Exhibit Policies & Procedures

Objectives · Exhibits Committee · Exhibitor(s) · Recalling of Materials for and from Exhibit · Liaisons · Exhibit Cases · Signage · Supplies · Items on Loan from other Institutions or Individuals

Objectives

The Northwestern University Library exhibits promote the educational mission of the University Library, reflecting the intellectual quality of its collections and the Library's role as a center for learning. Specifically, exhibits serve to:

Encourage scholarly and educational use of the University Library.
Publicize Library collections and services.
Stimulate intellectual curiosity.

In furthering these objectives, the Library sponsors exhibits which draw upon Library resources to illustrate the depth and breadth of its collections; to promote ongoing research, scholarship and instruction; and to highlight materials which relate to current events and campus programs.

Please note: The library does not support specific religious or political affiliations. An exhibit that is meant to be persuasive rather than informative would be inappropriate. Exhibitors interested in promoting a partisan view should reconsider their application.

Exhibits Committee

The Northwestern University Library staff appoints an Exhibits Committee to coordinate exhibits in the main floor lobby exhibit cases. The committee consists of Library staff members with a broad representation of the departments in the Library.

Duties of the Exhibits Committee include:

Solicit and approve exhibit proposals.
Coordinate exhibit installations and dismantling (see "Liaisons" below).
Set the exhibit calendar. Exhibits in the main lobby exhibit cases are scheduled one to two years in advance and generally run for approximately two months.
Maintain the Library Exhibits website. The website provide information about current and future exhibits, links to other Library exhibit pages, and links to web pages created by exhibitors to go with their exhibits. The committee does not provide web hosting or editing.

Exhibitor(s)

Any group or person, regardless of whether they are employed by the Library or even Northwestern University, may propose to install an exhibit in the main lobby exhibit cases following the objectives of the Exhibits Policy. Design and execution of exhibits must be carefully planned in advance and exhibits must not impede the regular functions of the Library. Exhibitor(s) should:

Submit a written proposal regarding the content of the exhibition and suggested dates. Exhibits are normally scheduled over a year in advance, so please plan ahead. Proposals should be submitted to the Chair of the Exhibits Committee at least 18 months ahead of the period of time desired by the exhibitor(s).
Contact the designated Liaison of the Exhibits Committee well in advance of the exhibit installation date to discuss facilities, procedures and supplies.
Check out any Library materials for the exhibit using the "Exhibits Committee ID," which is kept at the Circulation Desk.
Identify Library items to be exhibited that may need conservation attention (e.g., spine repair). These should be sent to the Conservation unit at least one month before exhibit installation.
Prepare a poster with title and explanation of the exhibit, and labels for the cases identifying the items. The poster should include the sponsoring body and the inclusive dates of the exhibit. Labels should be mounted or printed on heavy card stock and be of a uniform size throughout the exhibit. The Liaison can offer suggestions as to where exhibitors can get assistance with creating posters and labels.
Identify any web pages about the exhibitor or about the exhibit that should be linked to from the NUL Exhibits website. Exhibitors are encouraged to create websites related to their exhibits.

Recalling of materials for and from exhibit

Exhibitors should make every effort not to recall items from patrons, except in dire circumstances. On the other hand, if a patron has had a title out for more than one circulation period, it is subject to recall.

Patrons requesting an item from an exhibit should be asked to try to secure the title through the Library's Interlibrary Loan Dept., or to wait until the exhibit is taken down (usually six weeks to two months in duration). In unusual circumstances, the Chair of the Exhibits Committee will consider pulling items from an exhibit case for brief consultation on a case-by-case basis.

Liaisons

The Committee assigns one of its members to serve as a Liaison for each exhibit. The Liaison is not responsible for actual exhibit preparation, installation or dismantling, or for preparing of labels, posters, handouts or web sites for an individual exhibit. The responsibilities of the Liaison are:

Contact the curators/exhibitor(s) to verify the title and dates of the exhibit. The Liaison advises on the dates of installation and dismantling of the exhibit. He/she should be in touch with curators/exhibitor(s) well in advance of the actual date of installation, especially in the case of visiting exhibitors. Do not underestimate the amount of lead time necessary.
Because curators/exhibitor(s) are encouraged to create web sites related to their exhibits, Liaisons should ask curators/exhibitor(s) to plan their web presence early and carefully. Contact: Jeff Garrett. Liaisons should give to the curators/exhibitor(s) the printed document “Guidelines for Exhibitors: Using Digital Technology.”
To advise the curators/exhibitor(s) to submit publicity in the form of an exhibit description and PR image to the Library Public Relations department at least one month in advance of the opening of the exhibit. Contact: Clare Roccaforte.
To advise the curators/exhibitor(s) on supplies and equipment available in the Library for exhibit preparation. Provides guidance on exhibit cases, keys, supplies, etc. Two sets of keys are located in the Administrative Office. Contact: Sheri Stein.
Advise the curators/exhibitor(s) to meet with the Library Conservation department at least one month before installation to review display items in order to identify items requiring special conservation attention or repair. Arrangements must be made to treat these items prior to their exhibition. Contact: Scott Devine.
Before the opening of the exhibition, arrange for a staff member from Library Conservation department to check that the display of books and artifacts follow correct conservation practices. Contact: Kitz Rickert.
Ensures that all cases are secure and locked following installation (keys are labeled on key rings). Occasionally monitor the exhibit during the exhibit run for maintenance and security.
Verifies the return of Library books and items, equipment or supplies after installation and dismantling.

