1. Preamble
ɬ Libraries, through an exhibition program, provide intellectual, physical, and electronic access to their special collections, including rare books, archives, and art to members of the ɬ community, Montreal, and beyond.
2. Purpose
To outline the principles and objectives for exhibitions hosted by the ɬ Libraries and to guide its exhibition program.
3. Scope
This policy applies to exhibitions located within the ɬ Libraries as well as digital exhibitions displayed using software that the Libraries subscribe to, exhibited on interactive screens within ɬ Libraries, or hosted on ɬ Libraries’ web servers. This policy does not apply to modest or timely exhibits, showcases, or displays, though this type of outreach is also important to the research, teaching, and learning mission of the Libraries. Exhibitions in non-library locations of works from the Visual Arts Collection are also out of scope.
4. Definitions
4.1. Exhibition:
The public presentation of an arrangement of original materials such as publications, manuscripts, artefacts, art, and archival material or installations hosted by the ɬ Libraries. An exhibition requires “significant effort and resources, as well as extensive study and contextualization of a wide array of primary source materials” and is “based on in-depth research and be an accessible 2 counterpart to other forms of scholarship on the research topic.”1 An exhibition may include physical objects and/or be presented digitally.
1Novara, E. A. & Novara, V. J. (2017). Exhibits as scholarship: Strategies for acceptance, documentation, and evaluation in academic libraries. The American Archivist, 80(2), p. 355-372.
4.2 Digital exhibitions include:
4.2.1 Web exhibition:
An exhibition that is hosted on the open web and can be accessed by anyone using a web browser.
4.2.2 Touch-screen exhibition (also known as touch-table exhibition):
An exhibition that is hosted on interactive digital signage software for display on specific touch screen devices in a location within ɬ Libraries. A touch screen exhibition is visited at the library where it is on display. Digital exhibitions are considered major exhibitions and distinct from digital collections, digital indexes, or digital findings aids in their inclusion of curatorial content that is based on significant scholarly research.
4.3 Display:
Smaller scale presentation or arrangement of books, artworks, or other items from the Libraries’ collection. Such displays typically include items other than primary sources, do not require extensive research, and are not considered scholarly contributions. Displays are not governed by this policy.
4.4 Curator:
A curator refers to an individual responsible for the intellectual content of an exhibition, and who has oversight for its creation. A curator of an exhibition is the equivalent of an author of a publication. There may be more than one curator of an exhibition, in which case, they are referred to as co-curators.
5. Policy Content
5.1 Purpose and guiding principles of exhibitions at the ɬ Libraries
ɬ Libraries maintain a multi-year exhibition program that makes accessible its rare and special collections, including art and archives. The exhibition program extends to all Libraries’ spaces and digital platform and is intended to showcase primary sources by ɬ Libraries. Libraries exhibitions reflect strategic research themes of the university and respond to current issues and opportunities of the diverse communities it serves.
Through its exhibition program, the ɬ Libraries seek to:
- Enhance scholars’, students’, and the public’s awareness and appreciation of its distinctive collections;
- Broaden students’ horizons by presenting material and collections that go beyond the scope of their curricula;
- Promote the creation of exhibitions by members of the university community;
- Offer cultural programming to members of the ɬ community and the public by creating accessible, inclusive, and welcoming spaces;
- Enlarge and diversify the audience for the appreciation of ɬ Libraries’ exceptional holdings
5.2 Equity, diversity, inclusion, and accessibility
All exhibitions are open to the public and free of charge.
The exhibition program at ɬ Libraries encourages representation of diverse voices in library exhibitions. The Libraries exhibit holdings in ways that avoid exploitation and harm, and in conversation and collaboration with members of marginalized or vulnerable communities.
Exhibitions are presented in English and French, with the opportunity to add additional languages including Indigenous languages and language of origin of materials on display.
Exhibitions are designed to remove barriers and enhance physical and intellectual access for diverse audiences. The exhibition program strives to present information via multiple modalities (e.g., text, audio, tactile, visual) and adheres to the .
Web exhibitions will meet Quebec’s provincial web accessibility standards as outlined in the .
5.3 Exhibition curator
ɬ Libraries welcome exhibition proposals from members of the university. Proposals are not accepted directly from individuals or organizations external to the university. In circumstances where at least one curator is not a member of the Libraries’ staff, an inhouse facilitator, in consultation with the unit head, is typically assigned to work with the curator. All curators will be listed as authors of the exhibition.
