Library Policy and Procedures for Displays, Exhibits, Art, and Events

Want to partner with the Library on an exhibit, event, or display?

Propose an Exhibit or Display in the Library

Policy

The primary goal of the exhibit/event program is to complement the mission of the Library, which states that, among several purposes, it exists to “…provide members of the College community a place for interaction, consultation, study and reflection.” The exhibit program also complements the mission of the Saint Mary’s College Museum of Art, which is “…to serve as an educational resource that enhances the appreciation, enjoyment and understanding of the visual arts in the Saint Mary’s College community and surrounding area.”

Exhibits, art, and events will support academic and co-curricular programming and enhance the College’s learning environment.

Guidelines and Procedures

Suggestions for exhibits and/or events and requests for space should be made as far in advance as possible. To reserve exhibit/event space, it is necessary to complete a “Proposal for Library Exhibits/Events” form. Exhibits and events must be approved in advance by the Dean of Academic Resources, based on the general guidelines described below.

Exhibit Space Reservation Policy

  • Exhibit/event should relate to curricular or co-curricular activities at Saint Mary’s College.
  • Exhibits in cooperation with local community organizations and events may also be considered.
  • Exhibit spaces are reserved on a first-come, first-served basis with priority given to librarysponsored or mission-relevant events.
  • Exhibits are reserved on a month-to-month basis and generally up to a single month.

Exhibit Content

  • Materials should be of visual interest and neat appearance
  • Exhibitor is responsible for the installation of the exhibit and will provide supplies and materials. The Library can provide a limited supply of exhibit aides such as push pins, construction paper and book stands to mount the exhibit.
  • Event Sponsor is responsible for arranging all set-ups for events, e.g., chair and table set-up, podium and sound system if needed, food set-up and post-event clean-up.
  • All Library collections included in the exhibit must first have their status changed to 1st Floor Display.
  • Exhibitor provides one or more explanatory text panels, typeset or laser-printed in at least 18- point type, and a title panel in at least 72-point type, both mounted on mat board or foam board, if possible. High quality calligraphy is also an option for titles.
  • Students and student groups must have a faculty or staff advisor for any exhibit. Students and student groups who wish to exhibit material that is not directly related to academic programing or the College’s learning environment should be directed to Student Involvement and Leadership for alternative display options.

Exhibit Installation/Removal, Security and Marketing

  • Installation and removal need to take place during times agreed upon with Library staff.
  • Locks are available for most cases. The Library’s circulation staff will assist with access to the exhibit cases and will provide locks to secure the collection.
  • All content of the exhibit/event, marketing and promotion are the responsibility of the exhibitor/event sponsor and not Library staff, although collaborations, if agreed to in advance, are welcome.
  • All exhibit materials and items used to mount the exhibit should be removed during deinstallation and cases restored to their pre-existing condition.

Exhibit/Event Space Descriptions and Dimension

See slideshow for photos and dimensions of display spaces

Conference Room: Availability must be checked, and booking scheduled, with Julie Curtiss (925-631- 4566). Food may be catered or purchased by event sponsor. All food and drink must remain in the Conference Room and be removed at event’s end by the event sponsor. Maximum capacity is 35.

Please contact the Exhibits Coordinator, Shannon Meaney-Ryer, at 925-631-4267 or [email protected], with any questions.