Additional materials must be provided by the exhibitor.
Spaces in the Library may, on occasion, be available for receptions and other activities (workshops, talks, demonstrations) linked to exhibits. These should be listed in the Proposal Form at the time of application. The University Library Events & Exhibits Committee will consult the room use policy and check the schedule to see whether a reception or other activity may be held.
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