Exhibits, and their associated events, are a valuable part of the University Library's outreach efforts and public programming. They should inform, educate, entertain, highlight accomplishments, provide opportunities for the public to view art and artifacts, and/or promote the Library's resources and services. We encourage the creative and scholarly pursuit of exhibit curation through hosting and supporting faculty and student exhibitions. Below is a comprehensive list of the detailed criteria employed by the Exhibits Committee in the approval process.
Criteria for Selection
- Exhibits should demonstrate educational and informational importance, relevance to Library collections or university curriculum, and broadness of appeal.
- Exhibits must be appropriate for the intended Library location and feasible for installation.
- Artifacts from the University Library Archives and Special Collections, student work, or with unique materials or artifacts, and/or a relationship to other events in the community, are preferred.
- Exhibits must satisfy public safety considerations.
- There is to be no charge for viewing the exhibit, i.e., no fees, contributions, or money may be collected in the Library.
- Final approval for acceptance is at the sole discretion of the University Library.
Requirements & Installation
- Exhibit installation outline/map including all items to be displayed must be approved in consultation with the Library Exhibits Committee 30 days in advance. This must include:
- Include Installation plan documenting the general location of items and detailing how these items will be mounted/displayed.
- An item list with description of all physical items entered in template provided.
- Digital files of all images reproduced for the exhibit; see specifications below.
- Exhibitors will prepare all labeling and signage for the exhibit, which will include information identifying the sponsoring individual or group. A draft of the labels and signage will be reviewed during the consultation.
- If exhibitors are interested in providing images or graphics for promotional use it must be submitted during consultation.
- All exhibit materials (installation outline/map, item list, labeling/signage, promotional graphics) must be submitted to [email protected]
- Exhibits must be installed during the Library's regular hours of operation, at a time pre-arranged with the Library Exhibits Committee.
- Exhibitors will prepare all labeling and signage for the exhibit, which will include information identifying the sponsoring individual or group. Exhibitors must obtain approval on all labeling and signage 10 business days before installation.
- Exhibitors are responsible for the maintenance of the exhibit, including but not limited to cleaning, repairs, and adjustments, throughout its duration.
- Exhibitors must make arrangements to remove items at the close of the exhibit. The Library reserves the right to take down the exhibit if the party responsible does not remove the items in a timely manner. The Library assumes no responsibility for items that are left behind after the exhibition has closed.
- Exhibitors assume all responsibility for loss or damage to items. The Library does not provide insurance for exhibits and cannot be held responsible for the safety of exhibited items. Insurance coverage, if needed, is the responsibility of the exhibitor(s).
- It is the sole responsibility of exhibitors to assure that they have acquired the necessary permissions and licenses for any use of copyrighted materials.
- Exhibitors will not permanently alter the exhibit space and must return the exhibit area to its original condition at closing.
- Student exhibitors must have a faculty or staff member actively overseeing the project.
Digital Exhibits
- The Cal State LA University Library uses Omeka as the platform for digital exhibits to highlight Cal State LA special collections and archival material. Omeka is a user-friendly publishing platform for sharing digital collections and creating media-rich digital exhibits.
- The Cal State LA Community is welcome to propose digital exhibits under the supervision of the Library Exhibits Committee.
- Typically, exhibitions hosted by the University Library are comprised of materials housed in Cal State La Special Collections and Archives. Curators must either own the copyright to all materials not housed in the Cal State LA Archives & Special Collections, show written permission for display from the copyright holder, or materials must be in the public domain.
- All file submissions will be archived/donated to Cal State LA Special Collections & Archives, unless the material is from other institutions with the proper permissions or loan paperwork.
- Review is an important part of any scholarly endeavor, and library faculty and staff participate in this activity through constructive feedback and ensuring that standards and protocols are met for digital exhibits.
- Curator Responsibilities:
- Curators assume full responsibility for creation of the exhibit including selecting and developing the content, submitting scan requests to the Archives and Special Collections, reviewing, and providing copyright permissions, proofreading, and copyediting.
- Members of the Library Exhibit Committee will only take on these responsibilities when co-curating exhibits.
- University Library Exhibits Committee Responsibilities:
- Uploading content to Omeka
- Inputting descriptive metadata provided by curators
- Reviewing the exhibit prior to publication to ensure it meets technical and ethical standards.
- Workflow:
- Propose your exhibit along the steps below following all guidelines presented in this document.
- The Library Exhibits Committee will give initial approval, request changes, or deny the proposal.
