Exhibit and Event Guidelines

Gallery Exhibit Proposals
Proposals for exhibits in the Gallery in Room 100 are accepted throughout the year and reviewed periodically. The Exhibits and Outreach Librarian is charged with reviewing all proposals and scheduling all exhibits under the direction of the Associate University Librarian for Public Services. The Gallery calendar is generally planned at least one year in advance.

Individuals or groups interested in proposing an exhibit are encouraged to speak to the Exhibits and Outreach Librarian prior to submitting a proposal. Proposals are reviewed for their appropriateness to the mission of the University Library and the University community broadly. Proposals must be made in writing and emailed to the Exhibits and Outreach Librarian.

It is preferred that Exhibit Proposals include specific proposals for related events and programs to be held in the Gallery in Room 100.  Such events might include related films, lectures, or similar programs free and open to the public.

Proposals are reviewed for their appropriateness to the mission of the Gallery in Room 100 and such additional factors as educational content and timeliness in regards to other University of Michigan or community events. Please review the FAQ and other materials provided on this website.
 
It is encouraged to submit proposals at least one year in advance of the desired exhibition date, but do not hesitate to contact us to discuss proposals with a shorter lead-time.

Please use the Exhibit Proposal Form for the initial proposal.  Many more details will need to be addressed should we wish to proceed. 

1. All exhibits must be sponsored by an official organization of the University of Michigan.
2. Exhibitors must fill out the Exhibit Proposal Form.
3. Exhibit requests are reviewed and approved by the Exhibits and Outreach Librarian under the direction of the Associate Librarian for Public Services.
4. Exhibits should be requested well in advance of the desired exhibit date. If the exhibitor cannot meet the schedule agreed upon, the Exhibits and Outreach Librarian should be notified immediately.

Exhibition proposals will be kept on file in the office of the Exhibits and Outreach Librarian for a minimum of two years with action noted.

Budget for exhibits is limited. It is important for outside exhibitors to help secure necessary funding for exhibits.

Individuals will receive a formal confirmation letter upon acceptance of their proposals.
   
Any costs incurred are the responsibility of the exhibitor unless otherwise agreed in writing.

Once a proposal has been accepted, the Exhibits and Outreach Librarian will meet with the person responsible for the exhibit proposal to determine:

Specific dates
Installation and removal schedule
Specifics about the exhibit items
Installation design
Other matters as appropriate

Considerations
This statement provides only of few of the considerations made in planning and executing an exhibit.  Details are determined mutually on a case-by-case basis as appropriate to the circumstances.

Exhibits must not create a physical hazard or impede regular library use. 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.

Any assistance with movement of library soft-seating or exhibit display cases must be arranged through the Exhibits and Outreach Librarian at least 5 working days in advance of exhibit installation. Most seating can be moved without formal permission.  No tables or study-carrels should be moved or used to display exhibit artwork without express permission of the Library's Exhibit and Outreach Librarian. The Library has limited electrical connectivity in our exhibit spaces. Furniture must be returned to its original location at the conclusion of the exhibit. Sponsor must specify dates for movement and replacement of furniture. Any cost incurred is the responsibility of the sponsor.

Considerations for security and insurance are addressed on case-by-case basis dependent on the specific circumstances.

Gallery Event Proposals
Proposals for lectures, programs, films and other events in the Gallery in Room 100 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 time-frames.  We will accommodate events as the schedule allows provided they are consistent with the mission of the Gallery in Room 100.
Individuals/groups must submit a completed Event Proposal Form in writing describing the event.

It is preferred that Proposals be submitted at least four months in advance of the desired lecture date, but shorter lead times may be considered.

Individuals are encouraged to contact the Exhibits and Outreach Librarian prior to submitting a proposal for help in developing ideas.

Event proposals will be kept on file in the office of the Exhibits and Outreach Librarian for a minimum of two years with action noted.

Proposals are reviewed for their appropriateness to the University Library’s Gallery in Room 100 mission and such additional factors as educational content and timeliness in regards to other University of Michigan and community events.

Individuals will receive a formal confirmation upon acceptance of their proposal and outlines specifics.

Any costs incurred are the responsibility of the outside group unless otherwise agreed in writing.

If you need further information, contact Karen Jordan, Exhibits and Outreach Librarian, kjordan@umich.edu, 734-615-5783.

All events are sponsored by the University of Michigan Library and/or must have the sponsorship of a University of Michigan department/unit.