LIBRARY POLICIES: DISPLAYS AND EXHIBITS

Policy Purpose

The following policy has been developed to ensure that displays in the Upjohn Library Commons reflect the Information Services’ overall commitment to quality. For the purpose of this document, displays are defined as thematic exhibits of materials, including but not limited to books, posters, documents, art work, artifacts, and other objects, that should be accompanied by written commentary or labels.

Objective of Exhibits

The purpose of the Upjohn Library Commons display facilities is to increase public awareness of Information Services resources and to promote the educational and cultural mission of Kalamazoo College.

Exhibitors

As an educational and cultural institution, the Upjohn Library Commons welcomes exhibits and displays of interest, information and enlightenment to the Kalamazoo College community. Information Services retains oversight for all exhibits. When appropriate, Information Services exhibitors will collaborate with other departments on campus or with community organizations to develop and present exhibits and collaborative programs.

There are three exhibit areas in the Upjohn Library Commons building, but the lobby display case is the only space available for non-Information Services exhibits.

Lobby Exhibits

Information Services will maintain the displays areas and will set up the majority of exhibits, but other Kalamazoo College groups are welcome to propose and devise appropriate displays in this area. Non-Kalamazoo College individuals or groups may present displays at the discretion of Library staff. Groups or individuals interested in presenting exhibits should contact the Library Director.

Archives Exhibits

The display cases in Archives are maintained by the Archives staff. Only Archives staff may present exhibits in the Archives display cases.

Rare Book Room Exhibits

The display cases in the Rare Book Room are maintained by the Technical Services Librarian. Only the Technical Services Librarian may present exhibits in the Rare Book Room display cases.

Exhibitors will pay any special costs incurred in mounting a display, including costs for display materials, and repairs or replacement costs due to any damage to the Upjohn Library Commons building or college property caused by the installation or removal of an exhibit.

Goals

Exhibits in the Upjohn Library Commons facilities shall further one or more of these purposes:

• to call attention to a theme related to Information Services issues, collections, or programs
• to bring together library materials related to a theme of current interest
• to highlight current issues, events, or other subjects of campus interest
• to display high quality original art, crafts, photographs, or writings created by Kalamazoo College artists or contained in traveling exhibits
• to highlight past scholarship and encourage future scholarship
• to highlight alternative and unique topics for investigation
• to honor donor gifts and encourage philanthropic giving to the Upjohn Library Commons and Kalamazoo College
• to enhance the visual atmosphere of Upjohn Library Commons

Content

Exhibits should be appropriate to an academic setting, support the curriculum and/or instructional missions of Kalamazoo College, and/or reflect Kalamazoo College collections and services.

All exhibits must meet existing State and Federal laws on obscenity, libel, defamation of character or invasion of privacy.

Exhibits may not include any organic materials, such as food or liquids, that may degrade over time and damage other items or the display case.

Information Services is not responsible for ensuring that all points of view are represented in any single exhibit. Granting of permission to display materials does not imply Information Services’ endorsement of content, nor does Information Services accept responsibility for the accuracy of statements made in exhibits or displays. Information Services retains the right of refusal and is not obligated to accept every exhibit offered for display.

Displays 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 and does not violate State and Federal obscenity, libel, and privacy laws.
The Information Services staff reserves the right to reject any exhibit or item for any reason at any time.

Security

All Library display cases are kept locked. The doors to the cases are glass, however, and this places items in the cases at some risk of damage or theft.

Kalamazoo College and Information Services do not provide insurance to cover the loss of or damage to displayed items. The person or group responsible for the exhibit assumes all risk of damage and loss. Information Services assumes no responsibility for the preservation, protection, or possible damage or theft of any item displayed or exhibited. All items placed in the Upjohn Library Commons display cases are done so at the owner’s risk.

Keys to the main lobby display case are kept by the Library Director.

General Guidelines for Displays

Displays must be appropriate to a college setting and informative to the patrons of Upjohn Library Commons.

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

While Library staff is available to consult with exhibitors on the mounting and dismantling of exhibits, the individual or organization that reserved the display space is responsible for timely installation and removal. Information Services staff will support the preparation of exhibits to ensure the proper handling of materials displayed and a uniform, professional appearance of exhibits.

Exhibitors must schedule an appointment to meet with the Library Director prior to the installation of an exhibit to inspect the case(s) to be used. Once the display is installed, the exhibitor must seek final approval from the Library Director before leaving the building. Exhibitors must also schedule a time to meet with the Library Director upon dismantling the exhibit to inspect for damage the case(s) used in the display.