- Once approved, provide a list of exhibit materials using the template provided. Download a copy of the template to prepare for submission. The template must include identifying information (metadata), copyright review, scanning/file information
- Library Staff will review and approve the proposed list.
- Library staff will upload the content and work with curators to arrange and design and the exhibit.
- Library staff will conduct a final review and publish the digital exhibit.
Quality of Images/Artwork
- Must be professionally matted and framed
- Ready to hang
- High quality images only
- 600 DPI for physical exhibits
- 300 - 600 DPI for digital exhibits
- Digital images in online exhibits must include alt-text
- Videos
- Digital images in online exhibits must include alt-text
- Closed captioning is required for all videos
- Exhibitor Responsibility
- Exhibitors are responsible for the maintenance of the exhibit, including but not limited to cleaning, repairs, and adjustments, throughout its duration.
- Exhibitors must make arrangements to remove items at the close of the exhibit. The Library reserves the right to take down the exhibit if the party responsible does not remove the items in a timely manner. The Library assumes no responsibility for items that are left behind after the exhibition has closed.
- Exhibitors assume all responsibility for loss or damage to items. The Library does not provide insurance for exhibits and cannot be held responsible for the safety of exhibited items. Insurance coverage, if needed, is the responsibility of the exhibitor(s).
- It is the sole responsibility of exhibitors to assure that they have acquired the necessary permissions and licenses for any use of copyrighted materials. Exhibitors must give proof of permission to exhibit materials not residing in Archives & Special Collections 10 days before installation. Proof may come in the form of loan paperwork, emails from copyright holders etc. Submit proof to [email protected]
- Exhibitors will not permanently alter the exhibit space and must return the exhibit area to its original condition at closing.
- Exhibitors are responsible for publicity beyond that provided by the Library.
- Student exhibitors must have a faculty or staff member actively overseeing the project.
Proposal Process
- Exhibitor reads the University Library Exhibit Guidelines.
- Exhibitor submits their proposal via the online Exhibit Proposal Form.
- The University Library Exhibits Committee approves or rejects the proposal in a timely manner, based on the Exhibit Criteria for selection and space availability. Exhibitor is contacted with a decision.
- If approved, University Library Exhibits Commitee forwards the Exhibit Proposal Form to Library Administration.
- Once approved the exhibitor will be contacted by the University Library Exhibits Committee to plan a consultation to review exhibit installation outline/map, labels, and quality of images/artwork.
Spaces
The following areas are currently approved exhibition areas in the University Library; exhibit proposals for other spaces will generally be rejected.
- Library North First Floor – Cafe
- Library North First Floor – Southwest Corner
- Library North Staircase – Open Spring 2023
- Library North Second Floor - Open Fall 2023
- Library South Second Floor - Special Collections Exterior Lobby
Funding
Exhibitors are solely responsible for funding all costs associated with the exhibit, including but not limited to shipping, installation, dismantling, insurance, and related activities. Other arrangements require special approval.
Publicity
The Library may provide publicity in the form of social media posts on institutional accounts, campus-wide emails, and space for signage in the Library facilities.
Professional photography and/or videography of the exhibit and related events on Library premises should be independently secured by and at the expense of the exhibitors, and high-resolution copies of any footage must be shared with the Library for archival and promotional use. Other arrangements must be discussed with the Committee prior to finalizing the proposal.
Installation and Security
Exhibits are often located in high traffic areas whose visibility reduces the likelihood of damage or theft of materials; however, the Library takes no responsibility for the security of exhibits at any time, including during transport, installation, or dismantling. Any theft, loss, or damage must be reported to the University Police.
Duration
Exhibits must have specific start and end dates, although the end date may be extended if the schedule allows. As a rule of thumb, exhibits should be on display for one semester, although shorter exhibit times are permissible with prior approval. The University Library maintains the right to cancel an exhibit at any time.
Support Materials
Exhibitors are responsible for preparing the content of publications associated with their exhibit. Bibliographies, brochures, and other promotional and/or instructional materials to accompany an exhibit are strongly recommended but not mandatory. Sound, video, or computer displays accompanying exhibits will be installed and removed by exhibitors in consultation with the Committee. The Library maintains a limited supply of exhibit materials, such as tape, matboard, and book stands, for mounting exhibits and displays. Additional materials must be provided by the exhibitor.
Related Activities
Spaces in the Library may, on occasion, be available for receptions and other activities (workshops, talks, demonstrations) linked to exhibits. These should be listed in the Proposal Form at the time of application. The University Library Exhibits Committee will consult the room use policy and check the schedule to see whether a reception or other activity may be held.
For more information contact [email protected]