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Halle Library Gallery Policies

Halle Library Gallery @ EMU exhibition policies & procedures.

I. General information

a. Location

The Halle Library Gallery is located at 955 West Circle Drive, Ypsilanti, MI 48197 and on level 1 of the University Library, Room 116.

b. Hours of operation

The Halle Library Gallery is open at any time that the University Library is open. The only hours the Gallery will not be accessible to the public is when exhibits are being installed or deinstalled. 

c. Management of space

Library Administration with support from the University Archives manages the Halle Library Gallery. This includes the exhibit calendar, review of exhibit proposals and communication with exhibitor(s). Unless specified, an Archives Associate will be the point of contact throughout the process.  

d. Policy Agreement Form

The Halle Library Gallery requires the completion of the Policy Agreement Form. Upon signing this form, the exhibitor acknowledges and agrees to abide by the Halle Library Gallery policies. Failure to comply with Halle Library Gallery policies will prevent the artist from exhibiting in the gallery in the future as well as result in immediate loss of reservation. This form also acknowledges that the University Archives must approve the placement and method of installation. 
While we do not give priority to particular departments or exhibitors, we will, when possible, fulfill requests for certain months and will place the show accordingly.

Proposed exhibits should:

  1. Reflect the diversity of the University's curriculum and student body.
  2. Contribute positively to the Library's environment, enrich the life of the University community, and strengthen partnerships between the library and the wider community.
  3. Be of an educational or cultural nature and must align with the mission of the Library or the University.

e. Walk-through

It is important that the exhibitor understand the layout and dimensions of the space as well as the available resources prior to installing an exhibit. For this reason, time must be scheduled through the University Archives for all potential exhibitors to visit the gallery before returning the Halle Library Gallery Shows/Exhibition Proposal. If the exhibitor has previously exhibited in this space, this requirement may be waived at the discretion of the University Archives.

f. Exhibition Information Form

The Halle Library Gallery also requires that each exhibitor complete the Exhibition Information Form. Please email [email protected] to obain the form. This form will provide the gallery with information regarding the exhibition logistics, exhibition materials, and special accommodations. This form must be submitted three months prior to the exhibition date; failure to do so may result in loss of exhibition date.

g. Contact person

A single contact person/exhibitor is responsible for finalizing exhibitions dates, forms, delivery/transportation of materials for exhibition, reception (if wanted) and deinstallation day/time. If a show features multiple exhibitors, the contact person is responsible for informing their fellow artists of the policies.

II. Gallery resources

a. Electricity

The Halle Library Gallery is not responsible for providing extension cords or other necessary resources for use of outlets.

b. Audio/visual

Videos can be played in the gallery; however, the University Library does not provide any video technology. Any audio or visual equipment, such as televisions, VCRs, and DVD players, must be provided by the exhibitor.

c. Ladders

If the exhibitor needs a ladder, they must supply their own. Neither the Halle Library nor EMU are responsible for any injuries due to use of a non-university ladder.

d. Lighting

The Halle Library Gallery has a permanent track lighting system installed in the ceiling. Exhibitor(s) will work directly with the Archives Associate, to maximize the available lighting in order to personalize each exhibit as needed.

e. Permanent hanging system

The Halle Library Gallery has a permanent hanging system installed on the north, west and south walls of the space. If the hanging system does not accommodate exhibition needs, arrangements must be made with the Archives Associate. Holes may not be drilled, and nails may not be used on gallery walls.

III. Exhibition logistics and gallery policy

a. Exhibit arrival/departure

The University Archives will arrange with the exhibitor the dates and times that the exhibit will arrive and depart. Ideally, materials are installed and deinstalled during intersessions. The Halle Library Gallery has limited access to small wheeled carts that can be used to assist in this process. If the exhibitor has materials to exhibit that are heavier than 20 pounds, they must bring their own assistance.

b. Storage

The Halle Library Gallery has a small storage space in the back of the gallery. If storage is needed the week prior to the exhibition, this can be arranged with the Archives Associate. Storage needs must be noted on the Exhibition Information Form. Due to limited space, materials may not remain in the gallery after the de-installation except on an emergency basis. If materials are left in storage thirty (30) days after de-installation, the Halle Library Gallery may dispose of them.

c. Multiple-artist exhibit

In an exhibit featuring more than one artist, one person must be appointed as the main contact for the exhibit. All materials need to be dropped off at one time and picked up at one time unless otherwise arranged with the Archives Associate. Multiple material drop-offs cannot be accommodated and will not be accepted unless cleared with the Archives Associate upon return of the Exhibition Information Form.

d. Hanging preparation

Unless otherwise arranged, the Halle Library Gallery requires that work is framed and ready to install using our permanent hanging system upon arrival. This means frames must be equipped with wires that can be used to suspend the image from the hooks used in our hanging system. The Archives Associate reserves the right to reject work that does not have the proper hanging system.

e. Insurance

The Halle Library Gallery does not provide any exhibition insurance for exhibitions housed in the gallery. By signing the Exhibition Information Form, the exhibitor acknowledges that the exhibition is not insured by the Halle Library during its stay in the Gallery, and damages incurred are at full expense of the exhibiting party. 

f. Materials remaining in the space for the entirety of the exhibit

Materials are not to leave the gallery once they have been installed without consent of the Archives Associate. If the exhibitor has arranged a sale, or wants to trade out materials within the space, they must have the Archives Associate’s prior approval. Because library faculty and staff are not always familiar with the exhibitor(s), we enforce this policy for the safety of materials not “walking out” of the space. If the show has multiple exhibitors, the main contact is responsible for forwarding this information to all involved.

IV. Events & Marketing

a. Reception policy

Exhibition receptions can be held in the Halle Library Gallery during regular gallery hours. Receptions must be noted in the Exhibition Information Form. 

b. Food policy

Reception planning and coordinating is the responsibility of the exhibitor(s). Six-foot tables can be made available upon request. Please contact the Archives Associate if tables are needed.  

c. Educational events

Educational events based on Halle Library Gallery exhibitions are both permitted and encouraged. To reserve additional space in the library, please fill out the Reservation Request Form.

d. Marketing and Promotion

The Halle Library will not assume responsibility for marketing or promoting the exhibit beyond posting it to the University Archives website. Exhibitor(s) must provide photographs and text. All other promotion will be the responsibility of the exhibitor(s). 

e. Self-promotion

We welcome exhibitor business cards and exhibit postcards to distribute in the gallery for the duration of the exhibit.

Adopted by Library Faculty on October 11, 2024

Anticipated date for next review - October 11, 2029

Unit or Team Responsible - University Archives

 

 

Halle Library, 955 W. Circle Dr, Ypsilanti MI, USA 48197 Phone:734.487.0020