Policies Exhibits in the UO Libraries

Exhibits Policy

Exhibits reflect the scholarly, historical, social and cultural concerns of the University of Oregon. Their purpose is to promote interest in and use of the collections and services of the UO Libraries and to recognize and celebrate the University's contribution to the larger community.

Collections or items owned by the UO Libraries will be featured in each exhibit, although materials may be borrowed from other collections to complement and broaden an exhibit. We encourage collaboration with other departments on campus and with community organizations, however the Library retains responsibility for all exhibits.

Exhibits may not be used to promote personal, commercial or political positions, though topics subject to controversy may and should be presented, provided that they are handled in an objective manner.

I. EXHIBIT GOALS

  • Highlight the strengths and diversity of the libraries' collections.
  • Promote library programs and campus events.
  • Acknowledge gifts and to encourage giving.
  • Celebrate library and university milestones and accomplishments.

II. EXHIBIT GUIDELINES

The library exhibit program is one of the most effective ways to engage the interest of the campus and community and to publicize services, programs, and collections. Exhibits should be of the highest quality in terms of content and presentation. Most exhibits will remain up for three months.

A. PROPOSALS

University of Oregon faculty, staff and the staff of UO affiliates are eligible as exhibitors. UO affiliates include campus, regional, national or international organizations and associations such as the Peace Corps, the Women's Law Forum, or the Ecological Design Center. Individuals not affiliated with the University of Oregon are not eligible to create exhibits within the University of Oregon Libraries but may be included as a member of an exhibit team. Students are not eligible as exhibitors, but may be included as members of an exhibit team.

The Exhibits Team periodically puts out calls for proposals and considers them in a competitive process. Proposals should be made in writing to the Exhibits Team normally at least six months in advance in order to allow enough lead time for planning and exhibit preparation. (see Exhibits Proposal Form).

B. PRESERVATION GUIDELINES

In order to prevent damage and minimize wear to materials, exhibited items should be in good condition. If you plan to exhibit fragile, rare, unique, or otherwise vulnerable materials, contact Special Collections & University Archives prior to exhibiting them. Rare materials should be handled as little as possible in the preparation and dismantling of exhibits. Appropriate physical supports should be used.

C. SECURITY

Materials are protected from vandalism and accidental harm. Display cases have secure locks and are located so they can be monitored by library staff. Use of keys for the display cases is regulated by the Exhibits Team.

Loaned objects and materials are afforded the same security protection as that of all library materials, but it is recommended that the exhibit originator make arrangements to secure insurance coverage for rare or extremely valuable items. Additional security cannot be provided by the Libraries. If a specific valuation is placed on exhibited items, that dollar amount should be reported to the Exhibit Team. Owners of loaned material may be asked to sign an agreement releasing the University of Oregon from responsibility for loss or damage to non-library materials used in a given exhibit.

D. WEB EXHIBITS

Exhibitors are encouraged to create a web presence to complement the exhibit. The form of the web site may range from a single page that describes the physical exhibit to a full virtual exhibit. Browse previous exhibit sites at the Library Exhibits Archive.

IV. EXHIBITOR RESPONSIBILITY

The exhibitor's responsibilities and duties include:

  • Selecting and preparing materials according to the guidelines. (See Exhibit Preparation.)
  • Providing accurate descriptive narrative text and/or citations.
  • In collaboration with the Exhibit Team, installing and dismantling the exhibit within an agreed-upon time period.
  • Notifying the Exhibits Team of any proposed changes.
  • Ensuring that the appropriate publicity is done for each exhibit.