Exhibition Duration
The Exhibition Committee determines the duration and timeline of every exhibition, which can be adjusted by the Committee at any time to respond to suggestions, campus events, and other considerations. SCUA does not currently have any permanent exhibitions in the library, and all exhibitions in the library are required to have specific start and end dates. The most common duration for exhibitions is one semester, with installation occurring one to two weeks prior to the start of the semester, during breaks in the academic calendar. Variations in exhibition duration are permissible.
Security
Exhibitions are located in high-traffic areas to promote visibility and reduce the likelihood of theft and vandalism. SCUA provides very limited security measures, such as locked display cases, but is not responsible for the security of items in the exhibitions at any time, including during transport and (de)installation. Cases in SCUA’s Reading Room have additional security measures, including staffing during SUCA’s open hours and alarms/key card entry during closed hours.
Materials that are on loan from an exhibitor(s) are displayed at the risk of the lending party. The library does not provide any insurance for materials on display or assume any responsibility for the loss, theft of, or damage to any materials on exhibition. These materials require a signed Loan Agreement.
Application Procedures
SCUA welcomes exhibition proposals from students, staff, faculty, and organizations that support the mission of SCUA. To propose an exhibition, exhibitors must fully complete SCUA’s Exhibition Proposal Form at least one semester prior to the proposed exhibition.
Applications will be reviewed in order of receipt. Exhibitors should allow up to 2 weeks after the application is submitted for the request to be reviewed and up to a month for approval following the submission of the forms. Questions about the status of an exhibit application can be addressed to archives@iastate.edu.
Student exhibitions must have a faculty or staff advisor/sponsor.
You will need the following information to apply:
- Working exhibition title and summary of expected themes/purpose
- Preferred dates for the exhibition
- Name of faculty/staff advisor/sponsor, if applicable
- A description of how the exhibition supports the mission of SCUA and/or the goals of the exhibition program as stated in the Purpose of this policy
Criteria for Selection
SCUA promotes academic freedom and the exhibition of a multiplicity of viewpoints while reserving the right to accept or refuse any exhibition proposal and to approve or disapprove of any material selection, mounting, layout, or exhibition publicity. Additionally, SCUA will make all decisions regarding the duration of the exhibition and can cancel, postpone, reschedule, or lengthen an exhibition at any stage pending the needs of SCUA, the library, or if exhibitors have not met the outlined expectations and deadlines. Finally, SCUA will decide on the exhibition's placement in the library.
Exhibition proposals are selected based on the following criteria:
- Relevance to SCUA’s mission and collecting scope
- Inclusion of SCUA collections materials, including materials an individual or organization will be donating to SCUA, or academic and creative works inspired by SCUA collection materials
- Educational content and breadth of appeal, including relation to ISU curriculum, research, campus units and organizations
- Timeliness to current campus and community events, anniversaries, milestones, etc.
- Appropriate use of the selected number of display case(s), use of all or most of the shelf space provided
- Collaboration with other Library or University departments
- Opportunity for presentation of companion public programming
- Scheduling constraints
- Resource cost to SCUA
Priority is given to
- SCUA staff
- Library staff
- ISU students and student organizations
- ISU staff/faculty and staff/faculty organizations
- Other members of the University community
- Individual and institutional donors to SCUA
Proposed exhibitions promoting the financial profit of any individual, organization, or commercial enterprise or that proposes to display any items for sale will not be approved.
Roles and Responsibilities
As exhibitor(s), you are responsible for:
- Submitting a completed Exhibition Proposal Form
- Conducting research, selecting materials, and writing labels (titles, citations, captions, descriptions, etc.)
- Developing the exhibition title, introduction, abstracts, summaries, etc.
- Donating/transferring materials (if applicable)
- Working with the SCUA Exhibitions Committee and partnering departments to meet all deadlines
SCUA’s Exhibition Committee, in collaboration with partnering departments, is responsible for the following:
- Reviewing and approving/denying completed Exhibition Proposal Forms
- Establishing and enforcing all deadlines connected with the exhibition
- Providing guidance for SCUA research and exhibition curation, as needed
- Approving the exhibition’s title, introduction, abstract, selected materials, and labels
- Coordinating with the exhibitor(s) and partnering departments, including the Preservation Department for exhibition mounts and Library Communications Team for marketing strategy and collateral
- Approving all messaging provided to the Library Communications Team and marketing collateral created by the Library Communications Team
- Covering the costs associated with the creation of facsimiles and labels
- Providing guidance to the exhibitor(s) during installation/deinstallation
- Final approval of the exhibition before it opens to the public
- Evaluating the exhibition processes and updating any policies or procedures that may improve the exhibition program.
Ownership/Donation of Materials/Loans
Due to the time and resources required to host an exhibition curated by non-SCUA staff, it is a requirement of our collaboration that the materials exhibited be SCUA-owned collections materials or a product of course-related instruction conducted by SCUA staff. At the time of the exhibition, the materials do not need to be in the ownership of SCUA. However, it is expected that the donation/transfer process has begun.
Marketing, Promotion, and Events
The Library Communications Team will develop an appropriate publicity and promotional plan. Elements of such a plan may include some or all of the following:
- Posting information on the library’s website and social media channels
- Creating and distributing a news release and contacting media outlets
- Developing and distributing promotional graphics and materials such as fliers, posters, and posts
Publicity and supplemental materials that the library develops and distributes must adhere to the library’s editorial standards and procedures. SCUA, in partnership with the Library Communications Team, reserves final editorial approval of all materials.
Spaces in the library may be made available for events and activities linked to exhibits. The exhibitor(s) should consult with the Exhibitions Committee and the Library Communications Team, who will decide if the event/activity can be held and arrange the details.
