Planning and Proposing Exhibits and Events

Before contacting the Library about a proposed exhibit or event, please also review the Gallery Mission and FAQ. Please contact galleryreservations@umich.edu with inquiries, to discuss ideas, to propose an exhibit or event, or to schedule an event in the Gallery.

Exhibits are often scheduled 12 months or more in advance. Events should be scheduled at least 8 weeks in advance, and preferably 4 months in advance. Decisions are based on relatedness to the Library’s mission, the University's academic goals, and calendar availability. 

Note that the Gallery is typically scheduled as much as 18 months in advance, though shorter timeframes are not unusual. We will do our best to accommodate inquiries that are consistent with our mission. Feel free to contact the Exhibits and Outreach Librarian in the early stages of your planning and with any questions you may have.

Events should take place during regular Library hours. Events that take place when the Library is closed will be the exception, and require additional planning for security associated with the closing of the building. You must have staff present to assist with clean up and ensure the exit of all your visitors.

Exhibits are typically available for viewing during regular Library hours.

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Public versus Private Events

Events scheduled in the Gallery should be free and open to the public. Activities in the Gallery may be published/advertised as part of the MLibrary's overall calendar of events.

On the rare occasion when special arrangements are made ahead of time for an event to be “invitation only,” the general public still has access to Room 100 in order to enter the Audubon Room.

All events – whether sponsored by the MLibrary or others in the University community – will be attended by at least one member of the MLibrary staff who will welcome visitors on behalf of the MLibrary.  Typically this will be the Exhibits and Outreach Librarian or her designee. If there is a printed program or similar invitation, the MLibrary requests that it be included as a co-sponsor.

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Event Proposals and Planning

Proposals for lectures, programs, films and other events in the Gallery are reviewed throughout the year. The Exhibits and Outreach Librarian is charged with reviewing proposals under the direction of the Associate University Librarian for Public Services.

The event schedule is typically planned at least four months in advance, but please contact us with shorter timeframes.  We will accommodate events as the schedule allows, provided they are consistent with the mission of the Gallery. Individuals are encouraged to contact the Exhibits and Outreach Librarian for help in developing ideas.

When you propose an event, keep in mind:

• Proposals are reviewed for their appropriateness to the University Library’s Gallery mission and such additional factors as educational content and timeliness in regards to other University of Michigan and community events.
• Any costs incurred are the responsibility of the outside group unless otherwise agreed in writing.
• It is preferred that events are sponsored by the University of Michigan Library and/or have the sponsorship of a University of Michigan department/unit.
• Event details are determined mutually on a case-by-case basis as appropriate to the circumstances: specific date and time, furniture setup, av equipment, and other matters as appropriate.

Are you ready to talk? Contact galleryreservations@umich.edu.

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Exhibit Proposals and Planning

Exhibits typically highlight MLibrary collections and activities. Discussions to develop collaborative exhibits and/or programs are welcomed, again, provided some level of relatedness to the MLibrary’s activities and/or collections; this is a broad scope. The MLibrary is responsible for the presentation of materials and content and will coordinate exhibits and programs for editorial and curatorial control.

The Gallery exhibit calendar is generally planned at least one year in advance, but you may present exhibit ideas to the Exhibits and Outreach Librarian throughout the year. The Exhibits and Outreach Librarian is charged with reviewing all exhibit ideas and plans and scheduling all exhibits under the direction of the Associate University Librarian for Public Services.

When you propose an exhibit, keep in mind:

• Proposals are reviewed for their appropriateness to the mission of the Gallery and such additional factors as educational content and timeliness in regards to other University of Michigan or community events.
• It is preferred that Exhibit proposals include specific proposals for related events and programs to be held in the Gallery.  Such events might include related films, lectures, or similar programs free and open to the public.
• Budget for exhibits is limited; it is important for outside exhibitors to help secure necessary funding. Any costs incurred are the responsibility of the exhibitor/sponsor unless otherwise agreed in writing.
• Exhibits must not create a physical hazard or impede regular library use.
• We recommend that you review the Smithsonian Guidelines for Accessible Exhibition Design.
• The Library has limited electrical connectivity in exhibit spaces.
• Rearrangement of library furniture or exhibit display cases must be planned through the Exhibits and Outreach Librarian at least 5 working days in advance of exhibit installation. The sponsor must specify dates for movement and/or replacement of furniture.
• Exhibit details are determined mutually on a case-by-case basis as appropriate to the circumstances: specific dates, specifics about the exhibit items, installation design, installation and removal schedule, and other matters as appropriate.
• Considerations for security and insurance are addressed on a case-by-case basis dependent on the specific circumstances.

The Library does not have adequate space to store packing boxes or artwork that has been left behind. Exhibitors and sponsors will be notified if any artwork has been left behind. If artwork is not picked up within 1 week or special arrangements made, materials will be moved to the loading dock for disposal.

 

Are you ready to move forward? Contact galleryreservations@umich.edu.

 

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Booking Your Exhibit or Event

Contact galleryreservations@umich.edu.

When you are ready to schedule an exhibit or event, be prepared to provide this information:

• Name and contact information of the planner (the primary contact for this exhibit or event)
• Proposed date and time for the exhibit/event
• A brief description of the exhibit/event
• Expected audience/expected attendance
• Whether the exhibit/event is free and open to the public or by invitation
• How costs will be paid/who is responsible for expenses
• Sponsors, what each sponsor is providing, and contact information
• Any special needs of speakers and/or the anticipated audience
• How the exhibit/event will be publicized and who will develop the publicity materials
• Room setup requirements [e.g. podium, audience seating, audiovisual equipment, tables, catering, signs, room access, clean-up, etc.]

For exhibits, please provide this additional information:

• Please note any related or supporting events and programs that supplement the exhibit
• Who will develop the exhibit
• The type of display capability that is needed for this exhibit (e.g., will it be hung on walls, displayed in cases, other?)
• The person/people who will install the exhibit
• How long the installation is likely to take
• The person/people who will take the exhibit down
• Any special security needs
• Whether the exhibit has been shown before, and if so, the dates and places of prior exhibitions and exhibition catalogues, if available