Ira Raymond Exhibition Room

The Ira Raymond Exhibition Room is a fine exhibition room located in the Barr Smith Library at the centre of the North Terrace Campus of the University of Adelaide. The room was remodelled in 1989, and is named after Ira Raymond, University Librarian 1964 to 1982.

The Library welcomes the opportunity to host exhibitions consistent with the educational and cultural roles of the University. Exhibits may publicise University events and activities, and departmental and staff activities and achievements. Exhibitions and activities sponsored by organisations outside the University may also be held in the Room, particularly where these are of interest to the staff and students of the University. Subject to specific approval, the room is also available for use by community and commercial organisations.

The Barr Smith Library holds in excess of two million volumes and provides study accommodation for 1,250 persons. Through the academic year the Library is open for 72 hours each week, and approximately 20,000 persons enter the Barr Smith Library each week.

The facility

The Ira Raymond Exhibition Room provides an air-conditioned open space of some 180 square metres. Lighting is designed for display purposes and incorporates track lights, flexible spotlights, and unobtrusive lights inset to the ceiling. Natural lighting is available on the eastern wall, but may be concealed if necessary. The Library can provide various flat and vertical display cases, panels and display boards, and book stands, supports and other minor display accessories. Picture rails are provided along all walls, and a range of portable display equipment can be made available. There is a small kitchen, and direct access to toilet facilities.

The public entrance to the exhibition room is directly opposite the entrance to the Library and is thus highly visible and accessible. The exhibition room incorporates infra-red and video security, and the room may be locked as required. Double doors allow easy movement of exhibits. Vehicular access to the Library is possible on levels 1 and 3.

General Guidelines for Exhibitors

Each exhibition should have a clearly defined theme and be prepared and publicised to professional standards.

The name of the department or organisation presenting the exhibition should be evident as part of the display and in associated publicity.

Exhibitions of an educational or cultural nature are generally be displayed for three to six weeks.

Publicity of exhibits deriving from organisations not associated with the University should not imply the sponsorship by the University or the Library. The Library reserves the right to display or not display publicity materials within the Library, and the University reserves that same right within the grounds of the University.

The mounting and dismantling of exhibitions is the responsibility of the Exhibitor, and assistance provided by the Library shall be at the expense of the Exhibitor. The process of mounting or dismantling the exhibition should not disrupt the normal use of the Library.

Staff of the Library are in the vicinity of the Exhibition Room at all times and the Library will take the best possible care of exhibits. However neither the University nor the Library will be responsible for the loss of or damage to exhibits of any cause or nature.

Enquiries about the use of the Ira Raymond Exhibition Room should be directed to:
The University Librarian,
The University of Adelaide,
Australia 5005.
Phone (08) 8303 5370

Conditions of use

The Ira Raymond Exhibition Room is a prestige facility maintained by the Library for exhibitions, cultural events, and significant meetings. Subject to specific approval, the Library makes the Room available to approved University groups and community organisations. The Library welcomes proposals for exhibitions and activities which support the cultural and educational roles of the University.

The room is not available for regular University meetings or teaching activities, or for exhibitions, meetings, or other activities inconsistent with the educational and cultural roles of the University, or which are likely to cause offence. The Library may seek a detailed description of activities proposed for the Room. The University Librarian reserves absolutely the right to approve or deny the use of the Room for any proposed function.

At the time of making bookings, organisations should specify:

• the nature of the event
• the name of the organising body
• the anticipated attendance
• details of any admission charges or commercial activity associated with the function
• details of furniture and equipment required
• details of equipment and furniture to be brought for the occasion
• whether refreshments are to be provided (with details)
• insurance details for exhibits (where relevant)
• other information relevant to the booking.

Charges for the use of the room may be payable by organisations not directly affiliated with the University (and the determination of affiliation rests with the University Librarian), at the rate of $100 per half day, $200 per day, or $600 per week. Charges for the use of library equipment will be determined in discussion with the organisation.

In general it is expected that organisations which book the Room will undertake the set-up of the Room themselves. Where the Library assists or undertakes set-up, a minimum setting-up charge of $50 is made. Library staff effort exceeding the first half an hour is charged at $50 per hour.

At least three days prior to the event, the organisation should provide written acknowledgment that it will carry full responsibility for loss, theft, or damage to equipment, materials, and food or drink used or displayed in the Room, whether the property of the Library or of the organisation, and agreement that it will accept the determination of the Library in relation to the cause and cost of making good any loss or damage.

It is a condition of use of the Room that the organisation assumes full responsibility in relation to its use, and for damage to third parties or third party property.

Admission charges to activities in the Exhibition Room and the sale of goods in the Room may be made only with the approval of the University Librarian.

A representative of the booking organisation should contact the Library two or three days prior to the event to confirm arrangements and finalise details.

A small kitchen adjacent to the exhibition room incorporates a sink and a small refrigerator. Permission for refreshments to be served in the Room is by approval of the University Librarian, and, if granted, is subject to the following conditions:

• The organisation makes all arrangements itself, and in doing so provides no interference with normal library use and activity.
• The group or organisation removes all containers, rubbish, etc from the Library immediately after the event.
• The group or organisation obtains any approvals to serve alcohol required by licensing legislation.

Stephen Beaumont (Facilities and Planning Librarian)July 2000