In keeping with its mission, the Edith Wheeler Memorial Library showcases exhibits and displays (hereinafter referred to collectively as “exhibits”) for the artistic, cultural, and informational enrichment of the community. In addition, exhibits are intended to make the library a pleasant and interesting place to visit. The Monroe Arts Council will assist in the implementation of the policy by initially screening all applications prior to forwarding their determination to the Library Director for final approval.


Three (3) areas are available to the public for displaying exhibits: (1) the display case opposite the circulation desk in the Adult Department, (2) the walls of the William J. Ehlers Meeting Room (“the Ehlers Meeting Room”), and (3) the walls of the Rotary Club Board Room (“the Board Room”). On occasion, a counter or tabletop may be used for a small display.


Exhibits of library materials and activities will be given first priority for display. Monroe artists, collectors, and community organizations also are encouraged to offer exhibits of artistic, cultural, or informational merit. Persons and organizations outside of Monroe are invited to exhibit when their works would be of general interest to the Monroe community.

Organizations are invited to submit exhibits provided they select one person to represent them in coordinating their exhibit with the library.

The library's Exhibit Space will be reserved on a first come, first served basis.

Exhibit space may be reserved for the current year (July 1 - June 30) only. Reservations for the ensuing fiscal year may be submitted each May 1.

Exhibits are subject to the approval of the Library Director or his/her designee and will be accepted or rejected based on their artistic, cultural, and/or informational merit. All exhibits must meet acceptable community standards. Exhibits are accepted on a “first-come-first-served” basis. Exhibits by persons or organizations for commercial purposes are not allowed.

Unless specifically waived by the library, every exhibitor will be required to supply a certificate of insurance naming the Edith Wheeler Memorial Library as an additional insured.

All exhibitors must sign an Exhibit and Display Release Form. The form signifies the exhibitor’s agreement to abide by the provisions of this policy, provides the library with a description and monetary evaluation of the items being exhibited, and releases the Town of Monroe and the Edith Wheeler Memorial Library from any liability in connection with the loaned exhibit.

The library will make every reasonable effort to protect items displayed, but exhibitors should recognize that the library is a public building used by a large number of people. Library staff
cannot be held responsible for the preservation or protection of items on display.

Normally, items will be kept on display for up to one (1) month.
It is the responsibility of the exhibitor to set up and remove his/her exhibit, and to ensure that items to be displayed on walls are prepared for hanging. The library will provide a system for hanging artwork that the exhibitor will be expected to use.

The library does not participate in the sale of displayed items. The library will provide a list of titles and prices of items, together with an address, email address, and/or telephone number, if such information is provided by the exhibitor. Whenever a sale results from an exhibit, the library requests that ten percent (10%) of the sale price be donated to the Friends of the Edith Wheeler Memorial Library. Items constituting an exhibit must remain in the library and on display for the agreed-upon length of the exhibit, including any items that may have been sold while on display.

The library is unable to provide storage for the property of individuals or organizations exhibiting in the library.

All publicity materials relating to an exhibit shall be submitted for approval by the library. Publicity written by library staff will be done in consultation with the exhibitor and based on the information provided.

An artist or organization may plan a formal opening or reception for an exhibit but must clear the date and time in advance with the Library Director. Food and non-alcoholic beverages may be served at such events.

Exhibits on library premises will be made open to the public during library hours. However, the Ehlers Meeting Room and the Board Room often are used for activities, programs, and meetings. Exhibitors must understand that there may be times when their exhibits will be unavailable for viewing.

Acceptance of an exhibit does not constitute an endorsement by the Library Board of Trustees or the Town of Monroe of the person’s or organization’s policies or beliefs.


The Library Board of Trustees authorizes the Library Director to act in keeping with this policy and to execute its provisions on behalf of the library and the Town of Monroe.


The Library Board of Trustees reserves the right to make exceptions to the provisions of this policy. In addition, the Library Board reserves the right to amend this policy from time to time, as it deems appropriate and in response to changing conditions.

Adopted by the Library Board of Trustees: May 17, 2007
Revised: July 2008

Exhibit and Display Release Form