Library Events Guidelines and Procedures
All applications must follow the guidelines and procedures established by the Library:
- A Library Event Application Form must be completed and should be submitted to the Director, Library Services at least 6 weeks in advance, or as negotiated, of the desired event date.
- Applications will be reviewed by a panel with relevant expertise. Once applications are accepted the Library will confirm arrangements.
- Applications must include a contact name and a brief description of the event. Applications should also include details of all contributing artists and a description of each object to be displayed (including nature of material, title and size) where relevant.
- Four weeks prior to the opening, or as negotiated, artists must submit a digital image of the artwork and a short artist statement (maximum 500 words) for publicity purposes. The Library may handle publicity for the event via emails, newsletters, local media, produce flyers to be displayed in the Library, or post an announcement on the Library's multi-screen display.
- If the event has been held before, the application should include the dates and place of prior events, if available.
- Event applications and related information will be kept on file for a minimum of 5 years.
- Southern Cross University Library will consider all applications from staff, students and non-SCU members who propose activities that are of benefit to the SCU community.
- Costs associated with events will be negotiated.
- If individual artworks are to be for sale, commercial transactions must occur between the artist (or agent) and the purchaser. The Library will not act as an agent for the sale of artworks, but will facilitate communication between the parties. If a sale occurs, works must remain on exhibition until the end of the exhibition period.
- Event applicants are responsible for installation, however the Library may provide support. The University OH&S Policy applies to all installations.
- All artworks or event material should arrive no more than two days prior to the opening and be removed no more than two days after the closing.
- Artwork or signage may not be taped to walls or timber surfaces. If tape is needed for labels, it must be of the removable variety.
- The event space must be left in the condition in which it was found. It is the responsibility of the event applicant to repair any damage incurred during installation or to reimburse the library for the cost of repairing the damage.
- Other requirements for the event, such as catering and refreshments, should be negotiated with the Library.
- The Library cannot be responsible for reimbursement or replacement of lost, stolen, or damaged items and does not insure items in events. The Library will however, at the request of the artist, place security strips on the back of each painting or displayed item if appropriate to help prevent theft.
- Southern Cross University Library will treat objects left in its custody with the same care provided to similar property of its own. Evidence of damage to objects at time of receipt or while in the Library will be reported immediately to the lender. The Library will make no alterations, restoration or repair to objects.
- Unless the Library is notified in writing to the contrary, it is understood that the items on display may be photographed and reproduced in publications related to the event for publicity and educational purposes.
Updated: 25 November 2013