Guidelines for Exhibits in the Library

Faculty and Staff

Current MacEwan University faculty and staff may submit proposals for exhibiting works related to their academic research and creative activity. This includes collaborative projects with community partners and peers from other institutions.

Students

Current faculty and staff may submit proposals on behalf of students under their supervision for exhibits showcasing student research, creative projects, or class assignments.

University and Community Partnerships

MacEwan University Library may occasionally partner with university centres, institutes, or community organizations to feature exhibits that align with shared interests and institutional priorities.

Exhibit space is available based on current library resources, priorities, and scheduling.

Physical Exhibit Options

Space options for physical exhibits may include (see Library Map):

• Library rotunda (second floor where building 6 and 7 connect, by spiral staircase)
• Green carpet exhibit space (second floor of building 7)
• Glass display cabinets (second floor of building 7, south facing wall)
• Dr. Paul G. Otke Conversation Area (second floor of building 6)

Digital Exhibit Options

Options provided as part of the library’s MacEwan Digital Exhibits service include:

• Online exhibits created using Omeka S software.
• The Library Digital Wall across from the Library Services desk (see Library Map).

Application Process

Interested individuals or groups may submit a proposal via the library’s designated request forms on the Library Exhibit Spaces webpage at least 6 weeks prior to the desired exhibition date for physical exhibits and 8 weeks prior for digital exhibits. Following review, librarians or library staff will confirm exhibit requests within 10 business days.

Proposal Requirements

1. A brief description of the exhibit.
2. Desired dates and duration (normally up to 14 days for physical exhibits and 30 days for digital wall exhibits, while online exhibits can remain for the life of the hosting service).
3. Contact information of the applicant(s).

Scope and Purpose

Exhibits should contribute to the academic and intellectual environment of the university.

MacEwan University librarians reserve the right to determine the suitability of exhibits in the library and on the library’s digital platforms.

MacEwan University’s Office of Human Rights, Centre for Sexual and Gender Diversity and kihêw waciston Indigenous Centre may be asked for feedback if proposed exhibits address sensitive topics.

Copyright and Permissions

Copyright resides with the creators of the exhibit.

Exhibit content may be used by others for educational and research purposes.

Exhibitors are expected to credit the source of any third-party content incorporated into an exhibit, while also ensuring that they have the necessary right to display any content that is copyrighted and not covered under fair dealing in the Canadian Copyright Act.

Librarians are available to provide guidance on copyright and permissions.

Withdrawal of Exhibit Content

Exhibit content can be removed at the request of the author/creator/copyright holder at any time.

Content will also be withdrawn in the case of copyright or privacy violation, plagiarism, or other legal requirements and proven violations.

Physical Exhibit Setup

Exhibitors are responsible for the physical installation and teardown of an exhibit in coordination with MacEwan facilities and Technology Support, as needed.

Exhibitors are expected to provide their own installation materials.

Setup and teardown dates should be determined in advance in consultation with the Library Operations Manager or delegate.

Digital Exhibit Setup

Library staff can provide basic technical assistance and design customizations to build an exhibit on the library’s provided software platforms.

The leads on individual exhibits are responsible for supplying content. This includes any digitization, file formatting, metadata configuration, and ensuring that content adheres to accessibility standards that make the content available to all people regardless of sensory ability or disability affecting vision and/or hearing.

Promotion by the Library

The library will assist with promoting exhibits through its website and social media.

Promotion by the Exhibitor

Exhibitors are encouraged to promote exhibits within their own departments, networks, and social media platforms.

Security

The library provides a reasonable level of security to maintain both physical and digital exhibits. However, the library is not responsible for loss or damage to exhibited materials or content.

Upkeep

Exhibitors should check their exhibits regularly to ensure that materials and content are intact and functional.

Physical Exhibit Teardown

Exhibitors must ensure that their exhibits are removed within one business day following the end of the scheduled exhibition period. The library will not be responsible for any materials left behind after this time.

Any damage to library property caused by the exhibit (e.g., walls, furniture, equipment) must be reported immediately, and the exhibitor may be charged the replacement or repair fee.

Decommissioning Digital Exhibits

Digital Wall

Library staff will remove content at the end of a scheduled exhibit on the Library's Digital Wall. This content will not be stored or preserved at the conclusion of an exhibit unless the exhibitor has made prior arrangements to create an online exhibit in the library’s Omeka S software. In the case of scholarly and creative works by MacEwan members, content may also be archived in the university’s institutional repository (RO@M).

Online Exhibits Using Omeka S

Completed exhibits will remain available on the library’s Omeka S software for the life of the service.

MacEwan University Library reserves the right to remove any user accounts in the Omeka S software and delete any incomplete projects associated with these accounts after a period of one year following the project’s anticipated completion date.

In the event of a decision to discontinue hosting an online exhibit by either the project lead or MacEwan University Library, written notice must be provided to the other party at least three months prior. Upon termination, the library reserves the right to archive completed online exhibits in appropriate formats to ensure long-term preservation and access.