DISPLAYS AND EXHIBITS
The following policy has been developed to ensure that displays
in the Upjohn Library Commons reflect the Information Services’
overall commitment to quality. For the purpose of this document,
displays are defined as thematic exhibits of materials, including
but not limited to books, posters, documents, art work, artifacts,
and other objects, that should be accompanied by written commentary
Objective of Exhibits
The purpose of the Upjohn Library Commons display facilities
is to increase public awareness of Information Services resources
and to promote the educational and cultural mission of Kalamazoo College.
As an educational and cultural institution, the Upjohn Library
Commons welcomes exhibits and displays of interest, information
and enlightenment to the Kalamazoo College community. Information
Services retains oversight for all exhibits. When appropriate,
Information Services exhibitors will collaborate with other
departments on campus or with community organizations to develop
and present exhibits and collaborative programs.
There are three exhibit areas in the Upjohn Library Commons
building, however, the lobby display case is the only space available
for non-Information Services exhibits.
Information Services will maintain the displays areas and
will set up the majority of exhibits, but other Kalamazoo
College groups are welcome to propose and devise appropriate
displays in this area. Non-Kalamazoo College individuals
or groups may present displays at the discretion of Library
staff. Groups or individuals interested in presenting exhibits
should contact the Library Director.
The display cases in Archives are maintained by the Archives
staff. Only Archives staff may present exhibits in the
Archives display cases.
Rare Book Room Exhibits
The display cases in the Rare Book Room are maintained
by the Technical Services Librarian. Only the Technical
Services Librarian may present exhibits in the Rare Book
Room display cases.
Exhibitors will pay any special costs incurred in mounting
a display, including costs for display materials, and repairs
or replacement costs due to any damage to the Upjohn Library
Commons building or college property caused by the installation
or removal of an exhibit.
Exhibits in the Upjohn Library Commons facilities shall further
one or more of these purposes:
- to call attention to a theme related to Information Services
issues, collections, or programs
- to bring together library materials related to a theme
of current interest
- to highlight current issues, events, or other subjects
of campus interest
- to display high quality original art, crafts, photographs,
or writings created by Kalamazoo College artists or contained
in traveling exhibits
- to highlight past scholarship and encourage future scholarship
- to highlight alternative and unique topics for investigation
- to honor donor gifts and encourage philanthropic giving
to the Upjohn Library Commons and Kalamazoo College
- to enhance the visual atmosphere of Upjohn Library Commons
Exhibits should be appropriate to an academic setting, support
the curriculum and/or instructional missions of Kalamazoo
College, and/or reflect Kalamazoo College collections and services.
All exhibits must meet existing State and Federal laws on
obscenity, libel, defamation of character or invasion of privacy.
Exhibits may not include any organic materials, such as food
or liquids, that may degrade over time and damage other items
or the display case.
Information Services is not responsible for ensuring that
all points of view are represented in any single exhibit.
Granting of permission to display materials does not imply
Information Services’ endorsement of content, nor does
Information Services accept responsibility for the accuracy
of statements made in exhibits or displays. Information Services
retains the right of refusal and is not obligated to accept
every exhibit offered for display.
Displays shall not be used to promote personal, commercial,
or political positions; however, controversial subjects may
be presented, provided that an exhibit reflects an equitable
balance of viewpoints and does not violate State and Federal
obscenity, libel, and privacy laws.
The Information Services staff reserves the right to reject
any exhibit or item for any reason at any time.
All Library display cases are kept locked. The doors to the
cases are glass, however, and this places items in the cases
at some risk of damage or theft.
Kalamazoo College and Information Services do not provide
insurance to cover the loss of or damage to displayed items.
The person or group responsible for the exhibit assumes all
risk of damage and loss. Information Services assumes no responsibility
for the preservation, protection, or possible damage or theft
of any item displayed or exhibited. All items placed in the
Upjohn Library Commons display cases are done so at the owner’s risk.
Keys to the main lobby display case are kept by the Library Director.
General Guidelines for Displays
Displays must be appropriate to a college setting and informative
to the patrons of Upjohn Library Commons.
Displays should reflect professional quality, coordinated
mounting materials, appropriate preservation and archival
exhibit supplies, attention to design aesthetics and public
engagement, and use a minimum amount of uniformly printed
titles and textual information.
While Library staff is available to consult with exhibitors
on the mounting and dismantling of exhibits, the individual
or organization that reserved the display space is responsible
for timely installation and removal. Information Services
staff will support the preparation of exhibits to ensure the
proper handling of materials displayed and a uniform, professional
appearance of exhibits.
Exhibitors must schedule an appointment to meet with the
Library Director prior to the installation of an exhibit to
inspect the case(s) to be used. Once the display is installed,
the exhibitor must seek final approval from the Library Director
before leaving the building. Exhibitors must also schedule
a time to meet with the Library Director upon dismantling
the exhibit to inspect for damage the case(s) used in the display.
