Brown University Library Exhibition Application
Brown University Library is committed to providing an exhibit program that supports the curriculum of the University and provides an environment that enhances the cultural and intellectual life of the University and the larger community.
To request loans of Brown University Library materials for use in exhibitions not in the Brown University Library, review the Loan Guidelines.
Application Process
Exhibition proposals should be submitted at least six months before the date desired for exhibits in the Rockefeller Library, Orwig Library, Annmary Brown Memorial, and the John Hay Library’s Willis Reading Room, Lobby, Lownes Room, and Bopp Seminar Room, and at least 18 months to two years before the date desired for exhibits in the John Hay Library Gallery (location descriptions below).
Listed below are the required steps one should follow when submitting an exhibition proposal:
- Complete the Exhibit Proposal Form
- The Exhibition Committee will review the proposal and, based on the Exhibition Selection Criteria and/or schedule, and will contact the applicant in a timely manner.
- The Library will add accepted exhibitions to the calendar for the exhibit venue and to the Brown University Library calendar.
Questions about exhibits at the Brown University Library should be sent to exhibits@brown.edu.
Exhibition Locations
| Location | Request Deadline | Exhibition Length |
|---|---|---|
| Annmary Brown Memorial | 6 months prior | 4-8 weeks |
| John Hay Library—Bopp Seminar Room | 6 months prior | 3-4 months |
| John Hay Library—Exhibition Gallery | 18 months prior | 3-4 months |
| John Hay Library—Lobby | 6 months prior | 4-8 weeks |
| John Hay Library—Willis Reading Room | 6 months prior | 3-4 months |
| John Hay Library—3rd Floor Gallery | 6 months prior | 3-4 months |
| John Hay Library—3rd Floor Cases | 6 months prior | 3-4 months |
| Orwig Library—Lobby | 6 months prior | 3-4 months |
| Rockefeller Library—Finn Reading Room | 6 months prior | 3-4 months |
Exhibit planners are strongly encouraged to complete the tutorial Conservation Guidelines for Exhibiting Library Materials offered two times per calendar year by the Library Materials Conservator, or available online anytime.
Kick-Off Meeting for an Exhibition
A kick-off meeting will be called for each exhibition. It is at this meeting where the scope of the exhibition will be discussed along with any concerns about materials requested; online promotional and exhibit needs; printed material requests such as posters, postcards, and pamphlets; and related events. Needs for programmatic support for the exhibition that arise after this kick-off will be accommodated as staff and scheduling allow.
Selecting Materials for an Exhibition
Exhibition planners must select and request materials for the exhibition and place them on reserve under the exhibition name at least six months prior to installation for exhibits in the John Hay Gallery, and three months prior to installation for other Library exhibit spaces. Accommodations can be made to use items from the Library’s special collections and general collections. Course reserve materials should not be considered for use in exhibitions.
Digitization and Promotion
Production of high-resolution, color-accurate images of exhibition items requires sufficient lead-time. All digitization requests for image use in the exhibition as well as in promotional materials go through Digital Production Services two months prior to installation. The need for promotional materials (e.g., poster, website, pamphlets) must be outlined in the initial proposal, and will be discussed in the project kick-off meeting.
Funding
Brown University has a budget for exhibitions that will cover labels, signage, basic publicity, and a minimal amount of supplies. Funding concerns should be discussed with the Exhibit Committee prior to submitting an exhibition proposal.