Exhibit Policy 

West Florida Public Libraries (WFPL) provides space for exhibits that support its mission, vision, and values.

Acceptance of a display or exhibit topic by WFPL does not constitute an endorsement of the content of the display or exhibit, or of the views expressed in materials on display.

WFPL strives to include a broad spectrum of opinions and viewpoints in library-initiated displays and exhibits that appeal to a range of ages, interests, and information needs.

Priority of Use

WFPL, Escambia County, and other city, town, state, and federal government exhibits take precedence over the public's request to use such areas.

Eligibility of Use

Commercial businesses may not use WFPL exhibit spaces to make a profit or solicit customers. Nonprofit educational or community organizations or groups may use the exhibit spaces for educational, cultural, intellectual, or governmental presentations, and the library provides this use free of charge.

Reservations

Exhibitors must follow these guidelines:

• Organizations must submit a completed and signed Exhibit Loan Agreement and Release of Liability in advance. WFPL does not guarantee a reservation with the submission of a Loan Agreement. After reviewing the submission, WFPL will send a written confirmation or declination.
• The exhibitor is responsible for the installation and dismantling of the display during library operational hours. All artwork and collections must be “ready to hang,” or “ready to place”— i.e., matted and framed (if applicable) and identified as appropriate to the pieces. Artwork or collections must be of an appropriate size and quantity to fill the exhibit space.
• Each exhibitor must provide a detailed description of the items, including the exact quantity, date of origin, and any other necessary details for identification. When dismantling the display, the exhibitor must collaborate with the appropriate library staff to sign again, confirming that all materials have been returned.

Responsibility for Use

• Exhibits will be given reasonable care and protection within the limits of the usual operation of each library. WFPL is not responsible for the theft or damage to items on exhibit, nor does it provide security or insurance to protect them. Security and insurance are the sole responsibility of the exhibitor. WFPL reserves the right to require indemnification from an exhibitor. Exhibitors are encouraged to obtain their own insurance coverage for the exhibits.
• WFPL will determine the arrangement of all exhibits. Exhibitors must hang their own work and provide all materials needed to organize an approved exhibit. Each exhibit must include a sign stating the name of the exhibiting artist(s) or collector(s) (or their group or institution) and the disclaimer: “WFPL and Escambia County do not sponsor or endorse this artwork or collection."
• Exhibitors who cause damage to the exhibition space while displaying their works will be billed for repairs if deemed necessary by WFPL. Wall hangings will only be approved at locations with equipment designed for this purpose or if the exhibitor provides an acceptable alternative.
• To ensure equal opportunity, exhibits may be scheduled for up to one month within a 12-month period. If exhibits are not removed by the end of the exhibition period, WFPL has the right to remove the exhibit to make the space available to the next exhibitor. WFPL may dispose of these removed items at its discretion.
• Publicity is the responsibility of the exhibitor. Any publicity, signage, or written material provided by the exhibitor to accompany an exhibit must be approved by the Library Director or their designee. WFPL may include publicity for an exhibit on its website, social media, and other platforms.
• WFPL will not facilitate the sale of artwork or collections. Exhibitors are not permitted to affix prices to any materials on display.
• Abuse of the facilities, violation of the Exhibit Policy, or failure to comply with the decorum consistent with the Rights and Responsibilities Policy may result in denial of future use.

Selection and Consideration of Exhibits

• WFPL will not accept displays, exhibits, etc. that do not meet existing State and Federal laws on obscenity, libel, defamation of character, copyright, or invasion of privacy. Material that threatens violence or intimidation of any individual or group will not be displayed.
• WFPL reserves the right to require the exhibit to be removed or to cancel any exhibit should unforeseen conditions or situations arise.
• Displays and exhibits will be approved and scheduled as space permits.
• WFPL has the right to review the materials before the exhibit is set up.
• The Library Director and/or delegated designee has sole authority and discretion for approving the use of exhibit space.
• In the event WFPL determines a work violates these guidelines, WFPL will remove any materials violating these policies from the exhibit space immediately. WFPL will not be responsible for the storage or condition of any materials removed from the premises.

Revised and approved on November 17, 2025, by the West Florida Public Libraries Board of Governance.