Library Exhibit Policy and Application Procedure

About the Exhibit Program

The Santa Clara University Library welcomes exhibit proposals from students, faculty, staff, independent artists, and organizations that support the mission of Santa Clara University.

The goals of the University Library's Exhibit Program are to:

  • Promote the library's collections and services
  • Support university courses, events, programs, and activities
  • Create inviting and educational spaces
  • Cultivate intellectual and creative growth

Please note: This policy and application procedure does not cover the Archives & Special Collections gallery space. Exhibitors interested in this space should contact the Associate University Librarian for Resources & Digital Services, Rice Majors.

Application Procedure

To propose an exhibit, exhibitors must fully complete the online Library Exhibit Proposal Form. Applications will be reviewed in order of receipt. Exhibitors should allow up to 2 weeks after the application is submitted for the request to be reviewed. Questions about the status of an exhibit application should be addressed to the library's Events & Communications Coordinator, Kelly De Leon-Lopez.

Exhibit Policies

  • Exhibits must be sponsored by a Santa Clara University department or official organization. Student exhibits must have a faculty or staff sponsor.
  • The sponsoring organization assumes full responsibility for exhibit costs, logistics, content, installation, and removal.
  • Exhibitors will meet with the library's Events & Communications Coordinator or another designated library representative before installation to go over the installation guidelines and delivery procedures.

Installation & De-installation Guidelines

  • Two-dimensional pieces must be prepared and mounted so that they can be hung using the cable display system in the library. The use of nails, screws, or pins on library walls is prohibited.
  • Descriptive labels may be affixed to the library walls using only 3M scotch removable mounting squares.
  • Exhibitors must design exhibits to conform to existing designated library exhibit space. Library furniture may not be rearranged or removed.
  • Exhibitors will assume full responsibility for coordinating the installation and de-installation of the exhibit according to the agreed upon time period.
  • If exhibitors fail to remove the exhibit as scheduled or leave the facility in unsatisfactory condition, the sponsoring organization may be required to arrange for the exhibit's removal and/or repair of the facility; this includes damage to walls and floors.
  • The university does not assume any responsibility for the loss, theft of, or damage to any materials on exhibit. Any additional security must be approved by the Library Administration and paid for by the exhibitor.

Reception Guidelines

The University Library is first and foremost an academic library and the top priority is to preserve the library's quiet study spaces. Requests to hold any reception or social event related to the opening of the exhibit must be approved by the Library Administration.

  • An exhibit reception may be requested to be held in one of two approved areas: The Archives & Special Collections Reading Room (3rd Floor) or the Arcade (the area outside the main entrance to the library).
  • Use of the Archives & Special Collections Reading Room after 5 p.m. will require a room use fee of $250; use of the Arcade does not require a room use fee.
  • The reception date/time must have minimal disruption for students and others.
  • The Archives & Special Collections Reading Room may be reserved for use, including set-up and cleanup times, only during the library's open hours. See Library Hours for operating hours and holiday closure information; the Arcade may be used at any time.

Questions? Contact

Kelly De Leon Lopez
Events & Communication Coordinator

Revised: July 15, 2015