U.S. NATIONAL LIBRARY OF MEDICINE Reference Division A GUIDE TO THE PREPARATION OF EXHIBITS March 12, 1957 The purpose of this guide is twofold: (l) to assist the exhibitor with the planning and organization of his display, and (2) to attempt to provide a systematic approach to effective exhibit preparation* The following procedure is based on a similar plan which proved helpful in the preparation of a special library exhibit* STAGE I - SELECTION OF SUBJECT ^ £SIE£S8L: ^% *s ^ chosen? (For commemorative reasons? professional application, personal interest?) (2) Frtphasis: FOR WHOM is the exhibit to be prepared? . :••■•■; IledlcalTbr other special groups? library staff? layity, etc.? MAT is the approach? - historical? factual? biographical? selective? (3) Scope: HOW much space can exhibit occupy? - (9 cases or 1 caseT HOW LONG will exhibit be on display? How long does exhibitor have to prepare it? HOW portable will exhibit be? Could it be loaned? Could it be shipped? STAGE II - RESEARCH This section deals with the organization of all material to be displayed. To save time and confusion, it is recommended that at this collecting stage, an accurate record be made of all material selected which is available in the Library for display. This record could be arranged by the categories suggested below. On each list, there should be a description of the item together with its specifications for estimating its spatial requirements in the cases. At this stage, in orde-" that as miJli advance notice as possible may be given, it is advisable to make the preliminary arrangements for loans and photocopying of materials to be used© In case of delays, it is a good plan to select suitable substitutes* Prepare (in duplicate) with your name, the title of the exhibit and date of display, lists of the folioKings I ;:::"C-" ,,;-; cy:yv jr.-.- v.:-; Ac, hi v. , ^.-.; :.■■'}:, Jr.-). fC" :B*ia:f>«x-T sV'.* <*/" I»r; q Lvi t-;,*i'V. 7 . Y •'•;;*';vJ.:\; .*•':: ' NAtlONAL LIE^RY ' MEDICINE ' WASHINGTON, D. C. V- -i- •J.!'*jV>■■•■;? ... '•*«' ".• ....: I.. .; '1C ■:;■.:■: -i .bic: '-.'■'>; .i*. '. •( '•'. • ;;■ '..•I >V : Itoks selected from the Library collection, Betks selected to be requested on Interlibrary Loan* Picture material* (Submit one copy of the lists for items (a) and (b) to the Head, Circulation Section* Submit one copy of the list for items (c) to the Head, Art Section* Retain an extra copy of each list for your own record). Riotoduplication All >vders for photoduplication should be submitted to the Head, Fht . vaphic Services Section, according to usual Library proc lures. Other items should be requested from the respective institutions having available material. Items for display usually include: (l) Bibliographic: Includes all printed materials which are availables such as biographies, histories, journal articles, newspapers, maps, facsimile and original letters, etc© (2) Pictorial: Includes photographs, etchings, paintings, drawings, caricatures, cartoons, etc. (3) Artifacts: May include drugs and pharmaceuticals, ceramics," instilments, busts, plaques, furniture, equipment etc., to be used for accent only* STAGE IH - DEVELOR&lflT (l) Color scheme (a) basic color; (b) complimentary color or colors which you wish to use should be decided at this stage* (2) Materials: "What quality of textural materials are to bo iis'ld for (a) the background of tie cases* (b) for rsliof -eposes? Materials (a) could be satin, velvety ruL-Iap* ■.rkcloth; (b) ribbon, yarn, twine, masking tape, 3tca (3) Title-card: Select color and size of board and lettering* Construct* N \ V!) (a) (b) - 2 '\\\ -V. fc« :,■:•• -:-o ::•:..'.• '••. ■ :" .": :.-•> (U) Preface: If a "preface" ie to be used, this is the time to plan it. It should be chiefly a "come-on", - a device which will "high-light* as briefly and simply as possible the whole display* If a case is planned for the entrance hall, then this could feasibly serve as the preface, using the title-card, and one item or more, eeg« a book and a box of instruments, or, a plaque and a biography, etc* Suggestion: Use imagination; keep it subtle* (5>) Introduction: This should be prepared carefully; it should be brief and concise, and should reflect as succinctly as possible the essence of the exhibit, so that at a glance the viewer will know the main features of the whole exhibit. Long passages of description do not get read and often deter the viewer from the rest of the exhibit. Suggested forms of introduction include: an historical sketch, a chronology of events, a quotation, etc* After it is prepared, it should be submitted immediately to Chief, Reference Division for editing and clearance* (6) Copy for Library Bulletin and News: This is a good time to prepare copy for publication, since at this stage, enough time is allowed for correction or revision* ^) Leaflet: If a leaflet or "give-away" is planned, this also should be prepared, submitted for approval before pr&nting, and an order prepared for the required number (10C-15>0). Retain stencil or plate in case more copies are needed* STAGE IV - LAY-OUT (l) Using brown wrapping p^per, cut sections to measure exactly the dimensions of the exhibit cases (using 1" to 1T scale)* (2) Decide location of Introduction and mark its position on the lay-out. (Normally people read from left to right, although sequence of cases in exhibit room may be entirely arbitrary, depending on the type of exhibit)* (3) Taking the lists of items to be used with their specifica- tions, draft the contents of each case on the brown paper sections. (It may be necessary to arrange actual material on the lay-out sheet, in case of color conflicts, etc.) At this point, it is a helpful reminder to add that one -3- «• - r. .:?;.. .