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University Libraries Exhibit Policy and Guidelines

Contents:

• Introduction
• Exhibit Goals
• Guidelines
• Web Exhibits
• Interest Group on Exhibitions & Public Programming
• Funding
• Proposals
• Estimating Costs
• Professional Techniques and Preservation
• Exhibit Preparation
• Security
• Dismantling and Archival Retention of Exhibit Contents

 

Introduction

Exhibits provide visibility and celebrate the collections of the University Libraries. They can also reflect the scholarly, cultural, and social concerns of the University community and the Western New York region. The University Libraries view the exhibits program as an opportunity to promote interest in and use of its collections and services. Exhibits also engage our audiences in the cultural, educational, and service environment of the University at Buffalo.

The University Libraries maintain Web pages for "Current Library Exhibits" which provide information on current physical exhibits mounted within the Libraries, links to current Web-based exhibits, and an archive of selected online exhibits created by the Libraries: http://ublib.buffalo.edu/libraries/exhibits/

The overall responsibility for exhibits is held by library units or departments hosting exhibits in their areas. This Policy and these general Guidelines apply to all public exhibit and display areas within the units of the University Libraries.

 

Exhibits Goals

• Highlight the treasures, strengths, and diversity of the University Libraries collections.
• Promote University Libraries' programs, events, and services.
• Stimulate partnerships with University at Buffalo and community entities to enhance cultural and educational interaction.
• Honor donor gifts and encourage philanthropic giving to the University Libraries and the University.
• Celebrate Libraries, University, and regional milestones and accomplishments.

 

Guidelines

Exhibits should reflect professional quality, utilizing at a minimum uniformly printed titles and textual information, coordinated mounting materials, appropriate preservation and archival exhibit supplies, and attention to design aesthetics and public engagement.

The University Libraries retain oversight for all exhibits. When appropriate, library exhibitors will collaborate with other departments on campus or with community organizations to develop and present exhibits and collateral programs.

Exhibits shall not be used to promote personal, commercial, or political positions; however, controversial subjects may be presented, provided that an exhibit reflects an equitable balance of viewpoints.

Exhibits developed by the Libraries generally feature materials owned by the Libraries. Materials may be borrowed from other repositories to complement and broaden an exhibit. However, the primary focus of exhibits shall be collections or items owned by the Libraries.

Exhibits held in the Libraries but featuring materials from other University, community, or organizational entities may also be appropriate to highlight or document events, accomplishments, or programs. The Libraries especially encourage exhibition of materials produced by University students and faculty, the hosting of national traveling exhibits, and materials celebrating diverse cultures. Such exhibits should clearly indicate the sponsoring organization and source(s) of materials on display.

Organizations or entities external to the University Libraries may request to present exhibits within Libraries' space and using Libraries' exhibit facilities. Requestors should contact the director of a specific unit, or for the Arts & Sciences Libraries, its Office of University and External Relations. Exhibits developed and sponsored by external entities should be displayed for no longer than one month.

 

Web Exhibits

Web-based exhibits, created to accompany physical exhibits, or as stand-alone exhibits, are strongly encouraged. Web exhibits may range from a single page that describes the physical exhibit to an extensive web site. Web exhibits should include graphical content and demonstrate effective visual design.

Timeliness issues must be kept in mind by those responsible for Web-based exhibits. Online exhibits created to accompany physical exhibits should be removed from the main Web pages at the conclusion of the physical exhibit. Stand-alone Web exhibits may be designed to stay on the Web for an indefinite period.

Exhibit coordinators together with the Libraries Web Manager may place selected web exhibits, following their featured time period, in a Web site region designated "Selected Archive of Online Exhibits."

 

Interest Group on Exhibitions and Public Programming

The Interest Group is composed of members of the University Libraries professional and classified staff. Members will provide assistance with the organization, development, and production of major exhibit programs that involve multiple units of the University Libraries. The Group's goal is "to support and enhance the Libraries' educational and cultural programming activities by coordinating, integrating, and communicating information about exhibitions, lectures, and other special events to the University's faculty, students and staff, and to the Buffalo and Western New York community." The Group also serves as a resource for skills, exhibit display materials, and expertise which are available to all Libraries' units and staff.

 

Funding

The University Libraries provide an annual fund for exhibit supplies, related public programming and publicity, and also staff training in exhibit skills and presentation. This fund is administered by the University Libraries Administration.

 

Proposals

Individual librarians, teams, groups and committees are encouraged to plan and develop exhibits for the University Libraries.

Exhibit proposals should be submitted via the Proposal Form. The electronic form is routed to the Arts & Sciences Libraries Office of University and External Relations. This office will transmit proposals to appropriate unit directors and to the Preservation exhibit liaison.

Exhibit planners should receive approval from the appropriate unit director(s) before initiating further planning for exhibits and/or collateral programs. Extensive exhibits coordinated by multiple units require review of plans and resource needs by the Management Advisory Group. Following approval of the exhibit proposal, the planners should organize a meeting with Preservation Department staff to discuss support and materials needs.

