Guidelines and Criteria for Display Case Exhibits

Western Libraries provides exhibit space to Western Washington University organizations as part of its service to the academic community. Exhibits in the Libraries are created to fulfill two goals:

Display case exhibit spaces are managed by Western Libraries’ Display Team. The Display Team exists to coordinate and facilitate the use of the Libraries’ display cases to direct attention to the materials, services, and aims of the Libraries, and to reflect the aims and goals of WWU organizations. Team members are responsible for coordinating case reservations, providing access to cases for installation and take-down of displays, retrieving books for inclusion in displays, and providing basic supplies and materials for displays (e.g. thumb tacks, book holders, shelves, etc.).

Western Libraries has developed the following criteria for the use of display case exhibit spaces in the Libraries. The Libraries reserve the right to refuse to allow any specific exhibit to be placed in the Libraries or to remain on display if it violates the Western Libraries' Guidelines on Display Case Exhibits.
 

• Exhibit space is available to any WWU organization and may be reserved for one to two months. Groups should make requests for exhibit space at least one month before the date on which they wish to begin an exhibit. Requests are granted subject to space availability.
• Reservations may not be made more than one year before the date of the proposed display.
• No group is guaranteed a display date or case based on previous use.
• Library Communications Case (#7) is reserved for displays related to Western Libraries services, programs, collections and events.
• Diversity, Equity and Inclusion Case (#8) is reserved for displays that share knowledge related to various cultures, identities, and viewpoints. Promotion of events and activities both on- and off-campus are permitted as long as the central focus of the display is related to cultural competence, inclusion and/or equity. If you feel that your display meets this criteria, you may submit your request to LibraryDisplayTeam@wwu.edu and it will be considered by the Libraries’ Diversity Committee.
• Non-Library sponsored exhibits must include the name of the sponsoring organization as part of the exhibit.
• The Libraries reserves the right to reschedule any proposed exhibit if it conflicts with the Libraries' need for the exhibit space.
• The Western Libraries’ Display Team is the sole authority for use of exhibit spaces. For information, contact LibraryDisplayTeam@wwu.edu.
• To reserve a display case, please complete this online form.

• Exhibitors may make use of library materials in exhibits. All library materials used must be checked-out to the exhibitor in accordance with circulation policies.
• If the exhibitor is not a WWU faculty or staff member, the materials will be checked out to a supervising faculty or staff member or member of the Display Team.
• Arrangements for the use of short-term loan and non-circulating materials must be made with the involved library department prior to display installation.
• All items secured to the walls in the back of the exhibit cases must be fastened with thumbtacks, push pins or straight pins. Staples and glue may not be used. Materials exhibited on painted surfaces will be mounted with approved fasteners only. The Libraries have some supplies available to facilitate display installation. For more information, contact LibraryDisplayTeam@wwu.edu.

• Exhibit cases do lock; however, the Libraries are not responsible for theft, loss, or damage of materials in any exhibit. The exhibitor is responsible for collecting materials promptly at the end of the exhibit period.
• Exhibitors may supply brochures, flyers or other hand-outs with the exhibit; however, the exhibitor is responsible for maintenance of these materials.
• The Libraries will not act as an agent for sale of any materials used in an exhibit. Purchase prices will not be displayed. Transactions for any items which are for sale will not be conducted in the Libraries.
• The Libraries may, at their discretion, photograph exhibits for reproduction in the Libraries' publications. All displays are photographed for use on the Display Case Exhibits at Western Libraries web page.

Every month a 3” x 4” cameo portrait of Miss Mabel Zoe Wilson will be hidden in one of the displays. Small prizes will be awarded to anyone who finds the portrait and is able to tell a Circulation staff member which case it was in, as well as something about the display in that case. The Display Team hopes this program will increase interest in and traffic to the displays. Participation in the program is voluntary and may be opted out of on the application form.

Contact the Display Team at LibraryDisplayTeam@wwu.edu for information.