The preparation of a quality exhibit requires a significant investment of thought, effort and time. Begin planning and developing approved exhibit well before the installation date. Prepare an exhibit and its descriptive labels well in advance of the opening so that the display may be installed as quickly and completely as possible, avoiding empty cases or an incomplete exhibit for any length of time. If you must leave the exhibit unfinished for any length of time over 24 hours, please post a visible sign in the case indicating "Exhibit in Progress."

Using Library Materials in Displays

Any library books used in an exhibit must be checked out before placement in the display cases. The Library reserves the right to remove library materials if the need arises.

Library materials used in displays must be displayed in a manner consistent with vetted preservation standards. Never use rubber bands, staples, paper clips, post-it notes, or any kind of sticky adhesive or metal fasteners on library materials. Library staff is happy to provide advice or guidance in this area. Any library materials displayed in a potentially damaging manner will be redisplayed or removed from the exhibit.

Supplies

The sponsoring organization assumes any costs incurred in mounting the exhibit  (e.g. supplies, signage, publicity).

While the Library does not provide exhibit supplies for guest exhibits, the Archivist and Center for New Media Design is available for consultation on mounting exhibits.

Suggested supplies include:

• Foam Core
• Poster Board
• Card stock or other heavy paper for captions
• Fabric for lining cases/covering shelves
• Pins or small tacks may be used on tackable back surfaces only
• Glass Cleaner
• Display Stands (the Library has some display stands available for use in exhibits on a first-come basis)
• Signage

These materials may not be used on display case surfaces:

• staples or nails
• tape
• double stick tape or double stick foam
• paints, inks, or other pigment marking materials
• poster putty or adhesive putty

Exhibitors should provide a sign announcing the title or theme of the display. The sign must not be affixed to glass surfaces of the case.

Exhibits presented by non-Information Services staff must include a sign or label clearly visible within the display area that indicates the name of the individual or organization responsible for the exhibit.

The context and text, including font size of labels, of a display should be clear and easy to read. Choose clean, easy to read fonts, like Arial or Tahoma, and use font size 16 pt. or larger.

If the exhibit is left unfinished for any length of time over 24 hours, please include an "Exhibit in Progress" sign visible in the case.

Conservation Considerations

Exhibits must be mounted in display cases, units or other areas specifically designed for exhibitions. Display materials must not be affixed to library walls or other surfaces that can be damaged or defaced by adhesives, fasteners, etc. Please do not affix materials to the display case glass.

Materials in the display cases may fade or discolor because of exposure to light. If this is a concern, consider using color photocopies rather than original documents. Use foam core to create rigid backings for documents displayed upright. Display books flat or on cradles or stands to prevent damage to the pages or spine. Some books do not stay open, and forcing a book to display open will result in damage that may be impossible to repair.

All exhibits must adhere to established guidelines for mounting, according to the National Information Standards Organization’s Environmental Conditions for Exhibiting Library and Archival Materials (http://www.niso.org/standards/resources/Z39-79-2001.pdf).

Library staff is available to consult with exhibitors on display techniques.

Follow-up and Clean-up

Exhibitors are responsible for all items in the case during the exhibit, and for keeping the display neat and tidy. The Library is not responsible for maintenance of the exhibit.

Humidity, light, and temperature fluctuations may change the nature of paper products and adhesives. Check your display regularly to ensure that materials remain intact and tidy.

Exhibits must be removed on or before the proposed close date. The person or organization putting up the exhibit is responsible for ensuring the dismantling of the display. Contact the Library Director if you find you are unable to keep these dates.

Publicity

Information Services does not provide assistance with publicity.

Priority (Lobby Displays)

Priority for groups presenting displays in the Upjohn Library Commons main floor lobby display cases is as follows:

• Information Services-produced or solicited exhibits have priority over exhibits proposed by non-Information Services groups or individuals.
• Kalamazoo College groups or individuals have the next level of priority.
• Non-Kalamazoo College affiliated groups may use the display cases on the main floor at the discretion of library staff.

Exhibitors not associated with Information Services must work with a staff member in Information Services when presenting displays. Information Services staff will support the preparation of displays to ensure the proper handling of exhibited materials and a uniform, professional appearance of displays.

Display Space (Lobby)

There are four upright cases in the lobby on the first floor of the Upjohn Library Commons with the following dimensions:

• 57 inches high, 34 inches wide, and 12 inches deep

There are two adjustable glass shelves in each case with the following dimensions:

• 34 inches wide and 10 inches deep

Each case is lit from the top by a fluorescent tube bulb. The back of each case has a tackable surface.

Procedure for Requesting Lobby Display Space

Requests for using Library display space should be made at least six weeks in advance of the display period. Please submit requests to the Library Director at 269-337-5750, Upjohn Library Commons Room 124.

Updated February 11, 2009

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