The Denver Public Library (Library) hosts exhibitions that support its mission, the Library hosts exhibitions.
The Library displays materials from its own collections, accepts proposals and also solicits individuals or organizations to provide materials for exhibitions on a variety of topics and interests, appealing to the interests and concerns of the community.
The Library has sole discretion regarding selection, timeline and in what manner loaned objects are exhibited. The Library retains the right to deny or refuse any exhibit proposal and also has the right to cancel a loan upon notice to the Lender.
Selection Criteria for Exhibits
Aesthetics: Exhibit is pleasing to the perceived public and in keeping with the exhibition space design.
Quality of Exhibit: Art should be in good condition, needing little or no framing or other work to make it viable for display.
Suitability of Exhibit: Exhibit must be suitable for the Library’s physical limitations; this may vary from location to location. Art should not require climate control or physical security. Exhibits must be available for a period of three months (some exhibits may last longer). Exhibits should complement Library collections and services.
Compliance: Exhibit must comply with all federal, state and local laws, including those pertaining to libel, copyright and pornography. Exhibitors must comply with Denver Public Library Exhibit Guidelines and Procedures below.
Loans for exhibition at the Library are subject to all provisions contained within the Colorado Revised Statutes including, without limitation, Sections 38-14-101 through 112, entitled “Loans to Museums,” as may be amended from time to time.
Applicable Law
The Library’s exhibit loan agreement will be construed in accordance with the laws, rules, executive orders and policies of the City and County of Denver, Colorado.
The Denver Public Library observes all federal, state and local laws, including those pertaining to libel, copyright and pornography. The Library will exercise its sole discretion in placement of all exhibits. The Library will preserve the public’s right of access and make reasonable efforts to preserve the integrity of an exhibit as a whole.
The Library Commission serves in the role otherwise provided by a library board of trustees in other jurisdictions under applicable law. In accordance with Section 24-90-122(2), Colorado Revised Statutes, as may be amended from time to time, these Denver Public Library Exhibit Guidelines and Procedures comply, at a minimum, with the following standards:
- A public library serves as a center for voluntary inquiry and the dissemination of information and ideas;
- The public has the right to access a range of social, political, aesthetic, moral, and other ideas and experiences through a public library;
- Each library resource is provided for the interest, information, and enlightenment of the community and should present diverse points of view in the collection as a whole;
- A public library shall not exclude a library resource because of the ethnic origin, ethnic background, or gender identity of those contributing to the creation of the library resource or because of the topic addressed by the library resource or the opinions expressed in the library resource;
- A public library shall not proscribe or prohibit the circulation or procurement of a library resource because of partisan or doctrinal disapproval of the library resource;
- It is the responsibility of a public library to challenge censorship in the fulfillment of its responsibility to provide information and enlightenment;
- A public library shall consider the perspectives of marginalized groups, including those identified in Section 22-1-104(1)(a), Colorado Revised Statutes;
- For a public library that provides facilities to the public, the library shall make the facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use; and
- A public library shall prohibit discrimination based on age, background, political or religious views, origin, disability, race, color, sex, sexual orientation, gender identity, gender expression, marital status, national origin, or ancestry in the selection, retention, display, use, or reconsideration of library resources and public meeting spaces.
ALA Library Bill of Rights
The Library is dedicated to intellectual freedom and endorses the Library Bill of Rights of the American Library Association. The Library also accepts the Association’s Interpretation of the Library Bill of Rights on Exhibit Spaces and Bulletin Boards. These documents were developed to affirm the commitment of libraries to the rights of freedom of speech and expression under the United States Constitution. In selecting and displaying works to exhibit, the Library complies with these policies and guidelines.
Exhibit Proposal Process
Exhibit proposals will be assessed for approval by the Library Exhibits Team. To submit a proposal, please complete the application and submit your proposal to exhibits@denverlibrary.org. The Exhibits Team reviews proposals and considers future exhibits twice a year in June and December.
Exhibits Policy, Guidelines and Procedures
Exhibitor’s Responsibilities
- Meet with the Central Operations manager or Branch Senior Librarian to review guidelines and procedures for coordinating the logistical details of the exhibit.
- Complete and sign Denver Public Library’s Exhibition Agreement and Incoming Loan Agreement form, which must be received prior to the exhibition opening.
- Provide proof of ownership or rights to possess and display items satisfactory to the Library.
- Supply items that are consistent in form, quality and content with original proposal.
- Assume responsibility for shipping the exhibit. Receiving, installation and removal dates and times must be coordinated with a project manager of the exhibit, designated by the Exhibits Team. Exhibitor is responsible for the cost of installation of the exhibit as well as other fees associated with the installation.
- Supply titles for items and provide biographical or historical information, as needed. If requested, Exhibitors will provide a representation of exhibit item(s) to be used for publicity purposes.
- Provide itemized valuation of exhibit works, if applicable, for insurance purposes. Library liability will be limited to the insurance limits for any occurrence.
Sales
Sales in conjunction with the exhibit are allowed; however, transactions may not be conducted on Library property.
Request for Reconsideration
Persons who object to material exhibited at Denver Public Library may file a Request for Reconsideration in accordance with the Denver Public Library Collection Development Policy. The form is available at any Denver Public Library location.
