University of Tasmania, Australia

Responsible Officer -  Associate Librarian (Systems & Resource Management)
Approved by - University Librarian
Approved and commenced - November, 2011
Review by  - November, 2014
Relevant Legislation,Ordinance, Rule and/or Governance Level Principle -  UTAS Asset Management Services Venue Hire Policy (PDF 78.7KB)
Responsible Organisational Unit - Library Client Services section

PDF Version 1- UTAS Library Displays and Exhibitions Policy (PDF 35.25KB)

CONTENTS
1. Objective
2. Scope
3. Policy Provisions

3.1 UTAS Library exhibits and displays
3.2 Responsibility for Library exhibits and displays
3.3 Use of Library display spaces by UTAS organisational units and external
organisations
3.3.1 Terms and Conditions

4. Definitions and Acronyms
5. Supporting Documentation
6. Versioning

1. Objective
This policy provides guidance for the Library, UTAS community and other individuals
and organisations on the use of spaces within the Library for displays and exhibitions
which support the social, cultural and intellectual life of UTAS and our community.
The objectives of the Library Displays and Exhibitions Policy are to:

• Articulate the Library’s commitment to the public display of Library collection
  items across UTAS Library locations and the purposes of these exhibitions
• Clarify responsibility for the coordination, research, curation and maintenance
  of displays and exhibitions in the Library
• Outline the terms and conditions under which members of the UTAS
  community and external organisations may apply to use display and exhibition
  spaces within the UTAS Library

2.  Scope
This policy applies to all display spaces in the UTAS Library, as listed at
http://www.library.utas.edu.au/finding-information/special-collections/display-spaces.

3. Policy Provisions

3.1 UTAS Library exhibits and displays
UTAS Library mounts exhibits and displays for the purpose of:

• Promoting specific Library collections, services, resources or achievements
• Showcasing and promoting UTAS learning, teaching and research
• Linking to national or local events, for example, Science Week, centenary of
  Darwin’s visit to Hobart of importance to UTAS
• Collaboratively working with other local cultural institutions
• Contributing to community engagement and collaboration and awareness of
  the Library as a significant cultural institution in Tasmania
• Attracting new visitors to the Library
  These purposes also apply to online displays and exhibits of the Library’s digitised
  images, items and supporting text, accessible via the Internet.

3.2 Responsibility for Library exhibits and displays
The Morris Miller campus Library Librarian has oversight of the coordination,
research, curation and maintenance of displays and exhibitions of items from the
Library’s collections. The Morris Miller campus Library Librarian oversees the schedule of displays and
exhibitions across the Library and is also the contact for members of the UTAS
community and external organisations who wish to apply to use the Library’s display
and exhibition spaces and facilities.
Staff of the Client Services section are responsible for coordinating assessment
of requests from external bodies and use of display spaces and facilities.

3.3 Use of Library display spaces by UTAS organisational units and external
organisations
The Library encourages UTAS organisational units and external organisations to use
the Library’s display spaces and facilities to showcase and support UTAS learning,
teaching and research, and promote the social, cultural and intellectual life of the
University and its community.
Staff from UTAS organisational units who wish to use the Library’s facilities for
displays and exhibitions should contact the Morris Miller Campus Library Librarian via the Library Display and Exhibit Request Form

Members of other groups and organisations outside UTAS wishing to use Library
facilities for displays or exhibitions should also make their request via the Library
Display and Exhibit Request Form as external exhibitors.
Early negotiation with the Library is recommended for planning and accommodation
of displays and exhibitions.
UTAS Library reserves the right to determine the suitability of any display or
exhibition, or the display or exhibition of any specific item. The Library reserves the
right to decline displays and exhibitions that:

• Are discriminatory, defamatory, misleading, deceptive, or offensive
• Appear to be of an unacceptable quality
• May disrupt the business of the Library
• May impede Library clients or staff from accessing, or using, the Library
  during the mounting or running of the display or exhibition
• Have conservation requirements beyond the capacity of the Library
• May create security or safety issues for Library clients or staff.

The primary objective of the exhibition must not be for commercial advantage or
profit.

3.3.1 Terms and Conditions
The exhibitor is responsible for the research, installation and curation of their
exhibition, including identifying, sourcing and arranging items to be included and the
supplies (for example boards, fasteners) needed to display them. Care must be
taken not to damage the structure, fabric or facilities of the Library. Displays and exhibitions are normally displayed for a minimum of 4 weeks at any one
Library location.
The exhibitor should include in a prominent position the name of the organisation or
individual responsible for the exhibition and must provide the Library with contact
details where enquiries may be directed.
Exhibitors from UTAS organisational units or from other groups and organisations will
be responsible for any publicity to promote the exhibition, including creating or
providing graphics, brochures and explanatory material, and will consult with the
Library’s Client Services staff in advance of the publicity. The UTAS visual
standards (http://www.utas.edu.au/visual-standards/) in regard to use of the UTAS
logo and branding should apply.
Exhibitions and displays should be installed and removed by the exhibitor on the
agreed date and at the agreed times.
The Library can assume no responsibility for the loss or damage to items included in
externally created displays and exhibitions.
External exhibitors will be treated as venue hirers under the UTAS Asset Management Services Venue Hire Policy (PDF 78.7KB)
in relation to:

• Indemnification of UTAS by the exhibitor
• Required insurance to be held by the Exhibitor
• Duty of care of the Exhibitor
• Notification of distinguished visitors
• Liquor and refreshments
• Publicity
• Disputes and
• Good order

for displays, exhibitions and associated functions held within the Library.

All exhibitors should liaise with the Library’s Client Services staff in advance to
negotiate details of any events (for example, a launch) associated with the exhibition.

4. Definitions and Acronyms

5. Supporting Documentation

• UTAS Asset Management Services Venue Hire Policy (PDF 78.7KB)
• Library Display and Exhibit Request Form
• List and description of Library display spaces and equipment (cabinets, cases
  etc.)

6. Versioning

Former Version(s)

This is Version 1 of the document. -  PDF Version 1- UTAS Library Displays and Exhibitions Policy (PDF 35.25KB)