Exhibits and Display Policy

Gallery Exhibits

The library enriches the lives of its customers and serves as a cultural center for Topeka and Shawnee County. The Alice C. Sabatini Gallery fulfills that goal by presenting artistic and cultural exhibitions. The primary emphasis is the exhibition of contemporary regional art through proposed or invitational one-person, group and juried exhibitions. A secondary emphasis is curatorial exhibitions of works that follow a specific theme from the library’s or other public or private collections. There is no charge for the use of the exhibit space, and no fees will be charged to view library exhibits or displays.

Responsibility for Exhibitions

Developing and presenting exhibits and programs falls to the Gallery director and Gallery staff.

Gallery Exhibit Selection Criteria

Major considerations are:

Importance/relevance to community

Reputation of artist or collection

Variety of media and styles

Aesthetic quality and technical quality

Cost to produce exhibit, practical considerations of installation

Condition, size, weight or fragility of the objects proposed

Preservation of library’s mission

Artists, organizations or collectors making an application for exhibition of artwork must submit a proposal and portfolio of images, following the Exhibit Selection Criteria and guidelines established by administration. Proposing an exhibit or display does not guarantee that the exhibit or display will be accepted.

Exhibition of art does not constitute endorsement of artists’, organizations’ or collectors’ viewpoints.

Library Displays

The library displays smaller or less formal groups of items than would be proposed for an exhibit in the art gallery. Library displays provide access and increase understanding and familiarity with cultural and informational resources. Displays may be by invitation of the library, created by non-library groups or individuals who submit displays according to the Library Display Guidelines established by administration. Proposals will be reviewed by library staff. Selected displays may be shown in areas of the library as defined and scheduled by library staff. Library and/or gallery staff arranges and installs the display objects.

Display selection criteria

Importance/relevance to the Library’s collections, programs, educational experience and the community.

Condition, size, weight or fragility of the objects proposed for display.

Preservation of the library’s mission to encourage cultural activity, serve as a community gathering place and promote lifelong learning.

Alice C. Sabatini Gallery Exhibit Guidelines

Exhibit Proposal:

There is no form required for gallery exhibit proposals.

Individuals or organizations making application for exhibition of their art are required to submit a portfolio, preferably 12–20 images, with an explanation of the collection as it comprises an exhibit.

Artists are asked to submit a résumé, written record of their exhibitions and awards received, a biography, and an artist’s statement.

The library reserves the right to decline, reschedule or postpone exhibits.

Objects included in exhibits may be for sale, but the library staff does not act as sales representatives.

Portfolios may be submitted in the following formats:

an electronic format that can be viewed on PC computers and saved as either TIF or JPEG files

by reference to a web site

in printed form

by 35mm slides

All proposals are subject to the approval of the Gallery director and Gallery staff. If accepted, the artist will supply high-quality, minimum 4˝ x 6˝ 300 dpi digital images of artwork included in the exhibit. The gallery staff, and when applicable, the artist or collector will install the objects for display. The Gallery manager and gallery staff determine the exhibit schedule.

Send images and proposals to:

Gallery Director
Alice C. Sabatini Gallery
Topeka and Shawnee County Public Library
1515 SW 10th Ave.
Topeka, KS 66604-1374

Include a stamped, self-addressed envelope for return of materials.

Library Display Guidelines:


Special Collections staff will review applications on a quarterly basis. Displays can be in cases, vitrines, or gallery cases placed in various areas of the library. Applications must be submitted at least six months prior to the date of the display.

One display per group or individual is allowed every twelve months. Library displays have precedence. The library reserves the right to decline, reschedule or postpone displays.

All descriptive information must be submitted in electronic format. All library displays must have a library staff liaison.

The library does not automatically provide promotional materials or public relations services for displays. All public relations must be approved by the Public Relations manager.

A temporary loan agreement form must be filled out for EVERY item on display. The form will provide:

identifying information about the item

a fair market insurance value of the item

information on the condition of the item prior to display.

Library staff will install all display materials. The Topeka & Shawnee County Public Library’s insurance policy covers materials on display for the fair market value on the temporary loan agreement form.

Application for Display Space

contact _______________________

organization _______________________

phone _______________________

alternate phone _______________________

mailing address _______________________

e-mail address _______________________

proposed title of display ________________________

Describe the purpose and content of the display

Including what types of materials (papers, objects, etc.) will be displayed. Attach additional sheets as needed. Submit all descriptive text in either Microsoft Word or Excel file format.

Check the appropriate box:

[ ] I have submitted descriptive text via e-mail to speccoll@mail.tscpl.org

[ ] I have submitted descriptive text via CD-ROM

[ ] I have submitted descriptive text via floppy disk

[ ] I have submitted descriptive text via USB flash drive

All applications are reviewed by TSCPL staff on a quarterly basis and display space is assigned 6 months in advance of display installation.

signature _____________ date _______

Return this application to:

Special Collections Department

Topeka and Shawnee County Public Library

1515 SW 10th Ave.

Topeka, KS 66604

If you have questions about the application process, call 785-580-4510 or e-mail speccoll@mail.tscpl.org.

Office Use Only

date reviewed _________________

[ ] Approved (date scheduled ___________) [ ] Not approved