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EVENT PROPOSAL REQUEST

POLICY

Cook Library events are held to contribute to the intellectual and cultural environment of the affiliated institutions and the greater academic community.

Cook Library events are intended to reflect and highlight research, programs, curricula, or the campus communities of NCF and USFSM. Although beliefs and viewpoints expressed in the events belong to the event coordinators and do not necessarily represent the opinions of the Events Committee or Cook Library, events will be consistent with the educational philosophy and ideals of the affiliated institutions and be fair and equitable concerning issues of potential controversy.

Events are primarily held in the Cook Library lobby. However, other Cook Library spaces may be available depending on the needs of individual events.

 REQUESTS

Requests for a library event should be made by completing our Library Event Proposal Form .

Requestors should allow sufficient time for the proposed event to be reviewed, approved, and appropriate space identified for the event.

Event requests may be made by any faculty member, staff or student, department or organization at New College or USF Sarasota-Manatee, or by an unaffiliated individual or organization whose request is sponsored by an affiliated faculty or staff member, department, or organization.

It is recommended that event requests be made as early as possible in order to secure the desired timeframe and resources.

APPROVAL

The Events and Exhibits Committee is designed to facilitate events and will review all proposals. Requests will normally be reviewed and approved or denied within two weeks. The library reserves the right to refuse any event request or request additional information. Requestors will be notified of the library’s decision and, if the event is approved, assigned a library liaison with whom to work.

Questions concerning events in the common areas of Cook Library shall be directed to the Events and Exhibits Committee. The Dean of the Library will exercise final authority regarding interpretation and/or implementation.

EVENT COORDINATION

The planning and implementation of the event is the responsibility of the event coordinator as provided on the event request form. Events should include appropriate marketing and promotion as well as appropriate signage identifying the event’s purpose and organization.

A library liaison will facilitate the use of the space as necessary; however, the event coordinator should be present during all aspects of the event including event set-up, the duration of the event itself, and event break-down.

Additional information regarding equipment, technology, etc., may be requested. Please note that Cook library cannot provide security or insurance coverage for non-library owned materials.

EXHIBIT PROPOSAL REQUEST 

POLICY

Library exhibits are held to promote the library and its resources, contribute to the discussion of important issues or events by the campus community, or promote the educational activities of campus organizations.

Library exhibits may not promote commercial, unbalanced or partisan points of view. They may not denigrate cultures, political or religious beliefs, specific groups or individuals. Various points of view should be included when appropriate. However, we recognize that some educational presentations of topics or materials may generate debate, and this is acceptable in most cases.

REQUESTS

Requests for a library exhibit should be made by completing our Library Exhibit Proposal Form

Requestors should allow sufficient time for the proposed exhibit to be reviewed, approved, and appropriate space identified for the materials.

Exhibit requests may be made by any faculty member, staff or student, department or organization at New College or USF Sarasota-Manatee, or by an unaffiliated individual or organization whose request is sponsored by an affiliated faculty or staff member, department, or organization.

It is recommended that exhibit requests be made as early as possible in order to secure the desired timeframe and resources.

APPROVAL

The Events and Exhibits Committee is designed to facilitate events and exhibitions and will review all proposals. Event/exhibit proposals will be juried and the Committee may request that changes be made in the interest of aesthetics, content, preservation of materials, and general appropriateness to the Library.

Requests will normally be reviewed and approved or denied within two weeks. The library reserves the right to refuse any exhibit request or request additional information. Requestors will be notified of the library’s decision and, if the exhibit is approved, assigned a library liaison with whom to work.

PREPARING THE EXHIBIT

The preparation, installation, and removal of the exhibit is the responsibility of the exhibitor.

Exhibits should include not only library materials, art objects, etc., but also signage and other appropriate identification of the exhibit’s purpose and exhibitor, including contact information for the exhibitor. The production and cost for these additional materials will be the responsibility of the exhibitor.

Library staff will provide guidance in displaying the materials. Limited display stands and similar items may be used for some displays, if available.

Materials will normally be exhibited for two to four weeks. The exhibitor should make any special requests for length of the exhibit on the request form, and the library will decide how long the exhibit may stay up.

The exhibit must not damage library walls, ceilings, floors, and other facilities, nor shall it impede normal library activities or pedestrian safety. The exhibit should be compatible with the Americans with Disabilities Act.

Library materials that are included in the exhibit may normally be used in house or circulated to users as needed.

SECURITY

The library cannot guarantee the security of items in an exhibit; the exhibitor accepts all potential risks to materials not owned by the library. Especially valuable items are not recommended for exhibit. The Library has no insurance covering exhibited materials.