Exhibit Policy & Application Procedure
About the Exhibit Program
The Santa Clara University Library welcomes exhibit proposals from students, faculty, staff, 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. Exhibitors interested in this space should contact Nadia Nasr, Head of Archives & Special Collections.
To propose an exhibit, exhibitors must fully complete the Library Exhibit Proposal Form. Since exhibits must be sponsored by a SCU department or organization, you must have a SCU login to access the 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 can be addressed to Nia Olmstead, Communications Coordinator.
You will need the following information to apply:
- Name of SCU sponsoring department
- Exhibit title and description for use in official publicity
- Preferred dates for the exhibit
- A description of why the exhibit is relevant to Santa Clara University
- Exhibits must be sponsored by a Santa Clara University department or official organization. Student exhibits must have a faculty or staff sponsor.
- Exhibits must be displayed for a minimum of 4 weeks.
- The sponsoring organization assumes full responsibility for exhibit costs, logistics, content, installation, and removal.
- Exhibitors will meet with the library's Communications Coordinator before installation to go over the installation guidelines and delivery procedures.
Installation & De-installation Guidelines
- Artwork and signage must be prepared and mounted so that they can be hung using the cable display system in the library. The use of adhesive, nails, screws, or pins on library walls is prohibited.
- 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.
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 exhibit must be approved by the Library Administration.
- An exhibit reception may 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.
- Requests to use the Archives & Special Collections Reading Room for receptions and other events should be made as far in advance as possible and at least two weeks before the desired event.
Questions? ContactNia Olmstead
Communications & Events Coordinator
Revised: January 31, 2018