Displays and Exhibitions Terms and Conditions Guidelines

Intent

As a public cultural institution, Cairns Libraries welcomes displays and exhibits of interest, information and enlightenment to the community.  

These terms and conditions aim to provide practical guidelines in evaluating display requests and appropriate use of resources within Cairns Libraries.

Scope

This guideline applies to all Cairns Libraries service points located at:

• Babinda
• City
• Earlville
• Edmonton
• Gordonvale
• Manunda
• Smithfield
• Stratford

Depending on their size and focus, the service points have some or all of the following resources:

• Community notice boards
• Information pamphlet stands
• Display cabinets
• Portable display boards and panels
• Designated display areas
• Meeting Rooms
• Picture Hanging System
• Shelf end panels
• Tables

Definitions

Exhibits

Generally include paintings, photography, sculpture and other works of art, free standing or presented on display boards/exhibition panels.  Exhibits may also include technological and educational presentations with textual information.

Displays

Generally include documents, photographs, artefacts and ephemera presented in display areas.

Displays and/or Donations of Art and Craft Work

While Cairns Libraries supports local authors, artists and craft workers, it is acknowledged that library buildings are generally unsuitable for permanent housing of art and/or craft works.

Provisions

General Conditions

Displays and exhibits may be provided by:

• Non profit organisations.
• Cultural and Community groups.
• Approved individuals, including artists, writers etc.
• Government agencies.
• Cairns Regional Council.
• Cairns Libraries staff under the direction of Library Management.
• Organisations in partnership with Cairns Regional Council or approved by Library Management.

Suitability of displays

• Exhibit and display materials must be compatible with the public library environment.
• Exhibits and displays should be educational and cultural in nature; relevant and appropriate to the community.
• In line with Council policies, Cairns Libraries will decline requests for use of library resources and buildings (including parking areas) for commercial, sales, fundraising, political purposes, petitioning, solicitation, canvassing and appeal purposes.

Application

• Materials for free distribution (e.g. leaflets) can be submitted to Cairns Libraries directly.
• For displays and exhibits which require installation (e.g. mounting on display boards), applications must be made in writing to the Library Supervisor before the request can be considered.
• Display and exhibits which require the use of meeting rooms may incur fees. A Meeting Room Application may also be required after the application has been approved.
• To promote access and equity, display requests will be considered on a first-in first-served basis, and limited to two (2) displays per group/individual per financial year.
• Applications for booking of resources are accepted for the current financial year only

Costs

• Display of approved materials is free of charge.
• Admission to exhibitions or displays is free of charge.
• Displays mounted in library Meeting Rooms may be subject to Meeting Room fees and charges.  Visit the Cairns Regional Council website for the latest information.
• Cairns Libraries will not pay for the rights to host, exhibit or display.

Approval

• Approval for all materials, exhibits and displays is delegated to the Library Supervisor.
• Library Supervisors may use discretion to consider special cases in special circumstances.
• Discretion to consider special cases in special circumstances will be delegated to the CEO.

Unapproved materials

• Unapproved materials will be disposed of at the discretion of the Library Supervisor, without further corresponding with the sender.

Presentation and Display Standards and Requirements

• Artwork, display materials (including frames), packaging and crating supplied by artists and exhibitors must be of a high standard to prevent damage or deterioration of the artwork or injury to staff, volunteers or the public.
• Library walls and windows must not be used for display or associated purposes.
• Community Notice Boards will be maintained by library staff.

Mounting and dismounting

• Display organiser is responsible for mounting and dismounting, including labour, materials and any costs.
• Approval from Cairns Libraries must be gained forty-eight (48) hours before the display is mounted.
• Mounting and dismounting must be done during normal library hours without interrupting library operations, or compromising the safety of library users and staff.
• The fixtures of the library must not be disturbed or altered in mounting the display.
• The display organiser is responsible for collecting all materials at the end of the display period.  Uncollected material will be disposed of at the discretion of the Library Supervisor without further corresponding with the organiser.

Contact information

• A sign to acknowledge sponsorship of the display, including contact details, is recommended to help direct enquiries and comments.

Endorsement

• The organiser is responsible for the content of displays and exhibits.
• The use of Cairns Libraries facilities does not imply Council or Cairns Libraries endorse the causes or events promoted in the displays.

Other Conditions Priority

• Cairns Libraries retains priority rights to all public space and equipment for Library or Council purposes.

Discretion

Cairns Libraries reserves the right to:

• Decline and remove any material deemed unsuitable for display.
• Limit the size and number of display items.
• Determine and review the display method, schedule, duration and location.
• Limit the frequency of the display.

Display duration

All materials may be displayed for an appropriate time which is:

• Until an advertised event is held.
• Up to two (2) months or as long as the information is relevant and acceptable.

Cairns Libraries will be the arbiter of relevance and appropriateness.

Liability

• All items displayed in Cairns Libraries are done so at the organiser’s risk.
• Cairns Libraries does not provide security for displays and exhibits and assumes no liability in the event of their loss, damage, destruction or theft.

Public Liability

• All displays and exhibitions must comply with Council’s Workplace Health and Safety and public liability standards.