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Displays and Exhibits Policy
A library’s displays and exhibits policy is much more than a simple set of guidelines about what can be displayed, where, and when within a library setting. Like other library policies, displays and exhibits – including both those developed by library staff and those hosted by the library – frequently invite questions and considerations related to intellectual freedom and viewpoint neutrality.
A thoughtful displays and exhibits policy should outline a clear, consistent framework for how a public library selects, manages, and presents display and exhibit materials in its public spaces. The policy should define the purpose of displays, delineate who may contribute content, and establish the standards the library uses to ensure exhibits support its mission statement and goals while remaining fair, inclusive, and legally sound. Libraries may wish to include guidelines for bulletin boards, brochure racks, and other general community information displays in their displays and exhibits policy.
A well‑crafted displays and exhibits policy helps staff make decisions confidently, protects the library’s neutrality, and sets transparent expectations for the community about what they can expect to see (or display themselves) in the library.
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Self-Audit
Ask yourself whether your displays and exhibits policy addresses the following questions:
- What role do displays and exhibits play in the library’s mission? Are they primarily educational, cultural, promotional, community building, etc.?
- Will the library host materials from other external sources, such as art, historic materials, personal collections, and traveling exhibits? Does the library intend to offer space(s) for the public to display items? If so, does the policy clearly delineate which display areas are available for the public to utilize and who is eligible to apply for their use?
- If the library intends to only host library-curated displays, is that made explicit in the policy?
- Are there guidelines for staff to utilize when creating displays or when evaluating an external exhibit for inclusion?
- How can the public apply to use the library’s public display space(s)? Do those guidelines address the time, place and manner of the display? Must members of the public sign a liability waiver when loaning items to the library for displays and exhibits?
- Does the policy align with the library’s responsibility to intellectual freedom, viewpoint neutrality, and equitable access? If the library makes display and exhibit spaces available to the public, do all members of the community have equal access to the space, regardless of viewpoint?
- Has the library board approved a disclaimer to make clear that viewpoints in a display or exhibit do not necessarily reflect the views of the library staff, library board, or parent municipality or county? Will this disclaimer be posted with displays or exhibits, or only remain part of the policy for reference?
- What are the guidelines around the use of communal posting areas such as bulletin boards and brochure racks? Do items require staff approval? What items are permitted? Must all items be promoting nonprofit organizations and events, or are commercial notices allowed? Are there size restrictions or timelines for posting items? How is that area managed?
- Is there a clearly outlined process for how a library user may request reconsideration of a display? Is that process included in the library’s Request for Reconsideration of Library Materials, or is it a separate form or process?
- Is the policy easy to understand? Is it written in ‘plain language’?
Key points to address in this policy
- How decisions are made by the library director and staff regarding the content of displays/exhibits, and how those decisions are supported by the library’s mission and values
- A viewpoint-neutral statement on what is considered inappropriate or prohibited content/materials, both for library-designed and publicly-designed displays
- The public’s role in engaging with the library’s display and exhibits
- That the content of any display/exhibit does not imply the endorsement of the content/materials by the library board, staff, or municipality
Related Procedures
Related procedures/materials could include:
- How the library determines who creates and manages displays, and where displays can be located within the library
- A calendar/schedule of displays and exhibits for staff to engage with and review
- An internal and external application process for determining which displays will be hosted when, where, and designed by whom
- A routine schedule for staff to physically review, clean up, and organize staff-created displays and exhibits
- Procedures for evaluating bulletin boards and community information areas, including guidelines for how frequently these spaces are reviewed for obsolete or disallowed information and how materials should be disposed of
- A clearly outlined process of what staff should do if a display is damaged, whether intentionally or unintentionally. Consider this another reminder to include a liability waiver when hosting external displays/exhibits!
Sample Policies
We’ve collected some sample “Displays and Exhibits” policies for you to review as you work on your policy. Visit the Public Library Policy Resources WISELearn Group for more discussion, or consider uploading your library’s policy for discussion or as another example for the library community to learn from.
Related Policies
The following topics might be related to concepts in your “Displays and Exhibits” policy, or may be presented as separate policies depending on your library’s needs:
- Bulletin Board Policy (if separate)
- Donation Policy, including donations of artwork
- Collection Development Policy
- Request for Reconsideration/Challenge Policy
- Patron Behavior Policy
- Partnership or Sponsorship Policy
- Facility Use Policy
What’s next?
In March, our Policy of the Month club will focus on Privacy Policies. Visit the Public Library Policy WISELearn group to share your policies ahead of time for discussion!
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