Policy on Displays and Exhibits

Exhibit and Display Policy

Policy Statement

The Scarborough Public Library welcomes exhibits and displays that will educate, inform or entertain the community.  Community groups and individuals shall request space in the library for an exhibit or display in writing, detailing the scope and extent of the display.

Exhibition and Display Spaces

Lobby area - the open space between the Circulation Desk and the Information Center.

Display case - locked case with adjustable shelves.

Adult or children’s areas - shelving and ceiling hooks.

Types of Exhibitions

Works of professional artists, crafts people, community groups and students with an emphasis on those from Scarborough and the surrounding community.  

Historical or other artifacts that are educational or may otherwise complement collections of the Library.

Informational material from town and state agencies, schools and non-profits that wish to publicize their organization or activities.

Selection Criteria

Each application will be reviewed according to the following criteria:

  1. Vitality and originality.
  2. Quality of implementation.
  3. Suitability of physical form.
  4. Historical significance or representation of emerging trend.
  5. Community interests and needs.
  6. Relation to past/future Library exhibits and programs to help ensure a variety of techniques, subjects or mediums and an integrated overall program of activities.
  7. Availability of space.

Additionally, because exhibits can be seen by anyone who walks into the Library - both children and adults who may have various degrees of sophistication, the exhibit must meet what is generally known as a “standard acceptable to the community.”

Application Procedures

Application for exhibits and displays must be made through the Adult Services Desk except requests from Scarborough schools.  Schools will apply through the Youth Services Desk.

A representative portfolio of the body of work and resume of the exhibitor may be requested for review.

The Library Staff shall accept or reject material offered for display based on the selection criteria and standards.

Scheduling Procedures

Exhibits will normally be scheduled for a period not exceeding one month.  Exceptions must be approved by the Library Director.


The Library may assume the responsibility for publicizing exhibits.  If the exhibitor contributes to the public relations effort, the Library reserves the right to review any publicity material prepared by the exhibitor before release.

Installation and Removal

It is the responsibility of the exhibitor to deliver and remove the exhibit on the designated dates and to provide all necessary equipment.  The exhibitor must also provide at the time of installation, a list of pieces in the exhibit. Installation of the exhibit will be by Library staff who may request assistance from the exhibitor. 

The Library shall have the final decision on the content and arrangement of all exhibits.  Every item must meet the Library’s standard of value and quality and the Library reserves the right to reject any part of an exhibit or to change the manner of display.

Sale of Exhibit Materials

The Library will not engage in the sale of any items on exhibit unless the proceeds are to benefit the Library.  All inquiries will be referred to the exhibitor who is responsible for providing Library staff with information on how such inquiries should be routed. A price list may be displayed.

Insurance and Liability

The Library does not provide any insurance coverage for exhibited materials. 

All exhibitors must agree to hold the Scarborough Public Library harmless from liability in case of theft, vandalism, fire or any other loss or damage to the exhibited materials.  If the exhibitor desires insurance, they must arrange for it at their own expense.

The Library will not provide storage for the property of organizations or individuals displaying in the Library.

The exhibitor may be held liable for repairs to the Library which are the direct result of the exhibit.

Policy Changes

The Board of Trustees reserves the right to make changes to this policy as it deems advisable and may cancel or withdraw permission for use of the Library facilities for exhibits and displays when in its opinion, such action is advisable.


Adopted 04/15/99, Amended 06/21/2018

Policy for Use of Community Information Area

Policy Statement

The Library encourages the display of informational bulletins, brochures and posters regarding area educational, cultural and civic events of interest to the community. The Community Information Area includes bulletin boards, brochure racks and bins.

Policy Statement

The Library encourages the display of informational bulletins, brochures and posters regarding area educational, cultural and civic events of interest to the community. The Community Information Area includes bulletin boards, brochure racks and bins.

General Guidelines:

The Library staff will place, post and remove all materials in this area.

Materials will be accepted on a space available basis using the following priorities:

  1. Notices of Library programs, events, activities and services,
  2. Notices of community interest from organizations with a Scarborough affiliation,
  3. Notices of cultural, educational or recreational topics of interest to the community.

Display or posting of information does not imply library endorsement.

The Library reserves the right to remove any material from the Community Information Area at any time and for any reason.

Materials having no specific date may be displayed for a reasonable length of time asdetermined by the library according to space available.

The library will not be responsible for returning materials.

Information regarding contests or solicitations, notices of merchandise for sale, notices of sales or auctions may not be displayed unless event or sale is for the benefit of a local non-profit organization. No in-person solicitations are permitted.

Bulletin Boards:

Items to be displayed should be of a reasonable size, preferably no larger than 12”x18” and must meet acceptable standards as determined by the library.

Religious events sponsored by local denominational groups may be displayed.

Informational or political events may be displayed. No campaign materials or petitions will be permitted.

Informational or educational events and workshops sponsored by any profit-making organization may be displayed on a space available basis as determined by the library.

The library staff will remove multiple postings.

As an informational service, notices for Scarborough-based services such as childcare may be posted on a space-available basis as determined by the library. This posting is not an endorsement of the service.

Brochure racks and bins:

Materials from any educational, cultural, or civic group may be displayed.

Multiple copies of an item will be accepted on a space available basis.

Groups may be restricted in the number of different items on display


Adopted 04/15/99