5.4 Exhibition Program Committee and approval process
An Exhibition Program Committee, composed of members from across ɬ Libraries, is responsible for oversight and implementation of the policy, as well as any guidelines and procedures resulting from it.
The Exhibition Program Committee is a decision-making body for the program selection at ɬ Libraries. The Committee adheres to the guiding principles outlined in section 5.1 of the policy for considering proposals, in addition to logistical and local considerations.
On the recommendation of the Committee, the Trenholme Dean of Libraries is responsible for approving the exhibition program.
For all exhibitions approved to be included in the Libraries’ exhibition program, a memorandum of agreement will outline the roles and responsibilities of the curator.
5.5 Exhibition proposal
All exhibitions require approval for inclusion in the exhibition program. They are typically planned two to three years in advance. Anyone considering developing and proposing an exhibition is encouraged to discuss their idea with their supervisor and the chair of the Exhibition Program Committee before writing the formal proposal that must be submitted for review. The proposal should be succinct, include a preliminary budget and explain why this exhibition should happen in or through the ɬ Libraries.
Detailed guidelines for the submission of a proposal are available from the Exhibition Program Committee. Incomplete proposals will be returned to the submitter.
5.6 Location of exhibition
ɬ Libraries maintain exhibition spaces throughout its locations, in areas accessible to members of the ɬ community and to the general public, as well as through its website. The Libraries provide an inventory of spaces and equipment for exhibitions that curators may refer to in preparing their proposals. Exhibition cases and equipment available in the Libraries may be used for purposes other than exhibitions and are subject to availability.
Approval to exhibit materials in a ɬ Libraries location is done in consultation with the library head responsible for the space and equipment, subject to availability, relevance to the library, other scheduled activities, and the capacity of the members of the library team.
5.7 Duration of exhibition
All exhibitions in ɬ Libraries are temporary, and are typically of a duration of three to a maximum of six months. ɬ Libraries will present web exhibitions through hosting on their web servers for a minimum of five years. After five years have elapsed, the Libraries may archive and retire web exhibitions and remove the exhibition content from their servers. See 5.16, “Documentation & Archiving” for policy relevant to accessing a web exhibition after its retirement.
Scheduling of major exhibitions may be subject to change due to unforeseen circumstances.
5.8 Exhibition content
5.8.1 Materials selection and handling
Exhibition content is primarily drawn from the library collections, and can be supplemented, as appropriate, with material from other sources. The number of items to be included in the final exhibition is determined in part by the constraints and space limitations of the equipment. Note that some materials may be deemed too fragile or too valuable for inclusion in the exhibition. Decisions about the appropriateness of material for exhibition or digitization are made in consultation with the in-house subject or technical expert. The stability of collections items, the display furniture, copyright costs, and the security of the display environment are also taken into consideration before final approval. ɬ Libraries reserves the right to refuse to exhibit an item.
5.8.2 Description
All exhibitions must be introduced by a curatorial statement, and each item displayed is individually described with an accurate and complete citation and location information. It is the responsibility of the curator to create this content.
5.8.3 Copyright holder of the exhibition
Copyright of the exhibition, including arrangement and content authored by the curator, is governed by ɬ’s Copyright Policy
5.9 Installation and transportation
Any staff member contributing to the installation of collections for exhibition must be trained in collections care and handling standards. Loans from other institutions may require professional art handling services.
5.10 Loans within ɬ
While the primary mission of the exhibition program is to highlight ɬ Libraries’ collections, curators may propose borrowing items from other ɬ collections such as the Redpath Museum. Any works proposed should be in good condition. While the curator is encouraged to make initial inquiries, the formal loan agreement is the responsibility of the Libraries.
5.11 Loans from institutions or collections outside of ɬ
Items proposed for loan from other institutions or from private collections, should be in good condition. Standard institutional procedures for shipping, insurance (the responsibility of the borrower, meaning ɬ), and proper handling apply. While the curator is encouraged to make initial inquiries, the formal loan agreement is the responsibility of the Libraries.
5.12 Copyright of materials
All items in exhibitions, both physical and digital, should include attributions and rights statements, including those not under copyright.
