Hamilton Library Exhibit Information

Exhibits Calendar

This calendar can be used to help determine – but does not guarantee – future availability for the library’s Lobby, Bridge, and Elevator galleries. It shows the schedule of approved exhibits, but not dates for pending exhibits. The Library Exhibits Committee reviews/approves exhibit applications on a first come, first served basis. See the Exhibits page for more information about current exhibits.

Exhibits Policy & 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. If you have questions or need assistance, please contact Stacia Garlach, Exhibits Committee Chair, at garlach@hawaii.edu.

Purpose of exhibits at Hamilton Library

1. Raise awareness of Hamilton Library resources 
2. Inform users about availability of library services and facilities 
3. Display materials on themes or events of interest to the community 
4. Showcase the resources of the university and its various organizations 
5. Support UH Mānoa’s goal of becoming a Native Hawaiian Place of Learning

Library Exhibits Committee

1. The Exhibits Committee works with library faculty/staff and the UH Mānoa campus community to keep the library’s exhibit spaces active. 
2. The committee reviews exhibit applications, approves or denies applications, keeps a schedule of library exhibits, and maintains a log of all proposed exhibits. 
3. 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). 
4. The committee determines if display content relates to a particular library collection, and if so, contacts the appropriate librarian(s), who may suggest items from the collection to display near an exhibit. 
5. The committee determines the duration of an exhibit and sets installation and dismantling dates in advance. 

Guidelines for proposing exhibits

1. Potential exhibitors need to complete the Hamilton Library Exhibit Application online form, which will automatically send responses to committee members. The committee will then review each proposal, notify the exhibitor of the decision, and if approved, schedule the exhibit. Exhibitors are asked to include the following information on the exhibit application:
   • Person/group responsible for the exhibit and their contact information.
   • Exhibit title or theme.
   • Brief description of the exhibit. When possible, include the dimensions and materials of items to be displayed. 
   • Reference to or integration of information about Hamilton Library services and/or collections. 
   • Desired exhibit period.
   • Preferred gallery.
   • Optional: Suggested titles of books/printed materials to be used. 
2. 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. It is the exhibitor’s – not the librarians’ – responsibility to prepare materials for the exhibit.
3. Exhibits of cultural or scientific importance to the community at large are encouraged. 
4. The desirable characteristics of effective exhibits are professional-looking displays with well-organized themes, relevant materials, and aesthetic appeal. 
5. Exhibits containing sensitive content are subject to special consideration by the exhibits committee on a case-by-case basis and may require changes or additional mitigation measures for approval. 
6. Exhibits of a commercial nature (e.g., to solicit business or profit-oriented), for recruitment efforts (e.g., for religious or membership organizations), or of any similar type will not be not accepted.
7. The number of exhibits from the same exhibitor is limited to two per calendar year. 
8. 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. 
9. The library asks that exhibitors respect areas adjacent to galleries as quiet study spaces. We typically do not accommodate exhibits that include loud audio. 
10. A committee member will work with the exhibitor and may suggest changes to improve clarity of an exhibit and/or enforce the policy. The exhibitor is solely responsible for fulfilling the library’s requirements. 
11. If there are substantive questions or problems regarding a proposed exhibit, the exhibits committee makes the final decision and conveys that decision to the coordinator and exhibitor. 

Guidelines for installing exhibits 

Exhibitors should be familiar with and adhere to the following guidelines for installing and dismantling displays at Hamilton Library: 

1. 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. 
2. Exhibits must be installed between 9 a.m. and 5 p.m. Monday through Friday, excluding state and federal holidays. 
3. Exhibitors are expected to bring art and objects in on the scheduled installation day. The library will not store exhibit items or accept shipped items from exhibitors.
4. There are only two library-approved ways to display pictures, posters, and other visual materials on the walls of Hamilton Library:
   1. Hanging items from the pre-existing wall-mounted tracks, using fishing line or wire attached directly to the material to be hung; or 
   2. Affixing items to the walls using museum-grade putty (a.k.a. UHU-TAC) or other removable, non-damaging adhesive. 
5. Fishing line and s-hooks (for use in wall-mounted tracks) or other hanging hardware will be provided by the exhibits committee. All other hanging materials (pins, nails, screws, two-sided tape, self-adhesive hooks, etc.) damage the library walls and are expressly prohibited. 
6. Exhibitors should not make markings of any kind on the library walls.
7. The exhibits committee will provide exhibitors guidelines for hanging measurements, lighting, item and signage arrangement. Exceptions to the guidelines may be granted with permission from the committee. 
8. When appropriate, the exhibitor and/or committee will consult with the library’s Preservation Department and follow its instructions for preventing damage to materials during exhibition. 

Liability statement 

Hamilton 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 Hamilton Library Exhibit Application form includes a liability waiver, which must be signed by the person lending materials to the library. University of Hawai‘i at Mānoa is a self-insured entity.