Fletcher Library at the West Campus
Art Exhibit Procedures and Guidelines
| Mission | Exhibit Requests and Approval Procedures |
| Purpose | Guidelines for Exhibitors and Sponsors |
| Exhibit Space Description |
MISSION
Fletcher Library is a center for those who learn, those who teach and those who create, providing:
- A place that encourages awareness, discovery and dialogue
PURPOSE
The Fletcher Library welcomes the opportunity to allow the campus community to use the display areas of the Library. The gallery exhibit goals are to educate, enlighten and enrich. Exhibits should reflect the scholarly, historical, social, and cultural concerns of ASU West campus and its community.
EXHIBIT SPACE DESCRIPTION
Hanging Artwork
Fletcher Library offers temporary space appropriate for small or large hanging exhibits. The 2nd and 3rd floors are equipped with special lighting and track rods (Walker Display System). This display system will accommodate framed, matted, and mounted works of many sizes. No hanging display space is available on the first floor. The Library is only responsible for providing the space, hanging display rods, and training on the use of display system. Exhibit information along with digital images will be added to the Library's web site at our discretion.
Please review 2nd and 3rd floor exhibit space, prior to submitting your request.
Display Cases
Two locked glass display cases are available for use on the 3rd floor. (Size of each: 30" x 66" x 8.5").
Easel Display
Each exhibit is allowed one easel display in the Library foyer to announce or promote the exhibit. The Library will provide a gold easel for sponsor's poster while exhibit is on display. Placement of the easel display must be coordinated with the Library Administration Office. Please see Easel Display Request Form for rules and regulations regarding easel displays in the Library.
Publicity
If interested in posting exhibit announcements on campus, please visit the Student Life website for posting guidelines and locations. ASU West also offers an Announcement Service for faculty and staff to post announcements by e-mail. If interested in this service, please contact your sponsor. Sponsors can send their announcement to all ASU West employees and students by posting to the following distribution list: DLW.Annc.EmpAndStu. Please review the instructions and guidelines for message content prior to posting your announcement.
To announce an ASU Event sponsors can fill out an event submission form. Event will not be published to the calendar until after the appropriate calendar administrator has reviewed and approved request. Please review the event submission guidelines prior to submitting your event.
EXHIBIT REQUESTS AND APPROVAL PROCEDURES
1. All exhibits must be sponsored by an official organization of ASU West or Arizona State University.
2. Exhibitors must fill out the Exhibit Request Form.
3. Exhibit requests are reviewed and approved by the Director of the Library.
4. Exhibits are booked on a first-come basis and should be requested well in advance of the desired exhibit date. If the exhibitor cannot meet the schedule agreed upon, the Library Administration Office should be notified immediately.
GUIDELINES FOR EXHIBITORS AND SPONSORS
Installation and Dismounting
1. The requesting organization and/or its representative will assume full responsibility in planning and arranging the installation and dismounting of the exhibit in compliance with the scheduled time period.
2. The exhibitor must work with the sponsoring department in setting up all exhibit needs. The exhibitor and sponsor are responsible for the installation, removal, labeling, signage, logistics, publicity, and cost of exhibit. Exhibitor and sponsor must provide their own equipment (i.e. hammer, screwdriver, etc.) and volunteers for installation/dismounting. The Library is not responsible for installing/dismounting exhibits.
3. Exhibitors will meet with a Library representative before installation to go over the installation instructions and delivery procedures. When loading/unloading artwork at the Library's eastside loading dock use only one bay and do not impede traffic flow.
4. Arrangements for weekend installation/dismounting should be discussed with Library Administration, prior to submitting exhibit request. A limited number of staff members are available to assist with unlocking/locking loading dock doors and exhibit storage closet. Upon arriving to install/dismount exhibit, during weekend hours, sponsors will need to ask staff at the Information or Circulation Desk to call DPS for assistance with locked doors.
5. Exhibitors and sponsoring department will pay any special costs incurred in mounting the exhibit, including the repair of any damage to the building or library property caused in the installation or removal of the exhibit. Exhibit labels and signage should be placed at a 60" maximum from the floor. When applying exhibit signage or labels to walls, please use double stick tape. No glue, duct tape, or heavy tape is allowed on walls, wood banisters, or glass.
6. Exhibits must not create a physical hazard or impede regular library use. The Library does not have adequate space to store packing boxes or artwork that has been left behind. Exhibitors and sponsors will be notified if any artwork has been left behind. If artwork is not picked up within 1 week or special arrangements made, artwork will be moved to the loading dock for disposal.
7. Any assistance with movement of library soft-seating or exhibit display cases must be arranged through Events at (602) 543-7740 or e-mail eventschedule@asu.edu at least 5 working days in advance of exhibit installation. No tables or study-carrels should be moved or used to display exhibit artwork without express permission of the Library's Exhibit Coordinator. The Library has limited electrical connectivity in our exhibit spaces. Furniture must be returned to its original location at the conclusion of the exhibit. Sponsor must specify dates for movement and replacement of furniture. Any cost incurred is the responsibility of the sponsor.
Security and Insurance
1. Gallery displays are afforded the same security protection as that of other library materials. Any additional security desired must be arranged and paid for by the exhibitor.
2. University insurance does not cover exhibit materials that are for sale. Items for sale must be accompanied by a Certificate of Insurance naming ASU, ASU Board of Regents and State of Arizona as additional insured.
3. Art exhibits on loan to ASU West are insured through State Risk Management provided a written agreement is in place. The written agreement must contain the following:
The agreement must be signed by the exhibitor and the proper ASU representative with signature authority in accordance with Purchasing and Business Services Policy and Procedure PUR 202. Gebe Ejigu, Executive Vice Provost, has signature authority.
Receptions
1. Use of the Library for reception(s) held in conjunction with an exhibit, requires the exhibitor to fill out the Request for Use of the Library for Reception section listed on the Exhibit Request Form.
2. Publicity, all arrangements and cost of reception(s) are the responsibility of the individual or organization sponsoring the exhibit.
3. The Library's exhibit space will accommodate a maximum of 50 people. If the number of anticipated guests is greater than 50, sponsor must contact Events at (602) 543-7740 or e-mail eventschedule@asu.edu for room arrangements. Any cost incurred is the responsibility of the sponsor.
4. If providing food and beverages, sponsor must contact Chartwells Food Service at (602) 543-3667 or fax (602) 543-3668 for catering information. Any cost incurred is the responsibility of the sponsor.
5. Any assistance with movement of library furniture for reception must be arranged through Events at (602) 543-7740 or e-mail eventschedule@asu.edu at least 5 working days in advance of the reception. Furniture must be returned to its original location at the conclusion of the reception. Sponsor must specify dates for movement and replacement of furniture. Any cost incurred is the reponsibility of the sponsor.
6. Sponsor must contact Parking Services (602) 543-7275 for information regarding on campus parking for guests. For additional information visit Parking Services website.
7. No music or microphones are allowed, since the Library promotes an environment free from disruptive noise so students can study.
8. A reception contact name and phone number must be provided. If reception contact information changes, sponsor must notify Exhibit Coordinator.
General
If you have questions concerning exhibit procedures and guidelines please contact:
Margaret Rodriguez, Exhibit Coordinator
Fletcher Library
Administration Office, Room 301
(602) 543-8505 * Fax: (602) 543-6500
Margaret.Rodriguez@asu.edu
Should these procedures and guidelines need further definition or should exceptions be requested, the Director of Fletcher Library will exercise final authority regarding interpretation and/or implementation.
