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York University Libraries’ Exhibit Guidelines


  • Content on this page is in the process of being updated. Please contact Anjum Nayyar, York University Libraries Communications Manager, with your proposal.


The Libraries welcome proposals for exhibits from the York community and beyond. These guidelines define the goals and criteria for exhibits in the Libraries, and provide information on the process for proposing an exhibit within one of the Libraries’ spaces.


  • To promote learning and engagement on a diversity of social, cultural, historic, scientific and civic themes, and uphold the values of respect for intellectual integrity, freedom of enquiry, discussion and dialogue.
  • To showcase the scholarly and creative output of the York University community.
  • To promote the collections, resources and services of York University Libraries, and foster awareness of issues related to scholarly communication, information literacy and the role of libraries in general.
  • To promote university and community relations.


  • The following considerations apply as exhibit proposals are reviewed, however exhibits are not necessarily required to meet all criteria:
    • Relevance of subject to the Libraries’ collections and/or role of libraries.
    • Relevance to the curriculum and/or research activities at the University.
    • Relationship to events, programs, symposia, or other activities at the University.
    • Appropriateness for location and public audience.
    • Ease and cost of installation.
  • Appropriateness for the available space.
  • Availability of exhibit space.
  • The Libraries reserve the right to refuse requests. Generally, we will not accept exhibits or displays that:
    • Disrupt library services.
    • Create security or safety concerns for library users or staff.
    • Involve substantial financial obligation on the part of the Library.
    • Negatively impact the ability of students to study in designated study spaces.

Exhibit Duration

  • Exhibits should have specific start and end dates, although the end date may be extended if the schedule allows.  As a general rule, exhibits should not be on display for longer than 2 months.

Process for Exhibit Proposal

  • Those interested in exhibiting are asked to provide a brief description of the exhibit for review and for promotional/informational purposes.
  • Please review exhibit guidelines and submit an

    exhibit proposal form

    to the appropriate contact for the space (see below).

Locations & Contacts 

  • Content on this page is in the process of being updated. Please contact Anjum Nayyar, York University Libraries Communications Manager, with your proposal.

Security and Insurance

The Library will not be responsible for the security of exhibits at any time, including during transportation, installation, or dismantling.  Prior to installation of an exhibit, exhibitors and a representative of the Libraries must sign a release, indemnifying York University Libraries from any responsibility for loss or damage.  Insurance coverage, if needed, is the responsibility of the exhibitor.

Complaints & Dispute Resolution

The York University Libraries support academic freedom and the freedom of expression. The Libraries will not exercise the censorship of material that does not violate the Libraries’ Exhibit Guidelines, University policy, or relevant laws.

The York University Libraries subscribes to the Canadian Library Association Position Statement on Intellectual Freedom.

The library should not censor or remove an exhibit because some members of the community may disagree with its content. Those who object to the content of any exhibit held in one the Libraries may submit a statement of concern and/or their own exhibit proposal to be considered according to the policies established by the Libraries.

Complaints related to a display, exhibit, or printed materials posted or displayed in one of the York University Libraries may be sent in writing to the Associate University Librarian, Information Services.

  • The individual will be notified that the Libraries have received the written statement of concern.
  • A review process will be conducted in a timely manner.
  • While a concern is being considered, there will be no change in the display, exhibit, or printed materials.
  • Upon completion of the review process, the complainant will be notified of the Libraries' decision.
  • The individual may appeal the decision to the University Librarian.


(Acknowledgement to University Libraries Exhibits Guidelines, University of Washington, 2010.)