About the Library

The Warren Hunting Smith Library is dedicated to fostering an environment that values curiosity and knowledge. The Library seeks to present a broad spectrum of opinions and viewpoints by showcasing diverse and educational materials in a way that enhances the learning and research experience. By inviting other organizations in the HWS community to exhibit in the Library, we broaden our engagement with the HWS population.

Exhibitors are encouraged to highlight the Library’s materials, services, functions, and goals, as well as promote the mission of Hobart and William Smith Colleges (HWS) by showcasing campus events, people, history, programs, and other scholarly activities or accomplishments. They should not promote personal, commercial, or parochial organizational positions.

Permission granted to an exhibitor does not constitute the Library’s endorsement of the beliefs or viewpoints represented in the exhibit, and the Library does not accept responsibility for ensuring that all points of view are represented. The Library reserves the right to deny any request, remove any exhibit, or request that exhibitors remove an exhibit prior to its end date for any reason.  The exhibit space does not have security, and the Library is not responsible for lost or damaged items.

Location

Warren Hunting Smith Library has one exhibit location on the second floor for which they invite the HWS community to utilize.

Dimensions: 37 ¾” width x 109 ½” length x 42 ½” height
Location: Top of the stairwell on the second floor of the library

• This only includes the top of the bookcases, not the shelves housing the books below.
• The Archives and Special Collections department also has several display cases which are for archives-use only.

Submission

1. Exhibit times will be designated by the library spanning 3 to 4 weeks at a time, aligning with the academic calendar. The exhibit should be up for the full duration of that timeslot. However, the library may extend or curtail the duration of an exhibit at its discretion.
2. We encourage exhibitors to have an interactive component.
3. The exhibitor will fill out the exhibit proposal form completely and submit it at least two months prior to the display’s anticipated start date. All proposals should be well thought out, adequately prepared, and aesthetically pleasing. You will receive a response from the Library within a week of submission.
4. The proposal will be reviewed and approved by Library staff before the exhibit can be scheduled. Upon approval of the exhibit, the exhibitor will work with the Instruction and Engagement Librarian to finalize plans for the display, completed one month prior to the setup of the display, to delegate responsibilities and discuss items needed.
5. Exhibits must adhere to Hobart and William Smith Colleges’ “Statement of Community Principles” and the “Non-Discrimination Statement” found in the Handbook of Community Standards.  

Set-Up

1. The exhibitor will install the display on the first day of the designated time slot.
2. Although the Library does not finance the materials for the exhibit, we do have a series of items that can be borrowed for use in the exhibit. Please request or view an updated list of items.
3. Exhibitors are responsible for promoting their exhibit to the college community through their own publicity channels. However, the Library may assist by promoting it through its website and other channels.

Maintenance

Librarians will periodically check in on the exhibit to ensure that it is tidy and that materials are stocked, but the ultimate responsibility for maintenance belongs to the exhibitor.

The Library is not responsible for lost or damaged exhibit items.

Tear Down

The exhibit will be taken down by the exhibitor on the last day of the designated time slot prior to the close of the Library’s second floor that day. All materials must be removed, and the surfaces cleaned.

[last modified 3/11/25 by jps]