December 7, 2016 Agenda Item 20.0: Exhibit Policy and Procedure TO: FROM: RE: Sacramento Public Library Authority Board Tony Alexander, Facilities Operations Manager Exhibit Policy and Procedure RECOMMENDED ACTION(S): Adopt Resolution 16-35, approving the Library Exhibit Policy and Procedure outlining the use of library spaces for the purposes of art exhibits as presented in Exhibit A. REASON FOR RECOMMENDATION Sacramento Public Library receives many requests from outside groups asking to use library spaces for the purposes of exhibiting artwork. This policy and procedure provides the expectations for the use of library spaces for hosting art exhibits and outlines expectations for both library staff and potential exhibitors. ATTACHMENT(S): Resolution 16-35, approving the Library Exhibit Policy and Procedure outlining the use of library spaces for the purposes of art exhibits as presented in Exhibit A
RESOLUTION 16-35 Adopted by the Governing Board of the Sacramento Public Library Authority on the date of: December 7, 2016 APPROVING THE LIBRARY EXHIBIT POLICY AND PROCEDURE. NOW THEREFORE BE IT RESOLVED BY THE GOVERNING BOARD OF THE SACRAMENTO PUBLIC LIBRARY AUTHORITY AS FOLLOWS: 1. Approve the attached Exhibit Policy and Procedure outlining the use of library spaces for the purposes of art exhibits. Rick Jennings II, Chair Don Nottoli, Vice Chair ATTEST: Rivkah K. Sass, Secretary By: Linda J. Beymer, Assistant Secretary ATTACHMENT(S): Exhibit A: Library Exhibit Policy and Procedure
Policy No: Sacramento Public Library Policies and Procedures Title: Use of Library Facilities: Exhibit Policy and Procedure Department: Facilities Issue Date: 12/07/2016 Revision Date: I. PURPOSE The purpose of having exhibits in the Sacramento Public Library is to permit, for limited periods of time, displays of unified collections of paintings, prints, sketches, sculpture artifacts, or other objects to encourage the appreciation of a range of art, collections or displays. II. POLICY Sacramento Public Library welcomes the opportunity to provide exhibit space in some locations as a public service for the display of art or collections. Exhibits are selected or prepared by library staff on the basis of their aesthetic quality. They should have some educational, research or recreation interest and an ability to attract a wide general audience. III. PROCEDURES Exhibits may be prepared by individuals, organizations or institutions specifically for the Sacramento Public Library; such exhibits should not involve the advocacy of public issues. Exhibits also may include traveling exhibits selected by the Library, and exhibits by artists of national, regional or local interest. At other times, the exhibits may be of materials owned by the Library. The exhibitor s name must be posted in the exhibit. PRICES MAY NOT BE POSTED NOR SALES CONDUCTED ON LIBRARY PROPERTY. Normal precautions for the security of the exhibit will be exercised by the Library. However, the Library does not assume responsibility or liability for any damage or loss of any part of an exhibit. The Library provides no insurance coverage for this purpose. The installation is subject to the approval of the Library. Art exhibited must not result in any physical damage to the exhibit space. Publicity from an exhibitor must be approved by the Library Director and Library Communications staff at least 30 days prior to the start of the exhibit. This includes, but is not limited to, press, print, radio or television media, fliers, websites or social media. Publicity also may be initiated by the Library at its discretion through its regular communications channels. The Library may use the brief descriptions and images included in the Art Exhibit Application for the purposes of publicity. IV. GUIDELINES Exhibits will be on displayed for a mutually agreed-upon time. Exhibit Policy Page 1
Application to exhibit must be made in writing using the Art Exhibit Application and, if requested by the Library, accompanied by examples of work to be shown. Exhibits in a branch library must also be approved by the Branch Supervisor. Exhibitors should include a list of the titles of works and a brief description of the exhibit, or include an artist statement. Images also may be included with the application. The responsibility for denial of a request shall rest with the Director, Deputy Library Director or designated manager. V. FORMS AND INFORMATION Appendix A: Art Exhibit Application VI. RELATED POLICIES/PROCEDURES Use of Library Facilities by Non-Library Groups Exhibit Policy Page 2
Appendix A: Art Exhibit Application Name of Exhibitor: Telephone (Day): Address: (Evening): Email: Exhibit Medium (watercolor, photo, oil, etc.): Description of Exhibit: Images of works (please attach with this application) Your signature indicates that you have read and are in agreement with the terms and provisions of the Sacramento Public Library Use of Library Facilities by Non-Library Groups and Individuals Policy: Exhibit Procedure. Name (print please) Signature Date Please prioritize the display period for your works placing a 1 (one) in front of your first choice, 2 for your second, etc. June-August September November December February March - May Please return this completed application along with accompanying materials (description, images). Keep one copy of the complete application for your records. Send your submission to: Sacramento Public Library Attn: Director 828 I Street Sacramento, CA 95814 If you have questions, please contact Rivkah K. Sass, Library Director, Sacramento Public Library, 916-264-2830. Exhibit Policy Page 3