Exhibits Policy and Guidelines
To demonstrate the value of Lehman library as a learning and cultural center and showcase its contributions to the local and regional community.
Library Exhibits Program should
- Support University events, programs, activities, conferences, and accomplishments
- Increase collaboration and strengthen partnerships among the library, University, and the wider community
- Enhance the teaching, research, learning, and service mission of the library and University
- Promote the diverse climate, programs, and scholarly value of the library and University
- Cultivate intellectual, aesthetic, and creative growth
Criteria for Exhibits
- All potential exhibit planners must submit the Exhibit Application Form to the Library Public Relations Committee. Requests not made in advance will not be accommodated.
- Exhibits are theme-based displays of materials including, but not limited to, books, posters, artifacts, documents, artwork, or other objects. All accompanying text should be word processed and printed on a high quality printer, if not professionally designed and/or typeset.
- Exhibits should be sensitive regarding theme and issues of potential controversy
- Exhibits should be consistent with freedom of information and cultural diversity
- Exhibits should be well thought out, adequately prepared, and aesthetically pleasing
- Proposals should describe the theme, content and materials, time and duration of proposed display, as well as desired exhibit space, if there is a preference
- All exhibits are not-for-profit. Exhibits promoting personal, commercial, political, or parochial organizational positions will not be accepted.
Cancellation of Exhibit
- If the Library needs to cancel an exhibit, the Library Public Relations Committee will give the Exhibitor a 2-week cancellation notice.
- The Exhibitor must give a cancellation notice 48 hours before the scheduled set-up date.
Refusal of Exhibit Request
- The Library Public Relations Committee reserves the right to refuse exhibit proposals not meeting stated criteria.
- Use of the library for receptions held in conjunction with an exhibit requires permission from the Public Relations Committee.
- In the event of a reception, the exhibitor, not the library, is responsible for set up, clean up, and payment for the reception, unless otherwise agreed upon.
- All exhibits and/or displays will be photographed and archived on the library home page.
- Publicity for the displays will generally consist of an e-mail notice sent to the campus community and/or the library's newsletter.
- Any further publicity will be at the discretion of the exhibitor.
Art Exhibits and Pricing
- All art works must have contact information, and other details attached.
- If works are for sale, pricing must be on an accompanying list.
- Library staff members are not permitted to mediate any purchases or transactions.
Duration of Exhibit
- The duration of an exhibit will typically be two weeks to one month.
- All exhibits will have a specific start and end date.
- End dates can be extended with approval if the schedule allows.
- Exhibits running longer than three months will be strongly discouraged because exhibit conditions could put a strain on the materials.
- Shippensburg University reserves the right to reschedule an exhibit if it conflicts with the library's need for exhibit space.
- The Library Public Relations Committee reserves the right to assign exhibit areas.
- Exhibit space will be booked no more than six months in advance.
- Campus departments, offices, and organizations may schedule one exhibit per year as space allows unless additional exhibits have been approved by the SU Library Public Relations Committee.
- An exhibit may be canceled at any stage if the exhibitors have not met the agreed upon conditions and deadlines.
Installation and Removal of Exhibit
- The exhibitor is responsible for the installation and dismantling of items as scheduled.
- Library staff may assist in the installation of exhibits upon request.
- Each display must be accompanied with an Exhibit Liability/Release Form and an Exhibit Inventory Form which lists the items included in the exhibit.
- The cases are locked and within sight, but the library does not take responsibility for the security or welfare of materials in the exhibit cases.
- Handouts and supplementary materials may be included with exhibits.
- Special Collection staff specifically trained in preservation may be available to assist in the proper handling of unique and fragile materials if arrangements are made in advance of the installation date.