Exhibits Policy and Procedures

This policy addresses routine library exhibits of regular size with typical display items such as wall art, books, and other small art objects. Extremely large exhibits or displays containing objects that need special handling may require consultation with other library departments.

Library exhibits purpose

  • Publicize UH Library resources
  • Inform users about availability of library services and facilities
  • Display materials on themes or events of interest to the community
  • Publicize the resources of the University and its various organizations

Library exhibits implementation

  • The Committee will market exhibit spaces to library faculty and staff, soliciting for participation in creating exhibits. The Committee may market to the broader UH campus as needed for exhibit planning and filling exhibit space.
  • The Committee keeps a schedule of library exhibits and maintains a log of all proposed exhibits.
  • The Committee may seek out Library faculty or staff to help prepare exhibits relating to significant local and regional events (e.g. 100th anniversary of Korean immigration to the United States).
  • The committee determines if display content relates to a particular library collection, and if so contacts the appropriate Department Head of the collection. The Department Head may then suggest items from the collection to display near an exhibit.
  • Duration of an exhibit is to be determined by the committee. With installation and dismantling dates set in advance.

Exhibit proposal guidelines

  • The Request to Display Exhibits form will be completed by the person or group proposing the exhibit. The committee will review each proposal, notify exhibitor of decisions, and archive the request form. The form is located in the Exhibits Committee folders on the Library Intranet. Potential exhibitors can request this form from committee members or library administration.
  • All exhibits should relate to Library services and/or collections in some manner. Exhibitors may work with library staff to integrate information about Library services and/or collections into the exhibit or make reference to them with bibliographies, signage, handouts, etc.
    • The desirable characteristics of effective exhibits are professional-looking displays with well thought out themes, relevant materials, and aesthetic appeal.
    • Exhibits of cultural or scientific importance to the community at large are encouraged.
    • Exhibits of a commercial nature (e.g. to solicit business or profit-oriented), for recruitment efforts, or of similar type are not accepted.
  • The Exhibits Committee prefers to limit the number of exhibits from the same exhibitor to two per calendar year.
  • Exhibits must fit within the physical limitations of designated gallery spaces.
  • The library may not be able to accommodate unusually large exhibits and displays requiring electrical outlets or special lighting.
  • The library asks that exhibitors respect the spaces adjacent to galleries as quite study space. The library may not be able to accommodate exhibits that include loud audio.
  • Each exhibitor will submit or perform the following to the Committee prior to approval:
    • Title/Theme on a prominent sign.
    • A brief description of the exhibit. When possible include the dimensions and materials of items to be displayed.
    • Suggested titles of books/printed materials to be used.
    • Reference to or integration of information about library services and/or collections.
    • Person or group responsible for the exhibit.
    • Phone, fax, email, and office address of person responsible for exhibit.
    • When appropriate, consult with Preservation Department and follow its instructions for damage-free exhibition.
  • A representative of the committee works with the exhibitor, and has authority to suggest changes to improve clarity of an exhibit and enforce the policy. The burden of fulfilling the requirements of the library exhibit is solely the responsibility of the exhibitor.
  • Where there are substantive questions/problems regarding a proposed exhibit, the Exhibits Committee makes the final decision and conveys that decision to the coordinator and exhibitor.

Installation of exhibits

Exhibitors are expected to comply with best practices for installation and dismantling displays.

  • The only Library-approved means of displaying pictures, posters and other visual materials on the walls of Hamilton Library are either by hanging from the pre-existing wall-mounted tracks, using fishing line or wire attached directly to the material to be hung; or by affixing to the walls using museum-grade putty (aka UHU-TAC) or other removable, non-damaging adhesive such as Command Hanging Strips. Fishing line, s-hooks (for use in wall-mounted tracks) and museum-grade putty or other hanging hardware will be provided by the Exhibits Committee. All other hanging materials (pins, nails, screws, two-sided tape, self-adhesive hooks and etc.) damage the library walls and are expressly prohibited.
  • The Exhibits Committee will provide exhibitors guidelines for hanging measurements, lighting, item and signage arrangement. These guidelines will be followed by the exhibitors. Exceptions to the guidelines may be granted with permission from the committee.
  • Exhibit curators are responsible for providing their own staff to install and dismantle each exhibit and must maintain the exhibit throughout its viewing. The library does not offer professional exhibit installation.

Liability statement

The Library will do its best to maintain proper security for loaned materials during the exhibit. There must be a clear understanding with the exhibit curator that the library cannot be held responsible for any loss or damage to the materials. The “Request to Display” form includes a waiver to this effect, which must be signed by the person lending materials to the Library.

University of Hawai‘i at Mānoa is a self-insured entity. Effected 2016

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