Exhibits, and their associated events, are a valuable part of the Cal State LA University Library's outreach efforts and public programming. They should inform, educate, entertain, highlight accomplishments, provide opportunities for the public to view art and artifacts, and promote the University Library's resources and services. We encourage the creative and scholarly pursuit of exhibit curation through hosting and supporting faculty and student exhibitions.
Typically, exhibitions curated by the University Library are comprised of materials from Cal State LA Special Collections and Archives. Those wishing to create and maintain an exhibit at the University Library (“Exhibitors”) must either own the copyright to all materials not housed in the Cal State LA Archives & Special Collections, show written permission for display from the copyright holder, or confirm that exhibited materials are in the public domain.
Criteria for Selection
- Exhibits should demonstrate educational and informational importance, relevance to University Library collections or university curriculum, and broadness of appeal.
- Exhibit proposals must be received one semester before the expected installation date.
- Exhibits must be appropriate for the intended library location and feasible for installation.
- Exhibits using artifacts from University Library Special Collections and Archives, student work, with unique materials or artifacts, and/or a relationship to other events in the community, are preferred.
- Exhibits/exhibitors may not charge fees or collect contributions within or outside of the University Library.
- Exhibits must satisfy public safety considerations.
- Review is an important part of any scholarly endeavor. Library personnel participate in this activity through constructive feedback, ensuring that standards and protocols are met for all exhibits.
- Final approval for acceptance is at the University Library Exhibits Committee's sole discretion.
Proposal and Decision Process
- Exhibitors must read and agree to the University Library Exhibit Guidelines.
- Exhibitors submit their proposal via the online Exhibit Proposal Form.
- The University Library Exhibits Committee approves or rejects the proposal in a timely manner, based on the exhibit criteria for selection and space availability.
- Exhibitor is contacted with a decision or a request for more information.
Application Requirements
- Complete Exhibit Proposal Form at least one semester before desired exhibit open date.
- University Library Exhibits Committee will schedule consultation with exhibitors upon receipt of exhibit proposal form.
- Following consultation, exhibitors must provide the following to the University Library Exhibits Committee (LibraryExhibits@calstatela.edu) at least 30 days before desired exhibit open date:
- Installation plan documenting the general location of items and detailing how these items will be mounted/displayed.
- Item list with a description of all physical items entered in metadata template provided.
- Digital files of all images reproduced for the exhibit; see Quality of Media section below.
It is the sole responsibility of exhibitors to assure that they have acquired the necessary permissions and licenses for any use of copyrighted materials. Proof may come in the form of loan paperwork, emails from copyright holders, and the like. Submit proof at least 10 days before exhibit open date to LibraryExhibitsCommittee@calstatela.edu.
Please note student exhibitors must have a faculty or staff member actively overseeing the project.
Installing & Dismantling Physical Exhibits
- Once an exhibit is approved, exhibitors will be contacted by the University Library Exhibits Committee to schedule a subsequent consultation to review exhibit installation outline/map, labels, and quality of images/artwork.
- Exhibitors assume full responsibility for the exhibit's curation, including but not limited to selecting and developing the content, submitting scan requests to Special Collections and Archives, reviewing and providing copyright permissions, proofreading, and copy editing.
- Note: The University Library Exhibits Committee does not provide curation or installation/deinstallation services.
- Exhibitors will prepare all labeling and signage for the exhibit, which will include information identifying the sponsoring individual or group. Exhibitors must get approval from the University Library Exhibits Committee on all labeling and signage at least 2 weeks before installation.
- Exhibits must be installed during the University Library's regular hours of operation, at a time pre-arranged with the Library Exhibits Committee.
- Exhibitors are responsible for the maintenance of the exhibit, including but not limited to cleaning, repairs, and adjustments, throughout its duration.
- Exhibitors must make arrangements to remove items at the exhibit's closing. The Library reserves the right to take down the exhibit if the exhibitors do not remove the items in a timely manner. The Library assumes no responsibility for items that are left behind after the exhibition has closed.
- Exhibitors may not permanently alter the exhibit space and must return the exhibit area to its original condition at closing.
Online Exhibits
- Exhibitor responsibilities are the same for online exhibits as they are for physical exhibits (including but not limited to selecting and developing the content, submitting scan requests to Special Collections and Archives, reviewing and providing copyright permissions, proofreading, and copy editing).
- The University Library uses Omeka as the platform for online exhibits to highlight Cal State LA special collections and archival material. Omeka is a user-friendly publishing platform for sharing digital collections and creating media-rich online exhibits.
- Exhibitors must agree to donate all file submissions to Cal State LA Special Collections & Archives, unless the material is from other institutions with the proper permissions or loan documents.
Quality of Media
- Art/prints must be professionally matted and framed
- Ready to hang
- High quality images only
- 600 DPI for physical exhibits
- 300 - 600 DPI for digital exhibits
- Digital images in online exhibits must include alt-text
- Videos
- Minimum 1920x1080 resolution
- Closed captioning is required for all videos
Spaces
The following are approved exhibition spaces in the University Library. Click each location for a sample image:
- Library North First Floor – Wall Adjacent to Cafe 47
- Library North First Floor – Southwest Corner
- Library North Second Floor Gallery
- Library North Staircases
Funding
Exhibitors are responsible for funding all costs associated with the exhibit, including shipping, installation, dismantling, insurance, and related activities/events. Other arrangements require special approval.
Publicity/Marketing
If exhibitors are interested in providing images or graphics for promotional use it must be submitted during consultation.
The University Library may provide publicity in the form of social media posts on institutional accounts, campus-wide emails, and space for print and digital signage in the University Library building.
Professional photography and/or videography of the exhibit and related events on University Library premises should be independently secured by and at the expense of the exhibitors.
High-resolution copies of any footage or images must be shared with the University Library for archival and promotional use.
Supplemental programming tied to the exhibit must be discussed with the Library Exhibits Committee prior to finalizing the proposal.
Security
Exhibits are often in high-traffic areas where visibility reduces the likelihood of damage or theft of materials. However, the University Library takes no responsibility for the security of exhibits at any time, including during transport, installation, or dismantling. Exhibitors assume all responsibility for loss or damage to items.
Any theft, loss, or damage must be reported to the University Police. The University Library does not provide insurance for exhibits and cannot be held responsible for the safety of exhibited items. Insurance coverage, if needed, is the responsibility of the exhibitors.
Exhibit Duration
Exhibits must have specific start and end dates, although the end date may be extended if the schedule allows. As a rule of thumb, exhibits should be on display for one semester, although shorter exhibit times are permissible with prior approval. The University Library maintains the right to cancel an exhibit at any time.
Supporting Materials
Exhibitors are responsible for preparing the content of publications associated with their exhibit. Bibliographies, brochures, and other promotional and/or instructional materials to accompany an exhibit are strongly recommended but not mandatory. Sound, video, or computer displays accompanying exhibits will be installed and removed by exhibitors in consultation with the Library Exhibits Committee. The University Library maintains a limited supply of exhibit materials, such as tape, matboard, and book stands for mounting exhibits and displays. Additional materials must be provided by the exhibitors.
Related Activities/Events
Spaces in the University Library may, on occasion, be available for receptions and other activities (workshops, talks, demonstrations) linked to exhibits. These requests should be listed on the Exhibit Proposal Form at the time of application. The University Library Exhibits Committee will consult the room use policy and check the schedule to see whether a reception or other activity may be held.
For more information contact LibraryExhibitsCommittee@calstatela.edu.
Exhibit Proposal Form
Access the Exhibit Proposal Form.