LibAnswers: Special Collections

Exhibit Guidelines for TCU Students and Faculty (includes Exhibit Planning Guide)

Exhibit Guidelines

• Exhibits may be scheduled by current TCU students and faculty on a first-come basis and should be requested at least 30 days in advance of the desired date. The library reserves the right to refuse exhibit proposals.
• Proposed exhibits must have educational and informational importance, and support the university curriculum.
• Special Collections staff can advise exhibitors on the following: the type of material that can be displayed, exhibit space and available display cases, and logistics of installation.
• Special Collections staff cannot assist exhibitors with the cost of materials and/or services related to the exhibit, planning and set up of receptions, pulling materials from the general circulating collection, or creating reserved booklists. (See Circulation staff for assistance with this)
• Exhibitors are responsible for acquiring the necessary permissions and licenses for the use of any copyrighted materials, and documentation must be shared with Special Collections staff before installation.
• Use of the library for receptions or events held in conjunction with an exhibit requires permission from library administration.
• Physical installation of exhibit pieces must be coordinated with the library and if necessary, TCU Facilities Services at the expense of the exhibitor. Library staff cannot install pieces.
• Exhibitors assume all financial responsibility for loss or damage to items, exhibit spaces, and display cases that may occur.
• Exhibitors must make arrangements to remove items at the close of the exhibit. The library is not responsible for items left behind after the close of exhibits.

Installation Guidelines

• The exhibitor will assume full responsibility for planning and arranging the installation and dismounting of the exhibit within the scheduled period.
• At least 14 days in advance of the installation, exhibitors will meet with library staff to review the list of physical items for display, caption text, and installation logistics.
• The exhibitor is responsible for the installation, removal, labeling, signage, logistics, and publicity of the exhibit.
• No glue, duct tape, or heavy tape is allowed on walls, wood, or glass in the library.
• Exhibits must satisfy public safety considerations and not create a physical hazard or impede regular library use.

Best Practices

• Labels and captions should be concise (around 50 words).
• Include the most important information at the beginning of the caption.
• Ensure adequate contrast between text and background.
• The suggested font size is 24 and should be no smaller than 14.  Avoid ornate fonts.
• Captions should inform all viewers of the subject, not just those with specific knowledge.
• Digital signage requirements: Graphics must be 3840 x 1080.

Return Exhibit Planning Guide to:

Kerri Menchaca

k.menchaca@tcu.ed 

Guidelines approved 11/14/2023