ASU Library is committed to supporting discovery, learning and scholarly communication by providing high-visibility display spaces across our campuses. To enhance our local impact and social embededness, we invite local community artists and organizations, as well as ASU students, faculty and staff, to utilize our galleries to share their work. Our exhibit program is designed to showcase the full range of diverse creative and cultural projects, unique collections and university research.
How to propose an exhibit
- Review the policies below to ensure your proposal aligns with ASU Library's requirements for security, liability and conduct.
- Select your space. Details and requirements may vary by gallery location.
- Prepare your submission. You will need the following information to complete the proposal form.
- Complete contact information
- Proposed installation and removal dates
- A brief description of your exhibit
- Digital images or web links to your work
- Submit the proposal form. Proposals are initially reviewed and subject to approval by the gallery coordinator of your preferred location.
Location flexibility: While we strive to accommodate your primary location choice, approval may be subject to space availability and fit. If your first choice is unavailable, the Exhibits Committee will review your proposal to determine its suitability for your alternate choices or another available branch that aligns with your exhibit’s technical needs.
Exhibit policies
The available galleries are part of working libraries, used by our students for their research, study and class work. The students and their work are our first priority.
General guidelines
- Exhibits must not create a physical hazard or impede regular library use.
- Exhibit hours will be the same as the exhibiting library location’s hours. Please note that some libraries have designated visitor hours.
- The ability to move furniture and equipment is only available under special circumstances, with prior approval and arrangements, and only for a very limited period of time. Any costs associated with moving equipment and furniture are the responsibility of the artist or exhibitor.
- The physical space is available at no cost; however, the artist or exhibitor is responsible for all other costs associated with display, including but not limited to: transportation, hanging and removal, signage, parking, off-campus publicity, etc.
- Exhibits generally run between three to six months. The final timeline is determined by the location’s gallery coordinator in conversation with artists and exhibitors. The gallery coordinator should be notified immediately if the agreed-upon schedule cannot be met.
Installation and dismounting
- The requesting exhibitor or their representative will assume full responsibility for planning, arranging and completing the installation and dismounting of the exhibit in compliance with the scheduled time period.
- Exhibitors must provide their own equipment and volunteers for installation and dismounting.
- The library is only responsible for providing the space, hanging display components and training on the use of the display system. Library staff are not responsible for installing or dismounting exhibits.
- Exhibitors will meet with the library location’s gallery coordinator before installation to go over the installation instructions and delivery procedures. Parking arrangements should be organized with the gallery coordinator.
- The exhibitor is responsible for providing labeling and signage.
- Exhibit labels and signage should be placed on the artwork and never on the library walls. No glue, duct tape or heavy tape is allowed on walls, wood banisters or glass. Exhibitors are responsible for paying any special costs incurred in mounting the exhibit, including the repair of any damage to the building or library property caused in the installation or removal of the exhibit.
- The library does not have adequate space to store packing boxes or artwork that has been left behind. Exhibitors will be notified if any artwork has been left behind. If artwork is not picked up or special arrangements made, artwork will be moved for disposal.
- Any movement of library soft-seating or exhibit display cases must be arranged with the gallery coordinator prior to exhibit installation. No tables or study carrels should be moved or used to display artwork without express permission from the gallery coordinator. Furniture must be returned to its original location at the conclusion of the exhibit.
- The library has limited electrical connectivity in our exhibit spaces. Use of electrical connectivity for exhibit purposes must be approved by gallery coordinator prior to installation.
Campus publicity
Exhibit information, along with digital images, will be added to the ASU Library web site, the Campus Events webpage and the campus student newspaper at our discretion.
Off-campus publicity is the responsibility of the exhibitor.
Security and insurance
- Gallery displays are afforded the same security protection as that of other library materials. Additional security cannot be provided by the ASU campuses. Any additional security desired must be arranged and paid for by the exhibitor.
- University insurance does not cover exhibit materials that are for sale. Items for sale must be accompanied by a Certificate of Insurance naming ASU, ASU Board of Regents and State of Arizona as additional insured.
- Art Exhibits on Loan to the University are insured through ADOA State Risk Management provided a written agreement is in place. The agreement must be signed by the exhibitor and an ASU representative with signature authority in accordance with Purchasing and Business Services Policy and Procedure PUR 202.
- The written agreement must contain the following:
- Transportation responsibilities;
- A valuation of the art (copy must be provided to ASU Insurance Services);
- A statement of understanding that the art shall not be exhibited for sale purposes.
- If an exhibitor wishes to display their work as a sales promotion, ASU will not assume any responsibility for the exhibit. The exhibitor will be required to provide ASU with a certificate of insurance with the limits of coverage described in the Certificate Issued to ASU by a Non-State Entity Section.