Charles E. Young Research Library

Exhibit Guidelines

The following guidelines provide information on submitting a proposal; the review process; and exhibit preparation, installation, and dismantling.

Proposal Application

Applicants are asked to contact Dawn Setzer as soon as possible.  Because the exhibit calendar fills up quickly and the preparation process takes time, requests should be submitted at least six months before the date desired for exhibits for the East Exhibit Case and at least eighteen months to two years before the date desired for exhibits in the Lobby Gallery. Other exhibit proposals will be considered on a space-available basis.

Review

Exhibit proposals are reviewed on a regular basis.

Dawn Setzer notifies applicants of decisions regarding their proposals and schedules accepted exhibits on the calendar.

Exhibit Preparation for the Lobby Gallery

Coordinating with the library liaison assigned to the exhibit, the exhibit organizer selects items and prepares copy for descriptive text. All didactic texts and captions will be formatted and produced by the UCLA Library graphic designer to maintain consistency across exhibits.

An introductory explanatory statement is recommended; an ideal length is approximately seventy-five words. Additional small didactic panels can be installed in cases throughout the exhibit, if desired. All items in the exhibit should be captioned with complete bibliographic citations; brief narrative texts can accompany these captions, if appropriate.

The exhibitor is also asked to submit a detailed description of the exhibit's theme and contents approximately two months prior to the opening date, which will be used for publicity purposes. The Library's director of communications will announce the exhibit publicly on the UCLA Library Exhibits Web page; in such publications as Library News for the Faculty, UCLA Today, and the Daily Bruin; and through additional outlets as appropriate, such as departmental or discipline-specific Web sites and publications.

Exhibit Preparation for East Exhibit Case

The exhibit organizer selects items and prepares copy for descriptive text. All didactic texts and captions will be formatted and produced by Library Communications to maintain consistency across exhibits.

An introductory explanatory statement is recommended; an ideal length is approximately fifty words. All items in the exhibit should be captioned with complete bibliographic citations; brief narrative texts can accompany these captions, if appropriate.

 

The Library's director of communications coordinate publicity for the exhibit, which may include the UCLA Library Exhibits Web page; publications such as Library News for the Faculty, UCLA Today, and the Daily Bruin; and additional outlets as appropriate, such as departmental or discipline-specific Web sites and publications.

Installation

The exhibit organizer must use the Research Library Exhibits card, available from Library Communications, to check out UCLA materials for display. In those rare instances when exhibit materials are on loan to UCLA, the organizer must coordinate details of any loan documents and transportation and must make arrangements for insurance coverage.

Exhibit Dismantling

Following the final day of the exhibit, the exhibit organizer helps to dismantle the exhibit and return all library materials. The organizer is responsible for returning all exhibit materials; s/he should return them directly to the circulation desk of the library from which they were borrowed and should request a return receipt.

Miscellaneous

Receptions are not routinely held in conjunction with exhibits. The exhibit organizer should discuss any reception plans well in advance with the university librarian, associate university librarian for academic services, and development director, and the organizer may be responsible for reception arrangements.

To discuss suggestions and any questions or concerns not addressed here, contact Dawn Setzer by phone at 310.825.0746 or by email.