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Arts and Lectures Policies and Guidelines


Policies

Proposals

Proposals for an exhibit, lecture, or event are accepted on an ongoing basis. Proposals for the gallery are reviewed twice a year; proposals for the display cases and for lectures are reviewed regularly. Detailed information about proposals can be found in the Guidelines section below.

Insurance

Insurance documentation is required through SSU for each exhibit. A form must be filled out detailing the title, physical dimensions, medium, value, etc of the works being exhibited. This form is handled by the Library Operations Director (3rd floor Administration Office) who works with necessary campus departments to secure adequate insurance. This form should be completed at least one month prior to installation. Upon receipt of any work and prior to installation, the library is responsible for completing a "Condition Report" for each item received.

Publicity

Publicity for University Library Arts & Lectures activities is handled through the Arts & Lectures Coordinator. All Arts & Lectures activities will minimally include an event announcement distributed on campus and via Arts & Lectures mailing list and a press release distributed to all appropriate venues. Exhibitors are expected to provide necessary information for creating press releases at least four weeks prior to installation. The Arts & Lectures Coordinator works closely with the University Affairs office in preparation and distribution of promotional materials.

Opening Receptions

The University Library has no budget for hosting receptions for display case exhibits. Receptions for exhibits in the University Library Gallery or for lectures are determined on a case-by-case basis.

Acquisition and Deaccessioning

The University Library Art Gallery adheres to the policies established by the University Art Gallery for acquiring and deaccessioning materials.

Guidelines for Proposals

Gallery Exhibit Proposals

Proposals for exhibits in the University Library Art Gallery are accepted throughout the year and reviewed on a twice per year basis. The Gallery Committee, consisting of the Library Dean, Director of the University Gallery, and Coordinator of the University Library Arts and Lectures program, are charged with reviewing all proposals and scheduling all exhibits. Exhibits are scheduled throughout the year, and run an average of six weeks. The Gallery calendar is planned at least one year in advance.

Individuals or groups interested in proposing an exhibit are encouraged to speak to one of the members of the gallery committee prior to submitting a proposal. Proposals are reviewed for their appropriateness to the mission of the University Library Arts and Lectures program. Individuals must submit proposals in writing.

  • Proposals should be submitted at least one year in advance of the desired exhibition date.
  • Proposals must include full name and complete resume of all contributing artists, a description of each object to be displayed (including size, weight, nature of material, value, and title).
  • If the exhibit has been shown before, the proposal should include the dates and places of prior exhibitions and exhibition catalogues, if available.
  • Exhibition proposals and resumes will be kept on file in the office of the University Library Arts & Lectures Coordinator for a minimum of two years with action noted.
  • It is the policy of the gallery to host two student exhibits per academic year. The University Library Art Gallery will not be in the habit of presenting one-person shows of work by either students or its faculty; however, under extraordinary circumstances exceptions will be made.
  • It is the policy of this gallery to accept and consider proposals of one-person shows of work by professional artists not on the University staff or students at the University.
  • Budget for exhibits is limited. It is important for outside exhibitors to help secure necessary funding for exhibits.

Display Case Exhibit Proposals

Proposals for exhibits in the University Library Display Cases are reviewed throughout the year. The Coordinator of the Library Arts and Lectures program or designee is charged with reviewing proposals for the display cases. Exhibits run an average of eight weeks. The display case calendar is planned at least four months in advance. The Arts and Lectures Coordinator works closely with other campus departments to create a variety of exhibits.

  • Submit a written proposal describing the exhibit.
  • Proposals should be submitted at least four months in advance of the desired exhibition date. You're encouraged to contact the University Library Arts and Lectures Coordinator prior to submitting a proposal.
  • If the exhibit has been shown before, the proposal should include the dates and places of prior exhibitions and exhibition catalogs, if available.
  • Exhibition proposals will be kept on file in the office of the University Library Arts and Lectures Coordinator for a minimum of two years with action noted.
  • Proposals are reviewed for their appropriateness to the Arts and Lectures mission and such additional factors as education content and timeliness in regards to other SSU events.
  • Any costs incurred are the responsibility of the exhibitor.

Exhibit Preparation

Once a proposal has been accepted, the Display Exhibitor and the University Library Arts and Lectures Coordinator will meet to determine:

  • Specific dates
  • Installation and removal schedule
  • Specifics about the exhibit items
  • Installation design

Lecture Proposals

Proposals for lectures in the University Library are reviewed throughout the year. The Coordinator of the Library Arts and Lectures program is charged with reviewing proposals. Final decisions are made by the Arts and Lectures Coordinator and the Library Dean. The lecture schedule is planned at least four months in advance.

  • Individuals/groups must submit proposals in writing describing the lecture.
  • Proposals should be submitted at least four months in advance of the desired lecture date.
  • Individuals are encouraged to contact the Arts and Lectures Coordinator prior to submitting a proposal.
  • If the lecture has been given before, the proposal should include the dates and places of prior engagements.
  • Lecture proposals will be kept on file in the office of the University Library Arts and Lectures Coordinator for a minimum of two years with action noted.
  • Proposals are reviewed for their appropriateness to the University Library Arts and Lectures mission and such additional factors as:
    • Educational content
    • Timeliness in regards to other SSU events.
  • Individuals will receive a formal confirmation letter upon acceptance of their proposal, which establishes a contract for reservation of space and outlines specifics.
  • Any costs incurred are the responsibility of the outside group.

For More Information

If you need further information, please contact the Dean of the University Library, Karen Schneider (karen.schneider@sonoma.edu).