The Exhibit Proposal Form is located at: www.libweb.lib.buffalo.edu/sw/forms/exhibitRFP.htm

 

Estimating Costs

Exhibit planners should include in the Proposal Form an estimate of needed funding and costs associated with the exhibit and collateral public programs. The estimate should include at least the following:

• Supplies (e.g., mat board, labels, book holders, printing, etc.)
• Staff time for preparing the exhibit, including Preservation needs
• Program costs (e.g., space rental, refreshments, speaker fees, publicity)
• Web design and preparation

Supply needs, cost estimates, and and Preservation staff assistance requests are also forwarded to the Preservation exhibits liaison. Preservation staff are available for consultation related to exhibit planning weekdays 8:00-11:00 am and 2:00 - 4:00 pm.

 

Professional Techniques and Preservation

Preservation staff will support the preparation of exhibits to ensure the proper handling of exhibited materials and a uniform, professional appearance of exhibits. Preservation will also maintain a supply of materials needed for the professional display of exhibited materials, and for preparation of exhibit titles, labels, signage, and text.

Exhibits should be mounted in cases, display units or other areas specifically designed for exhibitions. Exhibit materials should not be affixed to library walls or other surfaces that can be damaged or defaced by adhesives, fasteners, etc.

• Exhibited materials should be in good, stable condition.
• Curators or managers of collections of fragile, rare, unique, or otherwise vulnerable materials must approve, in advance, the use of specific items or collections in exhibits.
• Appropriate environmental standards should be followed, e.g. moderate and stable temperatures and relative humidity, clean exhibit cases, limited UV radiation.
• Rare materials should be handled as little as is necessary when preparing and dismantling exhibits.
• Physical supports should be designed and used to avoid damage and stress to materials.
• Preservation staff should be consulted regarding display methods and condition of materials.

 

Exhibit Preparation

Exhibit coordinators or committees, in coordination with any other sponsors, select exhibit materials, prepare copy for descriptive text, design and mount the exhibit, and assist in the development of publicity.

The following timetable guidelines are presented to assist planning of major exhibits:

• At least six months prior to installation-submit proposal.
• Three months prior to installation-confirm dates, title, and content description with those responsible for exhibit calendars and publicity.
• Two months prior to installation-consult with Preservation staff, regarding display methods, evaluation of condition of materials, display materials needs.
• Two months prior to installation-consult and plan visual and text content for publicity.
• Three weeks prior to installation-gather all exhibit materials and plan general layout scheme.
• One week prior to exhibit opening date-begin mounting exhibit.
• Within one week following exhibit closing date-remove exhibit.

 

Security

Materials should be protected from vandalism or accidental harm. Display cases must have secure locks, and exhibits must be located in areas where they can be monitored by library staff. Use of keys for the display cases is regulated by unit directors or their designees.

Materials mounted on non-secure panels or on other surfaces, should be easily reproduced or replaced.

Loaned objects and materials are afforded the same security protection as that of all library materials. Additional security cannot be provided by the Libraries. Owners of loaned material may be asked to sign an agreement releasing the University at Buffalo from responsibility for loss or damage to non-library materials used in a given exhibit.

 

Publicity

Publicity, press releases, announcements or features on the Libraries' web, and marketing activities are conducted in various units and offices within the University Libraries. Those preparing exhibits and collateral programs provide information as indicated below to take full advantage of available resources and services supporting publicity and marketing. This information is also needed to avoid conflicts in scheduling exhibits and events.

• Provide information on dates, title, brief content, link to web version, to the coordinator of the "Current Library Exhibits" web page. http://ublib.buffalo.edu/libraries/exhibits. Submission of one graphical image is also recommended.
• Coordinate exhibit planning and information with staff within units responsible for publicity, marketing, and scheduling.
• Send information on planned exhibit dates to the coordinator of the "Schedule for Exhibits" maintained by the Arts & Sciences Libraries. http://ublib.buffalo.edu/libraries/ext/schedule.html.
• Exhibit planners affiliated with units outside the Arts & Sciences Libraries are also requested to supply this information to assist in scheduling and to take advantage of publicity/marketing efforts conducted by the Arts & Sciences Libraries.
• Submit exhibit and collateral program dates, title, brief descriptive information, and contact person to the University at Buffalo "Events Calendar." This information can be submitted via the web form at http://ublib.buffalo.edu/libraries/units/cts/forms/ubeventsform.html.

Assistance may be available regarding the production of publicity materials, posters, flyers, web sites, press releases, etc. from various sources within the University Libraries.

These include:

• staff in some units responsible for publicity and marketing
• the Interest Group on Exhibitions and Public Programming
• the Arts & Sciences Libraries Office of University and External Relations
• the ETC Librarian
• the Libraries Web Development and Services staff

 

Dismantling and Archival Retention of Exhibit Content

Exhibits must be dismantled promptly upon completion of the stated exhibit period.

The University Archives welcomes deposit of specific exhibit content, including text, graphics, etc (excluding materials from the Libraries' collection.) Catalog records will be created for each deposited exhibit. Photocopies of web exhibits may also be deposited.

 

Contact: Judy Adams-Volpe at adamsj@buffalo.edu

Revised:  11 June 2003

 

 

Content provider: Judy Adams-Volpe

Comments: lib-staffweb@buffalo.edu

Last update: 19 October, 2004