University Libraries Guidelines for Events, Exhibitions, and Displays

Overview

In addition to offering study space and physical resources to UNC students, faculty, and staff University Libraries uses its space to increase student, faculty, and staff awareness of library collections, services, and events; to highlight university events and activities; and to enlighten library users and contribute positively to the library’s environment.

University-affiliated groups, such as academic departments and student organizations, can request to use University Libraries space to host a short-term display, an event, or tabling.

All special requests must be approved by University Libraries Administration.

Use of Michener Library for an Event

In keeping with our mission, use of the Libraries spaces for events must support the curricular and co-curricular mission of the university or Libraries. Events, such as author talks, panel discussions, guest lectures, film showings, etc. should promote academic scholarship and creative works, disseminate diverse perspectives, and foster enthusiasm for teaching and learning.

• Application Guidelines
  • A Building Use Survey must be completed to apply for an event at least 6 weeks prior to the event.
  • Submission of a request does not mean approval. We cannot guarantee that we will accommodate every request. Approval of events will depend on the time in the semester, time of day, noise level, etc.
  • All requests will be responded to via email.
  • Direct any questions to Jenn Beck, 970-351-4468
• General Event Guidelines and Information
  • Events must be of high-quality design and execution.
  • Events must be free and open to the public.
  • Events must be held during normal building hours.
  • Alcohol is not allowed.
  • Attendees without parking permits must pay for parking.
• Event Areas
  • Mari Michener Gallery
  • Government Publications/Late Night Study
  • Lower Level display cases (outside Archives and Special Collections)
  • Michener 303 (in accordance with Libraries classroom user guidelines)
  • Michener 335 (in accordance with Libraries classroom user guidelines)
  • Skinner Music Library
  • Suey Hey & Stella Chin Multipurpose Room (in accordance with Libraries classroom user guidelines)
• Event Organizer Responsibilities
  • Coordinates all furniture set-up with Dave White, the Libraries Facilities Manager. If extra chairs are required, the event organizer may request them from Facilities in advance. Notify Jenn Beck of their delivery time and location.
  • Makes arrangements in advance for any technology needs. Michener Library has a movable monitor for displaying presentations (HDMI and VGA hookups) and can be included with the furniture request. All other technology must be requested through IM&T or the University Center.
  • Arranges for any catering needs and communicates delivery information with Jenn Beck. If hosting an event in the gallery, the break room can be used for catering preparation. There is also space in the Multipurpose Room that can be used for catering/food preparation needs.
  • Has adequate staffing to assist guests.
  • Ensures the space is returned to its original state at the end of the event.
    • All food, beverages, and paper products are in trash receptacles.
    • A/V equipment is turned off.
    • If Libraries furniture has been re-arranged, leave it for Libraries staff to place back in original location.

  Failure to adhere to these policies may result in the loss of event space use privileges.

• Additional Information
  University Libraries policies (including use of the building)

Additional Guidelines: Tabling, Short-Term Displays, and Mari Michener Gallery

There are additional guidelines for tabling, short-term displays, and use of the Mari Michener Gallery. Please click to read the additional information if your event falls into any of these categories.

• Tabling

  In keeping with our mission, use of the Libraries spaces for tabling must support the curricular and co-curricular mission of the university or Libraries.

  Application Guidelines

  • A Building Use Survey must be completed to apply for tabling at least 2 weeks prior to the event.
  • Applications for use of event space are accepted from UNC academic programs or student organizations.
  • Submission of a request does not mean approval. We cannot guarantee that we will accommodate every request. Approval of tabling will depend on the time in the semester, time of day, noise level, etc.
  • All requests will be responded to via email.
  • Direct any questions to Jenn Beck, 970-351-4468

  Tabling Guidelines

  • Tabling takes place in the Michener Library foyer.
  • Tables and chairs are not to be removed from the foyer.
  • Groups must bring own equipment and supplies.
  • Temporary signage may be posted on the table, but it must be removed at the end of the reservation
  • Area must be left clean and orderly. Table surfaces are to be cleared and all trash/recycling placed in appropriate bins.
• Short-Term Displays

  In keeping with our mission, use of the Libraries spaces must support the curricular and co-curricular mission of the university or Libraries. Examples of short-term displays may include items hung from the mezzanine or a pop-up banner.

  Application Guidelines

  • A Building Use Survey must be completed to apply for exhibit space at least 2 weeks prior to the exhibit start date.
  • Applications for use of event space are accepted from UNC academic programs or student organizations.
  • Submission of a request does not mean approval. We cannot guarantee that we will accommodate every request. Approval of displays will depend on the time in the semester, size of the display, space utilized, etc.
  • All requests will be responded to via email.
  • Direct any questions to Jenn Beck, 970-351-4468

  Criteria for Displays

  Display proposals will be evaluated for content, originality, design, and use of appropriate materials and should satisfy the following criteria:

  • Displays must be of interest to the broad university community. They may be tied to an event but should not be promotional in nature.
  • Displays must be of high-quality design and execution. They may not include perishable materials. They should include professional looking signs and labels including a label indicating the campus department or student organization responsible for the display.
  • Please note that University Libraries is not liable for any theft or damage that may occur to any display materials.

  Display Installation and De-installation Guidelines

  • The display If additional time is needed, you will need approval from the Dean of University Libraries.
  • A specific date and time must be arranged with University Libraries for the installation and de-installation of the exhibit.
  • Displays must be removed by the specified date since other exhibits may be scheduled for the space.  University Libraries is not responsible for materials on display or left after the agreed upon de-installation date.
  • Methods for hanging materials must be approved by University Libraries Administration and cannot cause permanent damage.
  • Exhibitors must design the display to conform to existing designated building space. Minimal furniture arrangement is allowed in consultation with University Libraries Administration.
• Mari Michener Gallery

  In keeping with our mission, the goal of the Mari Michener Gallery is to provide a space for the UNC community to experience visual arts and culture as well as foster an environment for intellectual growth and critical conversations. 

  The purpose of the Mari Michener Gallery is to provide a forum to acknowledge and amplify issues of cultural, historical, or artistic significance. Mari Michener Gallery will be committed to celebrating the voices of UNC students, faculty, and staff,  including those who belong to marginalized communities or identities. The Gallery will strive to showcase a wide and rotating range of voices, mediums, and experiences.

  Do you have an idea for an exhibition? Please complete this survey.

  Mari Michener Gallery Guidelines

  Exhibitions with works containing the following will not be considered:

  • Organic materials that can attract pests (plants, dirt/soil, food with a shelf life, anything with a smell)
  • Bodily fluids
  • Live animals
  • Sharp objects or weapons
  • Water
  • Glitter or confetti

  Exhibitors will be expected to take full responsibility for installation and deinstallation of exhibitions. Exhibitors will be expected to coordinate with the University Libraries Administration to ensure the gallery is returned to its original state.

  The Mari Michener Gallery uses traditional gallery rods to hang works. Exhibitors will not be permitted to make any holes in gallery walls. Some pedestals and vitrines are available for display purposes. Signage and labels may be affixed to the wall using blue painter’s tape only. All final display decisions must be approved by University Libraries Administration.

  The Mari Michener Gallery is open during regular library hours. Please note that the Mari Michener Gallery does not have a dedicated gallery attendant. University Libraries is not liable for any theft or damage that may occur to any works displayed.

  For more information, see Best Practices for Exhibition in the Mari Michener Gallery.