The preparation of a quality exhibit requires a significant
investment of thought, effort and time. Begin planning and
developing approved exhibit well before the installation date.
Prepare an exhibit and its descriptive labels well in advance
of the opening so that the display may be installed as quickly
and completely as possible, avoiding empty cases or an incomplete
exhibit for any length of time. If you must leave the exhibit
unfinished for any length of time over 24 hours, please post
a visible sign in the case indicating "Exhibit in Progress."
Using Library Materials in Displays
Any library books used in an exhibit must be checked out
before placement in the display cases. The Library reserves
the right to remove library materials if the need arises.
Library materials used in displays must be displayed in a
manner consistent with vetted preservation standards. Never
use rubber bands, staples, paper clips, post-it notes, or
any kind of sticky adhesive or metal fasteners on library
materials. Library staff is happy to provide advice or guidance
in this area. Any library materials displayed in a potentially
damaging manner will be redisplayed or removed from the exhibit.
The sponsoring organization assumes any costs incurred in
mounting the exhibit (e.g. supplies, signage, publicity).
While the Library does not provide exhibit supplies for guest
exhibits, the Archivist and Center for New Media Design is
available for consultation on mounting exhibits.
Suggested supplies include:
- Foam Core
- Poster Board
- Card stock or other heavy paper for captions
- Fabric for lining cases/covering shelves
- Pins or small tacks may be used on tackable back surfaces only
- Glass Cleaner
- Display Stands (the Library has some display stands available
for use in exhibits on a first-come basis)
These materials may not be used on display case surfaces:
- staples or nails
- double stick tape or double stick foam
- paints, inks, or other pigment marking materials
- poster putty or adhesive putty
Exhibitors should provide a sign announcing the title or
theme of the display. The sign must not be affixed to glass
surfaces of the case.
Exhibits presented by non-Information Services staff must
include a sign or label clearly visible within the display
area that indicates the name of the individual or organization
responsible for the exhibit.
The context and text, including font size of labels, of a
display should be clear and easy to read. Choose clean, easy
to read fonts, like Arial or Tahoma, and use font size 16 pt. or larger.
If the exhibit is left unfinished for any length of time
over 24 hours, please include an "Exhibit in Progress"
sign visible in the case.
Exhibits must be mounted in display cases, units or other
areas specifically designed for exhibitions. Display materials
must not be affixed to library walls or other surfaces that
can be damaged or defaced by adhesives, fasteners, etc. Please
do not affix materials to the display case glass.
Materials in the display cases may fade or discolor because
of exposure to light. If this is a concern, consider using
color photocopies rather than original documents. Use foam
core to create rigid backings for documents displayed upright.
Display books flat or on cradles or stands to prevent damage
to the pages or spine. Some books do not stay open, and forcing
a book to display open will result in damage that may be impossible
All exhibits must adhere to established guidelines for mounting,
according to the National Information Standards Organization’s
Environmental Conditions for Exhibiting Library and Archival
Library staff is available to consult with exhibitors on
Follow-up and Clean-up
Exhibitors are responsible for all items in the case during
the exhibit, and for keeping the display neat and tidy. The
Library is not responsible for maintenance of the exhibit.
Humidity, light, and temperature fluctuations may change
the nature of paper products and adhesives. Check your display
regularly to ensure that materials remain intact and tidy.
Exhibits must be removed on or before the proposed close
date. The person or organization putting up the exhibit is
responsible for ensuring the dismantling of the display.
Contact the Library Director if you find you are unable
to keep these dates.
Information Services does not provide assistance with publicity.
Priority (Lobby Displays)
Priority for groups presenting displays in the Upjohn Library
Commons main floor lobby display cases is as follows:
• Information Services-produced or solicited exhibits
have priority over exhibits proposed by non-Information Services
groups or individuals.
• Kalamazoo College groups or individuals have the next
level of priority.
• Non-Kalamazoo College affiliated groups may use the
display cases on the main floor at the discretion of library staff.
Exhibitors not associated with Information Services must
work with a staff member in Information Services when presenting
displays. Information Services staff will support the preparation
of displays to ensure the proper handling of exhibited materials
and a uniform, professional appearance of displays.
Display Space (Lobby)
There are four upright cases in the lobby on the first floor
of the Upjohn Library Commons with the following dimensions:
- 57 inches high, 34 inches wide, and 12 inches deep
There are two adjustable glass shelves in each case with
the following dimensions:
- 34 inches wide and 10 inches deep
Each case is lit from the top by a fluorescent tube bulb.
The back of each case has a tackable surface.
Procedure for Requesting Lobby Display Space
Requests for using Library display space should be made
at least six weeks in advance of the display period.
Please submit requests to the Library Director at 269-337-5750,
Upjohn Library Commons Room 124.
Policy updated February 10, 2011
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