Exhibits in the Newton Gresham Library

Scope

This policy establishes guidelines for exhibits in Newton Gresham Library at Sam Houston State University.

Content

Exhibits must support the educational mission of the University. Library administration shall be the sole judge of an exhibit's acceptability.

Sponsorship

External exhibits must have the written sponsorship of either the library, an office, department or recognized student organization at Sam Houston State University.

Space Restrictions

The library welcomes the display of external exhibits in the second floor lobby area, which is the area bound by the main staircase, coffee shop, Library Service Desk and Reference area. The exhibit cases available at any given time include three sets of book blocks, one tall case, one flat case, and four, two shelf display cases. In addition, there are four tall display cases between the director’s office and the new book shelving area. Please note that there are ongoing exhibits that are planned by library and university departments that may be previously planned or ongoing. Potential exhibitors are encouraged to survey the available space to be certain it meets their requirements.

The fourth floor exhibit cases are for the purpose of displaying collections from SHSU Special Collections and University Archives. Occasionally Special Collections will collaborate with an external group to produce an exhibition or host a traveling exhibition at the discretion of the Head of Special Collections and Library Administration.

Other areas of the library are unavailable for exhibits, so as not to disturb our students.
Exhibits must not interfere with the reasonable flow of traffic inside the library in compliance with the Fire Code.

Scheduling

All inquiries should be addressed to the Director’s office, (Room 201, Newton Gresham Library, (936) 294-1613)). Email: Terrie Newman, tjn001@shsu.edu.

Library events and previously scheduled events take priority over external exhibits.

Potential exhibitors must complete the Newton Gresham Library’s Exhibit Application. Completed forms must be received at least two (2) weeks prior to the proposed exhibit display time. Please note that exhibit approval could take up to a week following the submission of the form.

The Library should be notified immediately if an exhibition must be canceled.

Installation

Exhibit installation is subject to other events, please schedule time to work with library staff to put up your exhibit and come prepared with the necessary materials. It is often necessary to schedule two meetings – one to plan for the exhibit and a second to put the exhibit up.

If you will be creating a poster for display, please consult this guide and print a poster to the correct dimensions for display purposes: https://shsulibraryguides.org/c.php?g=326309&p=2543438 

Security

The library is not liable for damages occurring to items on exhibit or exhibit support material (such as labels, pedestals, or easels) while in the library building.

Marketing/ Publicity

The library provides only limited publicity on the library website. Any other publicity is the responsibility of the exhibitor. No publicity materials may be posted inside the library without express permission of library administration.

Events are to be scheduled separately at the discretion of the library administration.