Exhibit cases

Dimensions and floor plans of the exhibit cases are given to each exhibitor at the time of application. A supply and equipment list is also given to each exhibitor. The supply cabinet is located in the Circulation Department.
Hanging shelves and pyramids in the two large cases are removable and exhibitors should be guided in how to do this. When not in use, shelves are stored underneath the cases. Please note: the doors to the large cases are fragile and will break if pushed when they are fully open. Adding or removing exhibit pyramids requires two people to avoid injury and/or damage to the cases.
Keys to the cases are located in the Library Administration Office. These must be signed out to Library staff and signed back in when no longer needed. Cases must be locked when unattended, whether or not they are empty.
Cleaning of the cases: Shelves in the large cases collect dust quickly and should be cleaned before each exhibit.

Signage

Exhibitors are responsible for identifying labels and signs that accompany their exhibit. The Exhibits Committee has supplies for labels and signs. The Liaison can suggest persons in the Library who may be able to assist with label and poster making.

Supplies

Some supplies for exhibit preparation and installation, including display easels, are available from the Exhibits Committee. They are stored in a cabinet and a closet in the Circulation Dept. The Exhibits Liaison can be contacted for access to these supplies. Keys to the cabinet and closet are housed in the Administrative Office.

The Committee has some funds available for purchase of new supplies (e.g., cloth). Exhibitors should consult with their Liaison before purchases are made to see if the Committee can fund them. The Library has a discount agreement with certain supply stores in Evanston. Liaisons can arrange for purchases to be charged to the Committee account. Exhibitors should submit all receipts of small (pre-approved) purchases for reimbursement to the Library's Business and Finance Office.

Items on Loan from other Institutions or Individuals

The lender must complete a "Loan Information Form" and submit it to the committee Liaison six weeks prior to the installation date.
On the Loan Information Form, the lender must declare an estimated value for each item. The lender can opt to maintain personal insurance or to have the item insured by the university. The lender (referred to as "loss payee" by of the office of Risk Management) has the option to request verification of university coverage. If the lender requires verification, the committee Liaison will contact the library's head of Business & Finance (who will then contact Risk Management) and arrange to have written verification sent to the lender.
Using information provided on the Loan Information Form(s), the committee Liaison will then create an inventory of all exhibited items, including the declared insurance values of each item. A copy of this form is to be forwarded to the library's head of Business & Finance. In the unlikely event that the total value amount of all exhibited items exceeds $200,000, then Business & Finance will contact Risk Management for advice on additional insurance coverage. Risk Management will need to be informed of any special insurance needs at least 4 weeks in advance of the exhibit's installation date.
The university insures items in library exhibits under its regular non-scheduled property insurance policy: http://www.northwestern.edu/risk/policy.htm This includes items that have been lent to the library for exhibit purposes. In the event of loss or damage, the university, through the office of Risk Management, will be responsible for the first $25,000 in loss. For losses over $25,000, the library is responsible for 10% of the deductible specified in the insurance policy, and the university, through Risk Management, is responsible for the remaining 90%. The minimum amount for which the library would be responsible is $500 and the maximum amount is $5000. The library does not need to purchase extra insurance to pay for our portion of the deductible, but will instead accept the risk.
If the library suffers a loss of one or more exhibited items (either through theft or damage) then the committee Liaison will contact the head of Business & Finance office who will then contact Risk Management. Risk Management will assess the situation and advise the library on the proper procedures for filing a claim.
Items in-transit from the library (en route to the lender or another venue) are covered under the university's general property insurance policy. However, Risk Management strongly encourages the purchase of in-transit insurance from the shipper. The added insurance can be purchased at a nominal cost to the library, and will become the primary insurance coverage for items being shipped.
If the committee has questions or concerns about the security of exhibited items, a staff member of Risk Management can be asked to inspect the exhibit and give advice on any further actions that may be needed to properly insure the exhibited items.

Exhibits Committee
Northwestern University Library
1970 Campus Drive
Evanston, IL 60208-2300

exhibits@northwestern.edu

Last updated: February 20, 2008