Exhibition Guidelines
Exhibition Guidelines
We champion artistic expression as a genuine form of storytelling in our community spaces.
Holding space for visual art in our public libraries celebrates ideas, elevates personal narratives, and promotes creativity, curiosity, and connection. This page is intended for use by librarians and artists whose will will be displayed in different locations. See all guidelines and criteria below.
We prioritize:
Working with emerging visual artists and curators
Providing local artists (Wisconsin-based) with paid opportunities
Elevating artists who reflect our diverse communities
Encouraging artists to speak and create from their own experiences through community engagement
Facilitating intentional engagement between exhibiting artist(s) and community partners
Welcoming collective artistic efforts and emerging curators who develop exhibits with community groups
Exhibiting work that draws people in, stimulates inquiry, and broadens horizons
Art Exhibitions Staff Roles
Art Program Supervisor. This is the Bubbler Program Supervisor (Trent Miller) who oversees exhibitions and art programming at all Madison Public Library Locations.
Library Exhibition Lead. This is a library staff person at a specific neighborhood library who is the lead contact for contracts, setting up workshops, reserving rooms, etc.
Library Exhibition Helper. This is another library staff person at a specific neighborhood library who may be available to help with installation, deinstallation, printing, etc. Not all locations have this staff person.
Exhibition Duration and Artist Compensation
(Current as of March 2024): We value compensating exhibiting artists and curators. Accepted applicants will receive a stipend to be used in whatever way they see fit. Upon acceptance, a staff member will discuss compensation and contract up front with the artist(s).
Exhibitions typically run for 4 months. Timelines within our libraries vary by location.
Neighborhood Library compensation: $400 for a 4-month exhibition
The Madison Public Library provides a modest honorarium of $400 for a 4-month solo exhibition by a selected artist exhibiting original art works in our neighborhood library spaces. For shorter or longer exhibitions, the artist will be paid at a rate of $100 per the number of months on display.
Diane Endres Ballweg Gallery honorarium: $800 for a 4-month exhibition
Due to the square footage and scope of the Diane Endres Ballweg Gallery at Central Library, the Madison Public Library provides a honorarium of $800 for a 4-month solo exhibition by a selected artist exhibiting original art works in that dedicated space. For shorter or longer exhibitions, the artist will be paid at a rate of $200 per the number of months on display.
Curatorial honorarium and group shows:
Some exhibitions may represent a number of artists/artist collective or require the skillset of an outside curator. Those exhibitions will be reviewed and contract terms will be determined by library staff upon acceptance.
*These rates are subject to change based on annual review of equitable payment structures
Community Engagement
Along with exhibiting work within our public library spaces, we encourage the selected artist(s) to plan for one to three community engagement opportunities relating to the show’s theme, medium, and/or maker(s). These community engagement opportunities can take on various forms such as:
a hands-on workshop for the public,
an artist talk/panel discussion,
and/or a community group collaboration.
Our Library staff have access and expertise to collaborate with the artist(s) in setting up community engagement opportunities. As plans are finalized, artists can expect to receive an additional stipend for things like workshops, events, etc. It’s best practice to plan programs at least one month in advance.
Decisions on what engagement opportunities are possible will be up to the Library Exhibition Lead in relation to space availability and staffing capacity.
Content and art policy
When picking out work to display, please keep in mind that many members of the public, including children and families, use Madison Public Library. We ask artists to select work that would be appropriate for a general library audience.
If you are unsure if a piece of work is a good fit for the display area, contact the Library Exhibition Lead to discuss the work. The exhibition lead may consult the Library Art Coordinator on any works in question. As noted in the Art Policy, the Art Coordinator reserves the right to determine what work is appropriate for each space.
Read the full Madison Public Library Art Policy.
The Library Art Policy is in the process of being updated in 2024.
Planning for installation
The Library Exhibition Lead or Art Program Supervisor will:
Communicate with the artist to gather all necessary information for the exhibition. This will include the Art Exhibition Information form (title of exhibition, images, price/image list, exhibition or artists statement, etc.).
Provide a payment contract for the artist to sign and do a background check which is required by The City of Madison for any programming at the library.
Work with The Bubbler at Madison Public Library team to update The Bubbler website with all relevant information about your exhibition.
Reserve a meeting room for you to stage your work if requested.
Work on marketing materials which may include online or print materials dependent on location.
The exhibiting artist will:
Create the art and plan the layout of the exhibition.
Respond to any exhibition information email requests within 2 weeks or by any stated deadlines. This includes filling out the Art Exhibition Information Form and providing any additional information requested from exhibiting artists.
Communicate installation and deinstallation times with the Exhibition Lead or Art Program Supervisor. These times need to be during open library hours.
Sign and return the payment contract.
Security and insurance
The galleries and display spaces are not under constant supervision, however library staff are present throughout the building. The exhibition work will be insured for damage/theft by the City of Madison once the exhibitor returns the completed insurance information. If any damages occur, the exhibition’s lead will work with the artist to investigate damages and secure insurance claim paperwork, if necessary.
