Exhibits in Fondren Library

Guidelines for Exhibits in Fondren Library

Objectives

Exhibits in Rice University’s Fondren Library should:

promote the educational mission of the university
reflect the quality and variety of the library’s collections / or academic activities of faculty / students
engage the library and the university with the Houston community

Fondren Library Exhibits and Outreach (FLExO) Committee

The staff of the Woodson Research Center comprises the membership of FLExO. The Director of Special Collections is the permanent Chair of FLExO. See contact list below.

Responsibilities of FLExO include:

Research and explore Rice- and Houston-related activities which have the potential for a library exhibit.
Plan and execute and/or solicit assistance to mount those exhibits.
Approve exhibit proposals and ensure that appropriate forms are completed.
Set the exhibits calendar with an objective to schedule three-four exhibits per year.
Maintain the Exhibits website.

Should the exhibit deviate from the original proposal, FLExO can require modification of the exhibit.

Final decisions as to appropriateness of exhibit content lies with FLExO.

Exhibitors

Members of the Rice University community may apply to install an exhibit in the main lobby exhibit cases or on the hallway grids following the objectives of the Exhibits Policy. Design and execution of exhibits must be carefully planned in advance and exhibits must not impede the regular functions of the Library.

Exhibitors should:

Submit a written proposal by email regarding the content of the exhibition and suggested dates. Exhibits are normally scheduled well in advance, so please plan ahead. Proposals should be submitted to the Chair of the FLExO Committee (see below) at least three months ahead of the period of time desired by the exhibitor(s).
Contact a member of FLExO well in advance of the exhibit installation date to discuss facilities, procedures and supplies.
Give any Library books or other formats needed for the exhibit to the liaison who will use the "Exhibits Committee ID” for check out.
Identify library items to be exhibited that may need conservation attention (e.g., spine repair). These should be reported to the liaison at least one month before exhibit installation.
Provide exhibit signage. The library prefers the use of a site-appropriate poster with title and explanation of the exhibit. Explanations may be affixed to a smooth stainless panel adjacent to the grids at both ends of the hallway or inside the exhibit cases. The poster should include the sponsoring body and the inclusive dates of the exhibit.
Provide exhibit labels. Labels should be prepared to identify the various elements of the exhibit. Labels should be mounted or printed on heavy card stock and be of a uniform size throughout the exhibit. The liaison can offer suggestions as to where exhibitors can get assistance with creating posters and labels.
Identify any web pages about the exhibitor or about the exhibit that should be linked to the Fondren Library Exhibits website. Exhibitors are encouraged to create websites related to their exhibits.
Provide (in advance) an image to be used on the library’s home page to publicize the exhibit.

Exhibitors are encouraged to view the exhibit cases and hallway grids in advance of exhibit set-up. It is preferable to plan to fill all five cases, or all or half of the grids (separated by the cross hallway). If unable to do so, exhibitors should notify the liaison in advance.

Liaisons

The FLExO Committee assigns one of its members to serve as a liaison for each exhibit. The liaison is not responsible for actual exhibit preparation, installation or dismantling, or for preparing of labels, posters, handouts or web sites for an individual exhibit.

Liaisons should:

Contact the curators/exhibitors to verify the title and dates of the exhibit. The liaison advises on the dates of installation and dismantling of the exhibit. The liaison should be in touch with curators/exhibitors well in advance of the actual date of installation, especially in the case of visiting exhibitors. Do not underestimate the amount of lead time necessary.
Advise the curators/exhibitors to submit publicity in the form of an exhibit description and PR image to FLExO at least one month in advance of the opening of the exhibit.
Advise the curators/exhibitors on supplies and equipment available in the Library for exhibit preparation. Provides guidance on exhibit cases, keys, supplies, etc. Keys are located in the Woodson Research Center.
Ensure that all cases are secure and locked following installation. It is the responsibility of the sponsoring body to monitor the exhibit, especially the grids, during the exhibit run for maintenance and security.
Verify the return of equipment or supplies after installation and after dismantling.

Exhibit cases

Dimensions and floor plans of the exhibit cases and hallway grids may be given to exhibitors on request at the time of application. Available supplies and equipment will be discussed with each exhibitor.
Hanging glass shelves in the cases are removable and liaisons should oversee their removal. When not in use, shelves are stored in the Woodson Research Center. Please note: the doors to the cases are fragile. Cases must be locked when unattended, whether or not they are empty.
Cleaning of the cases will be the responsibility of FLExO.

Signage

Exhibitors are responsible for identifying labels and signs that accompany their exhibits.

Prohibitions

Exhibitors are prohibited from selling. No items can be offered for sale.
No interactive exhibits, e.g. post-its, surveys, due to inappropriate content being added
Exhibits are limited to inside the display cases or on the grids or smooth panels.
No freestanding items such as easels, items hanging from the hallway ceiling, or items that will not fit in the cases or on the grids.

FLExO Members

Name	Phone	Email
Amanda Focke (Chair)	713-348-2124	afocke@rice.edu
Dara Flinn	713-348-2542	dmf4@rice.edu
Rebecca Russell	713-348-5133	rer3@rice.edu
Norie Guthrie	713-348-2563	slg4@rice.edu
Traci Patterson	713-348-2120	tp35@rice.edu