Policy 403: Exhibits
Section 1: Introduction
As part of its educational mission, The Brookfield Library welcomes
the opportunity to allow community groups, organizations, and individuals
to use library facilities to display exhibits of an informational or
recreational nature which may be of interest to Brookfield residents.
The exhibit case is to be made available on an equitable basis, regardless
of the beliefs or affiliations of those requesting space. Displays are
organized in a manner consistent with the Library Bill of Rights, which
states that libraries should provide materials and information with
diverse points of view on current and historical issues. The library
does not endorse or advocate the viewpoints of exhibits or exhibitors.
Section 2: Exhibitors
Brookfield residents are invited to lend items to the library to display.
Likewise, groups and organizations are encouraged to submit exhibits,
provided they select one person to represent them in coordinating each
exhibit with the library.
Groups, organizations, and individuals from other communities also are
welcome to exhibit, when their items would be of interest to Brookfield
residents.
The library staff may create exhibits of collection materials to encourage
the use of the resources and services of the library and to promote
a positive image of the institution in the community.
Section 3: Hold Harmless Clause
The library will take every reasonable precaution to protect items exhibited.
However, exhibitors must recognize that the library is a public building
used by a large number of people. Some insurance coverage is provided
through the Town of Brookfield, but, if exhibitors feel that they need
more coverage, they must make their own arrangements for additional
insurance.
Section 4: Exhibit Guidelines
1. The principal areas available for displaying exhibits are the locked
display case located on the main level, and the Community Room located
on the lower level. Sometimes, wall space and/or the tops of bookcases
may be provided for exhibits, when need warrants.
2. Exhibits are booked and arranged through the Adult Services Librarian
or the Children’s Services Librarian (depending on the theme,
components, and display location), using forms provided by the library
administration. Requests to exhibit will be considered in the order
in which they are received.
3. Acceptance of an exhibit by the library does not constitute an endorsement
by the library or the Town of Brookfield of that group’s, organization’s,
or individual’s policies. The Library Director will make the final
decision as to the suitability of a display. The library reserves the
right to decline any exhibit, in accordance with the library’s
best interests. Exhibits for commercial purposes are not allowed.
4. The library reserves the right to schedule exhibits, to limit the
size of an exhibit, and to limit the frequency with which the same source
may exhibit.
5. All exhibitors are required to complete an Exhibit Agreement, listing
and appraising the contents of their exhibit.
6. It is the responsibility of the exhibitor to set up and dismantle
the exhibit. Unless otherwise scheduled in advance, set-up and removal
will take place during library hours, at a time agreed upon with the
Adult Services Librarian or Children’s Services Librarian. The
exhibitor is responsible for ensuring that items to be displayed on
walls are prepared for hanging. The library will provide hooks for hanging
artwork on the Community Room walls.
7. Normally, exhibits will be scheduled for one calendar month.
8. The library does not become involved in the sale of exhibit items.
The library will display a list of exhibit items for sale and their
prices, together with the exhibitor’s name, address, and telephone
number, if the exhibitor provides such information. However, all sales
transactions must take place directly between the buyer and the exhibitor.
If any sales result from an exhibit held in the library, the exhibitor
agrees to donate 10% of the sales price to the library.
9. All items exhibited (except for collection items exhibited by the
library itself) must remain in the library and on display for the entire
length of the exhibit, regardless of whether any were sold while on
display.
10. The library is unable to provide storage for the property of groups,
organizations, or individuals exhibiting in the library.
11. Publicity produced by the library staff will be written in consultation
with the exhibitor and based upon the information provided.
12. An exhibiting group, organization, or individual may plan a formal
opening or reception, but must clear the date in advance with the Library
Director. Food and beverages may be served consistent with the rules
established in Policy 600, Use of the Community Room.
13. Exhibits are open to the public during library hours. If an exhibit
is displayed in the Community Room, that room may be used for other
programs and events simultaneously.
Adopted by the Library Board of Trustees, May 20, 1999; revised 9/24/03
EXHIBIT AGREEMENT
General description of items exhibited (e.g., framed art, figurines,
dolls, etc): _______________________________________
Exhibit location:
__ Locked display case __Community Room
__Other
Starting date: ____________________ Ending date: _________________________
I agree to place the following items in The Brookfield Library for exhibit
purposes:
Description _____________________________________________________________________________
Value _____________________________________________________________________________
I have received and read a copy of The Brookfield Library’s Exhibits
Policy, and I agree to comply with it. I understand that the library’s
insurance coverage for exhibits is limited to $20,000.00. I understand
that I may furnish the library with a price list of items for sale,
as described above. I agree that, if any sales result from this exhibit,
I will donate 10% of such sales to the library.
Individual’s/Group’s Name (Printed): _____________________________________________
Signatory’s Address: __________________________________________________________
Signatory’s Telephone Number: _________________________________________________
Signatory’s Email Address: _____________________________________________________
Authorized Signature: __________________________________________________________
Date: ______________________________________________________________________