^<7U ■ dii : . ■. ■'•'.**«•"»' ■' : .n.* », ■•" .••<(.: .■ :. . ' *• ,• • ^r• -v »;.«av*': *v' i'- -._ :*v •i • en c >. ' ?: v i' ■ * > ••■ .*f " •V- 'v. ■ » . v .,' *• . p. , need not feel coinpelled to fill the entire case, and that one book exhibited alone may often be more effective than if it were crammed with a half-dozen items. Items for display, like people, need room to "breathe"; like people, they also need a setting or "environment" to show them off* As in the theater, the setting (or exhitait case) can make or mar the whole production. Try, also,to have each case tell a story - as a unit, which, although it interlocks with the others, is, nevertheless, independent* After the items are drawn to scale on the layout sheet, they should be individually identified, to facilitate fin-1 assembly. Include the "Preface" case, if requiredc (U) Prepare labelsa* making sure that the information is clear and concise for the typist who prepares them. It is a good plan to have them edited as a final test of accuracy, and also for clarity for the viewer who reads them* (£) Mounting: All pictorial material must be mounted. This point is important, for photostats, pictures, and other paper liiaterial will curl drastically under the heat of display lights in hermetically sealed cases* Mount labels. Press all mounted material under suitable weights until tLme of assembly in cases* (6) Draw on lay-out where the labels will be placed. Affix case number to each sheet* STAGE V - ASSEMBLY (l) Assemble all material on book-truck so that it is together in one place when exhibit is ready to be placed in cases* To facilitate assembly, attach a slip to each piece with its location (e.g* Case 2, No* k) according to the lay-out* (2) Consult with previous exhibitor with regard to the exact closing date, and arrange a convenient time so that the transition will be as smooth as possible. * Remember credit lines for material borrowed from other libraries and institutions. -ii- 4 -J.. '•■■ V i.. .;■.■••• '.i *•':.. ■:•.■;;• ■»•?■••;■; ":: "U -'V . • '"..'■'.' * «* .•■.*'■ , :.'■'<• ;i:..."■;> '•i:^:-v-c., .:• ■ .•*..:': , tr^-i.-yir, V'.:'-'-x ,»:: ivf }.\S *'W. . .r ..i..ir.v..-8. r' ". :-:'l ".-.I i .- . .. . »*' s v ..•• ; J; j<: 'v ■5 :. • : V.J . k,:. >. . .1.., (3) Obtain keys for opening cases from Art Section. Prepare floor-boards of cases by covering with background material already selected** For ease of operation, these floor-boards are removable* (k) Working >;'. th lay-out, construct each case. ($) Check lighting so'that all cases will be lighted, throughout period of display* (6) Before closing cases, obtain final approval from Chief, Reference Division* (7) Lock cases securely* Return keys to Art Section* STAGE VI - PUBLICITY (1) Prepare Library hall-sign with title of exhibit. A box of letters for this sign is maintained in the Office of the Chief, Administrative Division* (2) Prepare visitors1 book, adding space for comments, if necessary* (3) Set out for distribution the leaflets prepared for the exhibit. You may also wish to mail a copy of the leaflet to any institutions lending material for the exhibit* (U) Using the lists of items, prepare a consolidated list of contentsj preferably case by case, for a permanent record* (5>) Prepare folder for your own personal record, adding copies of lists, the consolidated contents list, etc. and any notes regarding difficulties met with during preparation, suggestions for the future, comments received. STAGE VII - DISMANTLING (l) With book-truck at hand, remove all material from cases. Using lists prepared as guide, place'material in groups according to their final destination* ■;.: -i •,, '"- **•:'''■'' (2) Return all books to Head, Circulation Section* (3) Return picture material with labels aid title-card to Head, Art Section. (U) Return other items to the respective institutions. (5) Remove back-ground material from case floor-boards. Return to Head, Art Section. (6) Return all letters from Library hall-sign to Office of the Chief, Administrative Division* (7) Lock cases securely and return keys to Art Section* - 5 - ■ •*.• .".'*'' j March 12, 1957 EXHIBIT EQUIPMENT AND MATERIAL AVAILABLE IN ART SECTION Exhibit Cases 2 upright wall cases (53" tall, 36" wide, lkn deep) 1 vertical double door wall case (89" tall x i|8"; upper area U8" x k&n x 8": lower area U8" x 18" x 8") k flat top table exhibit cases (£!;" long, 21*" wide, 5" deep) 2 slant top cases (69" long, kkn wide, 5" deep) 1 small slant top case (13 l/2" tall, 10" wide, 10" deep) lipeg board stand, with metal holders (assorted sizes) 1 plastic holder (for leaflet distribution) Sign Equipment 1 box plastic letters (l l/2" and 1") 1 box (each) cardboard letters (2"; 3/U") 1 hex (each) tile letters (3An; 1"; and 1 1/2") 6 sign boards supply construction board (assorted colors) simply construction papers (assorted colors) Miscellaneous Elastic strips (assorted sizes) Slit blocks (assorted sizes) to hold labels Supply red ribbon, 2 yeards Thumb tacks 2 yards dark red monks cloth - 6 -