Any items for which ɬ holds copyright and that have been digitized by ɬ Libraries for display in digital exhibitions are typically licensed under a Creative Commons Attribution (CC-BY) license. Exceptions can be made with prior discussion.
5.13 Security and insurance
All items in exhibitions are displayed in locked cases or securely locked on walls. Exhibitions are covered by ɬ’s Risk Management and Insurance Policy. Items borrowed from outside of the ɬ Libraries for exhibitions are also covered by ɬ’s policies from the lender’s premises to its return as described in the loan agreement.
5.14 Promotion and outreach
ɬ Libraries place great value on outreach to the university and wider community through effective promotion and events. Promotion includes various communications methods (e.g., posters, social media, website content, digital signage, press release, newsletter content). Exhibitions will be promoted by the ɬ Libraries to the university and wider community and with partners, when applicable. Promotional materials will include the ɬ Libraries logo and will be created in consultation with the exhibition curator(s). Content for promotion (e.g., exhibit title and curators, location, date, description), including text for exhibition posters, should be provided to the Libraries Communications Office at least two months prior to the exhibition start date to ensure adequate time for translation, design, and printing. The Libraries will oversee translation so that all promotional content is available in both French and English.
Special events, activities, and programs for educational purposes, designed to engage intended audiences and enhance the impact of the exhibition, should be planned in collaboration with ɬ Libraries event and outreach staff and other interested groups, and the Communications Office should be notified six months prior to the exhibition start date. The Libraries are under no obligation to commit to programming for any given exhibition nor to provide funding.
5.15 Resources and external funding
ɬ Libraries do not provide funding or stipends for curators for exhibitions, unless a specific agreement has been made.
For curators whose proposal to create an exhibition is contingent on the awarding of external funding (e.g., a grant or fellowship), approval may be contingent on confirmation of funding. Such confirmation must be received by the Libraries at least 12 months prior to the exhibition start date. Failure by the curator to confirm exhibition dates or to request a postponement will result in the cancellation of the exhibition, and a new proposal will be required. Funding from an external agency (e.g., Social Sciences and Humanities Research Council) does not ensure an exhibition proposal will be accepted.
5.16 Documentation and archiving
ɬ Libraries will maintain a record of all exhibitions, their descriptions and curators, to be made public. The Libraries will document the overall design of the exhibition by photographing the exhibition space in order to visually capture the exhibition’s physical arrangement and modes of display. The Libraries will retain the exhibition proposal as well as any loan agreements related to the exhibition, copyright agreements, feedback, security and conservation notes, and other planning documents.
The ɬ Libraries do not typically fund the creation of exhibition catalogues. If an exhibition catalogue is planned, details and funding sources should be included in the proposal.
The Libraries do not preserve physical and promotional materials for exhibitions (e.g., posters, signage, labels). These may be kept by the curator upon dismantlement of the exhibition. The Libraries will not store these materials indefinitely after the exhibition has concluded.
Web exhibitions will be archived according to ɬ Libraries’ digital preservation best practices and web archiving program. The web archived versions of the ɬ Libraries’ web-based digital exhibitions will be made publicly available on the Libraries’ main web archiving platform. The original files for the web exhibition will be saved according to the Libraries’ digital preservation best practices.
For touch-screen exhibitions, a copy of the exhibition files will be saved according to the Libraries’ digital preservation best practices. As these exhibitions run on proprietary software, saving the original files does not guarantee continued access to the exhibition content.
5.17 Comments
ɬ Libraries are committed to ensuring an equitable and inclusive campus climate for all. ɬ Libraries also embrace the principles of academic freedom, including the freedom of its scholars to pursue research and artistic creation, freedom of thought and freedom of opinion. Comments on the content of an exhibition should be addressed in writing to the Trenholme Dean of Libraries.
6. Reporting
An annual report will be submitted by the chair of the Exhibition Program Committee to the Trenholme Dean of Libraries.
7. Authority to Approve Procedures
The Trenholme Dean of Libraries is given delegation of authority for the development and approval of any guidelines or procedures related to the policy
8. Review
This policy will be reviewed every 5 years, or earlier if required.
Document history
Recommended by Library Cabinet: March 18, 2025
Approved by Library Council: April 7, 2025
Updated: N/A