Reception/Special Event
The Library will consider complementary programming and/or space for one two-hour reception hosted by the exhibitor, based upon available resources and space. If a reception or meeting is scheduled, exhibit organizers will be asked to sign the standard Reservation and Commitment Form provided by the Library and will be required to acknowledge and sign the Library’s Meeting Space Policy.
The event is to be coordinated with the Library Event Coordinator and must comply with existing guidelines and procedures for events held at the Central Library or Branch Library Location.
To qualify for complementary event space, the organizer must abide by the following:
- The event may not be a fundraiser.
- The event may be held during normal Library operating hours only.
- Attendees must be limited to the occupancy allowed for the reserved space.
- Alcohol may not be served. If the organizer chooses to serve alcohol, the standard fee for space and security coverage will be charged.
Conditions Covering Loans to Denver Public Library
The conditions set forth in these Denver Public Library Exhibit Guidelines and Procedures apply to all objects loaned to the Library and may not be altered, changed, waived or otherwise amended except as agreed upon in writing signed by the Library and the Lender.
Care, Preservation and Exhibition
The Library will exercise the same care with respect to loans as it does in the safekeeping of comparable Library property. Reasonable precautions will be taken to protect items from fire, theft, mishandling, insects and extremes of light, temperature and humidity while in the Library’s custody. Lender will be required to acknowledge the adequacy of display and handling demonstrated and/or observed at the time of installation. It is understood by the Lender and the Library that all tangible objects are subject to gradual inherent deterioration for which neither party is responsible.
Evidence of damage at the time of receipt or while in the Library’s custody will be reported to the Lender immediately. Objects, which in the opinion of the Library show evidence of infestation, may be treated at the discretion of the Library.
The Lender will be requested to provide written authorization for any alteration, restoration or repair. The Library may examine objects by all modern scientific methods.
The Library has the right to determine which written and interpretive materials will accompany the exhibit.
Transportation, Packing and Related Costs
The Lender certifies that the object(s) loaned are in condition to withstand ordinary strains of packing, transportation and handling. A detailed report of the condition of object(s) must be sent by the Lender to the Library prior to the shipment date (unless the object(s) are delivered to the Library by the Lender, at which time the Condition Report will be completed jointly by the Lender and a Library representative).
Arrangements for packing, transportation and scheduling will be the responsibility of the Lender. Lender will assure that the object(s) are adequately and securely packed for the type of shipment agreed upon and will provide the Library with any special instructions for unpacking and repacking. The object(s) will be returned in the same or similar materials as received, ordinary wear and tear excepted, unless otherwise authorized by the Lender. If the costs of packing and shipping are the responsibility of the Lender as indicated on page one of the Incoming Loan Agreement, then the Lender will be invoiced for costs. If the costs of packing and shipping are the responsibility of the Library as indicated on page one of the Incoming Loan Agreement, then the Library will pay all related costs directly. If the object(s) are to be returned at the Lender’s request to any address other than indicated on the Incoming Loan Agreement, then the Lender will be liable for any additional costs.
Insurance
Object(s) will be insured by the Library during the period of the loan for the value stated on the Incoming Loan Agreement form under an “all risk” wall-to-wall policy subject to the following standard exclusions: wear and tear, gradual deterioration, insects, vermin or inherent vice, repairing, restoration or retouching processes, hostile or warlike action, insurrection, rebellion, nuclear reaction or radiation, radioactive contamination and terrorism. Any liability of the Library will be limited to the insurance limits for any occurrence.
If preferred, the Lender may opt to continue his or her own insurance for the subject property for the period of the loan. However, the Library will not accept responsibility for any errors or deficiencies in information furnished by the Lender to the insurer or for any lapses in coverage. Prior to the shipment of the object(s) the Library must be supplied with a Certificate of Insurance naming the Library and the City and County of Denver, Colorado, as well as their respective officials, agents, employees and volunteers, as additional insureds or waiving rights of subrogation. If the Lender fails to provide said certificate, this failure shall constitute a waiver of insurance by the Lender.
Reproduction and Credit
Unless notified in writing to the contrary, object(s) loaned to the Library may be photographed by the public. Also, the Library may photograph or reproduce the object(s) for educational, catalog and publicity purposes. Unless otherwise notified in writing, the Library will give credit to the Lender as specified in the “Credit” section of the Incoming Loan Agreement in any publications.
Change in Ownership and/or Address
It is the responsibility of the Lender or their agent to notify the Library in writing, promptly, if there is any change in ownership of the object(s) or if there is a change in the identity or address of the Lender. The Library assumes no responsibility to search for a Lender or owner who cannot be reached at the address provided in the Incoming Loan Agreement.
Return of Loan
Unless agreed otherwise in writing, a loan terminates on the date specified in the Incoming Loan Agreement. Objects will be returned only to the Lender of record or to a location mutually agreed upon in writing by the Library and the Lender of record. In case of uncertainty, the Library reserves the right to require a Lender/claimant to establish their legal right to an object in a manner satisfactory to the Library.
If a Condition Report was completed at the beginning of the Loan period it must be completed again at the end of the loan period before items can be returned to the Lender.
Upon termination of a loan the Library will send the Lender a receipt form. This form must be signed and returned within 30 days, indicating any damage or loss. After this period the Library and the City and County of Denver, Colorado is not responsible for any damage or loss claimed by the Lender.
Approved by the Denver Public Library Commission August 2022
Revised by the Denver Public Library Commission August 2024
Next revision in 2027