Guidelines for Displays, Promotions and Events in the Library: Home

Guidelines for Displays, Promotions and Events in the Library

Purpose and Scope

The University of Southampton Library creates, and hosts displays, exhibitions, promotions and events in all of its four libraries that support and complement our educational mission. The broad purpose of these are to:

• highlight the library’s rich and diverse collections and resources
• connect the library’s resources with current or historical events
• celebrate events and activities of significance to the diverse communities, cultures and faiths who make up the University’s community
• provide topical information related to events and activities happening in the Library, the University, and in our local communities

These guidelines cover the displays and promotions in our spaces including:

• informal displays to celebrate significant or awareness-raising events – e.g. Disability History Month; Chinese New Year; Hate Crime Awareness Week
•  events promoting other University services seeking to engage students in their activities – e.g. wellbeing around exam times; employers interested in recruiting Southampton students; raising awareness of the NSS and so on
• posters/LED displays promoting student-organised events or activities

It applies to displays of print material and digital material produced for our LED screens, as well as any promotional events occurring in the foyer.

This guidance does NOT cover more formal exhibitions organised and hosted in gallery spaces at Hartley Library and Winchester School of Art.  Anyone enquiring about use of these spaces should be directed to our online proposal – form on the ‘Library Exhibitions and Events’ pages

General Criteria for Selection

People must seek permission before displaying any materials or delivering any events in our library spaces.  Please ask them to email libenqs@soton.ac.uk.  Proposals/enquiries will then be cleared by the Customer Services Manager and/or the Enquiries Services Manager or their designated representative, who will respond directly to the person making the enquiry.

Displays and exhibitions will have an educational purpose and content, without advocating a specific political, religious or ideological doctrine.

The Library adheres to the principles of intellectual freedom outlined in the International Federation of Library Associations and Institutions (IFLA) Statement on Libraries and Intellectual Freedom, and explicitly supports their statement that ‘the right to know is a requirement for freedom of thought and conscience: freedom of thought and freedom of expression are necessary conditions for freedom of access to information’. In line with the University’s goals, we will actively seek to:

• champion equality, diversity, and inclusion
• foster a sense of belonging within the communities studying in and visiting our spaces
• encourage positive mental health and wellbeing
• nurture curiosity and active citizenship amongst the people using our libraries

Material which we will not accept for display

The following will not be accepted for display or exhibition :

• Food sales
• Petitions
• Campaigning materials – we can accept materials that inform, but not those that urge a particular course of action
• Political materials advocating the interests and causes of a particular party, affiliated organisation or movement
• Fundraising – anything which makes a direct appeal for donations
• Religious material which aims to convert or proselytize, cause offence to members of other religious groups or material which elevates one particular set of beliefs over another
• Commercial advertising for goods or services other than University business partners – e.g. catering outlets

Prioritising Displays

As space is limited, we will prioritise displays and exhibitions as follows:

•              library activities, events and information

•              University activities, events and information

•              activities, events and information from and about our local communities

Display locations:

Hosting content from external providers

Displays and exhibitions from individuals and organisations beyond the library must support the educational mission of the University and the Library and be aligned with our values. We will proactively engage with colleagues within and beyond the University over ideas for displays and exhibitions within our spaces. Equally, we would invite anyone who has a proposal for a display or exhibition to email libenqs@soton.ac.uk.   We will consider all proposals received and give an initial response within five working days.

Given the limitations on space, we strongly encourage people to give us as much advance notice as possible when submitting proposals. While we will always try to work with people looking to create displays and exhibitions that meet the criteria set out above, we cannot guarantee that we will be able to host external content.

Format of content for the LED Screen in the Hartley Library Foyer

Content submitted for display needs to meet the following specifications

• The LED system can play jpeg, png, pdf and most common video files (e.g. mp4)
• It is not possible to play PowerPoint (.ppt) files, however slides can be saved as jpegs (ideally at 1920x1080 or 3840x2160 resolution) or mp4s (with animation)
• Please use an aspect ratio of 16 x 9
• The content must be of high quality and any images should have the appropriate usage rights

Queries, Comments, Compliments and Complaints

We welcome your feedback, both positive and negative to improve our services.. If there’s anything you want to tell us relating to our displays or exhibitions – or the processes by which they are organised - please  email libenqs@soton.ac.uk

We will give an initial response to any complaints within five working days