University Libraries Exhibit Policy and Guidelines

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 views 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 maintains a Web site for Library Exhibits which provides information on current physical exhibits mounted within the Libraries, Libraries’ sponsored exhibits located o ff campus in the wider community, links to current Web-based exhibits, and an archive of selected online exhibits created by the Libraries.

Exhibit 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, special events, and achievements.

Guidelines

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

The University Libraries retains 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 topics 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. Such borrowed materials should be clearly credited within the exhibit to the loaning institution or individual(s).

Exhibits displayed in the Libraries but featuring materials from other University, community or organizational entities may be appropriate to highlight or document events, achievements, or programs. The Libraries especially encourage exhibition of materi als 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.

The Libraries receives many requests from University at Buffalo entities asking the Libraries to prepare and host specific exhibits to coincide with special events, donor recognition, etc. All requests for such exhibits should be made to Special Collecti ons or the Libraries Communication Office. The Libraries considers these requests in relation to Libraries’ staff and exhibit space availability, exhibit material needs, how well our collections support the specific topic or event, and the availability of funding support from the requesting entity.

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 Libraries Communication Office or the director of a specific unit. Exhibits developed and sponsored by external entities should generally be displayed for no longer than one month. Exhibits organized by the Libraries take precedence over the scheduling of exhibits developed by external entities.

Web Exhibits

Exhibits presented via the Web, either created to accompany physical exhibits or as stand-alone exhibits, are strongly encouraged. Web exhibits should be significantly based on graphic content and demonstrate effective visual design.

Web exhibits must be produced in a format consistent with the graphic design elements of the Libraries’ Web, including branding elements.

Timeliness issues must be kept in mind by those responsible for Web exhibits. Curators creating online exhibits to accompany physical exhibits should determine whether the online version shall remain on the Web following the conclusion of the physical ex hibit. Stand-alone Web exhibits may be designed to stay on the Web for either short, long, or indefinite periods, as long as the exhibits remain timely and content does not become dated.

Following their featured display period, some Web exhibits will be selected for placement in a Web site region designated “Online Exhibits.”

Coordination of Exhibits

While individual units have authority for exhibits hosted and presented within their unit, the Libraries’ Communication Office offers coordination and assistance support, including the following activities:

• Maintenance of calendar of exhibits for the Arts & Sciences Libraries.
• An online Proposal Form for proposing, planning, and scheduling exhibits.
• Support for development, design, layout, and production of exhibits. Libraries’ graphic designer is integrated in this process when appropriate or requested.
• Management of publicity, press releases, marketing of exhibits and associated events.
• Setting up of joint planning committees for major exhibits involving multiple units of the University Libraries.

Support is dependent on availability of staff and materials, and requires advance notice and planning.

Funding

The University Libraries provides a 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.

Exhibit Proposals

Individual librarians, teams, groups and committees are encouraged to plan, develop, and present exhibits for the University Libraries or any of its units.

Exhibit proposals should be submitted via the online Proposal Form. The electronic form is routed to the University Libraries Communication Office. This office will transmit p roposals for approval to appropriate unit directors, and to the Preservation exhibit liaison.

Exhibit planners should consult the online exhibit calendar, address needs with the Communication Office, and receive approval from the appropriate unit director(s) before initiating development of an exhibit and/or collateral programs. Following approva l of the exhibit proposal, the planners should organize a meeting with the Communication staff to discuss support and materials needs. Extensive exhibits involving multiple Libraries’ units require review of plans and resource needs, and approval by th e Directors’ Council.

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 design, layout, and Preservation needs.
• Program costs (e.g. space rental, refreshments, speaker fees, advertising).
• Web design and preparation.
• Publicity and marketing.

Professional Techniques and Preservation

Communication Office, in conjunction with Preservation, is available to support the preparation of exhibits in order to ensure the proper handling of exhibited materials and a uniform, professional appearance of exhibits. The Communication Office works with Preservation to amntiain a supply of materials needed for the professional display of exhibited materials, and for preparation of exhibit titles, labels, signage, and text. Support from the Communication Office and Preservation is dependent on availibility of staff and materials, and requires advance notice and planning.

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

The Libraries graphic designer may be consulted regarding exhibit design, publicity materials, etc., dependent on availability.

Staff in the Digital Library Center may also provide assistance with Web-based exhibits, dependent on availability.

Basic exhibit management:

• 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. The use of digital surrogates should be considered when appropriate.
• 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.
• Communication Office, in conjunction with Preservation, should be consulted regarding display methods and condition of materials.

Exhibit Preparation

Exhibit curators, coordinators, or committees, in coordination with other sponsors, propose exhibits, select exhibit materials, prepare copy for descriptive text, design and mount the exhibit, and assist in the development of publicity and marketing. Assistance with these activities may be requested from the Communication Office.

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

• Submit proposal at least six months prior to installation.
• Confirm dates, title, and content description with those responsible for exhibit calendars and publicity three months prior to installation.
• Consult with the Communication Office and Preservation regarding display methods, evaluation of condition of materials, and display material needs no less than two months prior to installation.
• Consult and plan visual and textual content for publicity and marketing two months prior to installation.
• Gather all exhibit materials and plan general exhibit layout scheme three weeks prior to installation.
• Begin mounting exhibit no less that two weeks prior to exhibit opening.
• Remove exhibit within one week following exhibit closing.

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 o r their designees.

Materials mounted on non-secure panels, on walls or other surfaces should be reproductions rather than original materials.

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 Buf falo from responsibility for loss or damage to non-library materials used in a given exhibit.

Publicity and Marketing

Publicity, press releases, announcements or features on the Libraries Web, and marketing activities related to exhibits are coordinated by the Libraries Communication Office. Publicity planning for major exhibits in Music and Special Collections, Health Sciences, and Law Libraries can be organized and conducted within the units if a unit wishes to accept the responsibility.

Those preparing exhibits and collateral programs provide information indicated below to the Libraries’ Communication Office in order 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.

• All exhibit curators, coordinators, or committees must submit an exhibit Proposal Form.
• Provide information on dates, title, brief content, link to Web version, for the Current Library Exhibits Web page. Submission of one graphical image is necessary.
• Information on exhibit and program dates, title, brief descriptive information, Web address, and contact person for the University at Buffalo “Events Calendar” [library.buffalo.edu/libraries/units/cts/forms/ubeventsform.html]. Units that wish to submit this information directly may do so.

Assistance may be available regarding the production of publicity materials, posters, flyers, Web sites, press releases, etc. from the Libraries’ Communication Office and the Libraries’ graphic designer.

Dismantling and Archival Retention of Exhibit Content

Exhibits must be dismantled promptly by exhibit curators or committees upon completion of the stated exhibit period.

The University Archives welcomes and encourages deposit of specific exhibit content, including text, digital surrogates, graphics, Web content, publicity and marketing materials, etc. (excluding materials from the Libraries’ collections).

Contact: Judith Adams-Volpe
Updated: April 2009

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