If artists would like work insured while then are installing the work, they must provide a list of all work to be insured at least one week before they arrive at the library. If artists are fine with work being insured once the work is on display, then they can provide a list of all work on display once it is installed. Insurance by the City of Madison starts once the artist has provided a full list of works on display and their values, and the Library Exhibition Lead has forwarded that list to the City of Madison Risk Assessor.
Lighting, Spaces, and Exhibition Hours
Lighting:
Some library locations have track lighting. In these locations the Library Exhibition Lead will work with the Library Art Coordinator. to light artwork once the exhibition is up. This will happen within one week of the show being installed.
About the Spaces:
Learn more about specific library spaces available for exhibition, including hardware used at each location.
Exhibition Hours*:
Exhibitions hours are during regular operating hours. See all opening times.
*If the exhibition is in a space that is also used for library programs then the exhibition may not be available while a program is happening. If an artist or a guest plans to access the exhibition at a certain time, please contact the Library Exhibition’s Lead and they can confirm that the space is accessible during that time.
Responsibilities during installation
The Library Exhibition Lead, Library Exhibition Helper, or Art Program Supervisor will…
Meet with the artist to show the layout of the exhibition space, location of hanging materials, and to answer any questions around installation
Meet with the artist to show the layout of the exhibition space, location of hanging materials, and to answer any questions around installation.
Provide a ladder and display rods/wires. Anything needed beyond these tools must be known in advance or provided by the artist.
Print out a price list and artist/exhibition statements and have them available to library patrons. This will either be displayed on the wall or kept in a binder. The binder could be at the main desk or on a table/pedestal depending on the specific library.
Provide library approved mounting putty/tape if desired by the artist to hang exhibition information.
The artist will:
Deliver work in person.
Install their own work, library staff can consult on layout and arrangement.
Update any changes to the previously submitted price list. If the artist prefers to not have a price list, then insurance values of all work on display must still be provided.
Create and install artwork labels using library approved mounting putty/tape. If printing labels, we suggest using cardstock paper, the mounting putty/tape we provide is not strong enough to hold heavy plastic signage. LABELS ARE OPTIONAL.
Important Notes about Safety and Accessibility:
Please do not leave ladders unattended in the library or stand on library furniture.
Plan for where work will hang ahead of installing it so that library materials will remain available to patrons during installation.
Please do not use any adhesives, tapes, putties outside of those provided by library staff.
Exhibition receptions
EXHIBITION RECEPTIONS ARE OPTIONAL. If the artist would like to coordinate a reception, the following responsibilities apply:
The Library Exhibition Lead will:
Reserve library space if needed to accommodate the opening reception
List the exhibition reception times on the library online calendar
The artist will:
Communicate and coordinate exhibition reception times with the Library Exhibition Lead
Be present at the exhibition reception
We encourage artists to share the event on their own social media channels!
At the reception: If artists would like food available at the event, they are free to bring in snacks (pre-packaged or commercial kitchen prepared) to share. Alcohol is not allowed at library receptions. We are generally not able to cover the cost, but can assist with tables and set-up
Please note: There is no additional stipend paid to artists for exhibition opening receptions.
While work is on display
The Library Exhibition Lead will:
Insure work through the City of Madison
Work with The Bubbler at Madison Public Library team to list relevant information about the exhibition on the Bubbler’s website
Communicate with the artist if work is damaged or stolen
The artist will:
Maintain any ongoing promotion of the show through personal social media channels
Send friends, family, and acquaintances to the library
When the show comes down
The Library Exhibition Lead, Library Exhibition Helper, or Art Program Supervisor will…
Provide a ladder for the artist to deinstall the work
Work with the Bubbler at Madison Public Library to maintain a record of the exhibition with photos and exhibition year on the Bubbler past exhibitions tab of the Bubbler website
The artist will:
Be responsible for deinstalling their own work and transporting it out of the library
Remove any informational signage or labels from library walls
Sales and commission
Madison Public Library does not take a commission for any sales. Therefore, all sales must be arranged and processed through the exhibiting artists.
An email address provided by the exhibiting artist will be listed publicly on the price list if the work is for sale. If work is purchased, it should still remain on display during the show run, and the purchaser should pick it up from the artist once the show is over.
Marketing and Promotion
Social media:
Madison Public Library and The Bubbler at Madison Public Library have multiple social media channels. These channels can be used to promote exhibitions, however there are no set guarantees on social media posts. If you are posting, please tag us at @madisonpubliclibrary and @madisonbubbler.
Websites:
The Bubbler at Madison Public Library website will list relevant information and images about the exhibition. Any events/programs connected to the exhibition will be listed on the Madison Public Library online calendar.
Print:
Some library locations print and display full-page or quarter-sheet exhibition flyers. If you are interested in a possible flyer for your show, please talk to the Library Exhibition Lead you are working with to see if this is possible. Materials for a flyer must be provided at least 2 weeks before a flyer would be printed. If you are interested in printing your own posters or flyers, please discuss this with the Library Exhibition Lead you are working with.
Read more about our mission.
Read the Madison Public Library’s Art Policy.
See all current open calls.