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Exhibit Policy 

The West Florida Public Libraries (WFPL) provides space for exhibits which 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 wide spectrum of opinions and viewpoints in library-initiated displays and exhibits are intended to appeal to a range of ages, interests, and information needs.

PRIORITY OF USE

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

ELIGIBILITY OF USE

WFPL exhibit spaces are not to be used by commercial businesses to make a profit or solicit customers in any way.  Exhibit spaces may be used by nonprofit educational or community organizations or groups for educational, cultural, intellectual, or governmental presentations.  The use of exhibit spaces is free.

RESERVATIONS

Exhibitors must follow these guidelines:

  • A completed and signed Exhibit Loan Agreement and Release of Liability must be submitted.  Loan Agreements do not guarantee a reservation.  Following review, a written confirmation or declination will be sent from WFPL.   
  • 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 including the exact number of items for display, date and country of origin, and other descriptive information necessary for identification of the item. The exhibitor, working with the appropriate library staff, must sign again when the display is dismantled, verifying 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. It is recommended that the exhibitor obtain his/her own insurance coverage in regard to the exhibits.
  • WFPL reserves the right to determine how all exhibits are arranged. Exhibitors are responsible for hanging their own work and for providing all necessary materials for organizing an exhibit once approved by WFPL.  Each exhibit must be accompanied by a sign stating the name of the exhibiting artist(s)/collector(s) (or the group and institution to which they belong) and state that the library does not sponsor or endorse the artwork or collection. 
  • Exhibitors who cause damage from exhibiting 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, etc.
  • WFPL will not facilitate the sale of artwork or collections. Prices may not be affixed 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 & 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 is in violation of 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.

 

 

Revised and approved on November 18, 2024, by the West Florida Public Libraries Board of Governance.