Library Exhibit Guidelines
Guidelines and Procedures for MWSU Library Exhibits
Purpose of Exhibits
- Promote the materials, services, functions, and goals of the Library
- Contribute to creating an interesting and inviting atmosphere in the Library
- Strengthen partnerships among the Library, University campus, and the wider community
- Enhance the strategic mission and the development of goals of the Library
- Relate to the teaching, research, learning, and service mission of the Library and University
- Promote the diverse holdings and scholarly value of specific library collections
- Cultivate intellectual, aesthetic, and creative growth
Criteria for Exhibits
- All potential exhibitors must fill out an Exhibit Application Form (See Below) to be submitted to the Library Public Relations Committee
- Exhibits are theme based displays of materials including, but not limited to: books, posters, artifacts, documents, artwork, or other objects, all to be accompanied by written commentary of labels provided by the exhibitor
- Requests not made in advance will not be accommodated
- Library Public Relations Committee reserves the right to refuse any exhibit proposal and is not obligated to accept every exhibit offered for display
- Be fair-minded and sensitive regarding themes and issues of potential controversy.
- Be consistent with freedom of information and cultural diversity
- Be well thought out, adequately prepared, and aesthetically pleasing
- Display materials relevant to the theme of the exhibit
- Not promote personal, commercial, political or parochial organizational positions
- Proposals should describe the theme, content and materials, time and duration of proposed display(s), as well as, desired exhibit location, if there is a preference.
Exhibit spaces
Case preference should be specified, but is not guaranteed.
Oak Case - Main Floor of the Library (Donation Plate in this case cannot be covered by any materials)
Upright Cylindrical Case – Main floor of the library
Metal case – 3rd Floor of the library
Chautauqua case - 3rd Floor of the Library
Duration of Exhibit
The duration of exhibits may vary, but will generally run two months. MWSU Library reserves the right, with proper notice, to reschedule any proposed exhibit if it conflicts with the Library's need for the exhibit space. The Library Public Relations Committee reserves the right to defer scheduling use of cases at particular times in order to allow for the consideration of different proposals. Ordinarily, exhibit cases will be booked no more than six months in advance. Campus departments, offices, and organizations may schedule one exhibit per year, space permitting, with multiple reservations permitted on a tentative basis, with confirmation made no more than 60 days prior to anticipate mounting date. An exhibit may be canceled at any stage if the exhibitors have not met the agreed upon conditions and deadlines.
Security/Liability
All four cases have locks, but are located in public areas that cannot always be monitored against damage, theft, or vandalism. The MWSU Library does not carry insurance for exhibits; therefore, it cannot assume responsibility for the safety of items placed in exhibits or display cases. All Exhibitors must sign a Liability Release Form (See Below).
Installation and Removal of exhibit
Installation of exhibit will begin on the first business day of the month and removal of the display will take place on the last business day of the month. Members of the Library Public Relations Committee can install the exhibit or it can be done by the exhibitor. Each display must be accompanied with an Exhibit Inventory Form (See Below), which lists the items that are being put in the case, so when it is dismantled an accurate accounting of items can be maintained.
Cancellation of Exhibit
Library Public Relations Committee will give 2 weeks cancellation notice.
Refusal of Exhibit Proposal
Library Public Relations Committee reserves the right to refuse any exhibit proposal and is not obligated to accept every exhibit offered for display.
Exhibit/Receptions
Use of the library for receptions held in conjunction with an exhibit requires the permission of the Library Director. In the event of a reception, the exhibitor, not the library is responsible for set up, clean up, and payment for the reception, unless otherwise agreed upon.
Publicity
All exhibits/displays will be photographed and archived on the library home page. Publicity for the displays will generally consist of an e-mail notice sent to the campus community. Any further publicity will be at the discretion of the Library and exhibitor.
***Art Exhibits and Pricing
Background of the artist and the exhibit must be submitted (an artist may or may not put prices or may leave a price list for those interested in purchasing items). Exhibits may not display prices for sale without prior approval from the Library Director. Library staff is not allowed to mediate any purchases or take any payments!
Note: Any adjustments to shelves in the tall cylindrical case on the main floor must be coordinated in advance as a part of the reservation request. The shelves in the Chautauqua case will not be allowed to be readjusted.
**Exhibit Calendar can be viewed on the library’s home page for upcoming exhibits and events.
Calendar Schedule
The duration of library exhibits can vary, generally running on two month intervals. The Library reserves the right to extend or shorten the duration of an exhibit based on special requests, lectures and events, changing priorities, and the availability of Library staff.
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