AAP Gallery Guidelines

The following guidelines pertain to AAP Galleries, namely the Bibliowicz Family Gallery and the John Hartell Gallery. The Exhibitor must use the premises solely for the purpose of exhibiting the Work. The Exhibitor agrees not to use the gallery for any disorderly or unlawful purpose. The Exhibitor may not transfer this space to any other person or entity without first obtaining the written consent of the Exhibitions team. All questions should be addressed to aapgalleries@cornell.edu. 

• After reading these guidelines, apply for an exhibition by completing the AAP Exhibition Application.

Safety 

The AAP galleries' responsibility is to preserve the Works entrusted to its care and provide a safe environment for all persons visiting the gallery. Any person whose behavior threatens or appears to threaten the gallery, patrons, or exhibits will be asked to leave the building. Additionally, the gallery will not allow the Exhibitor to install exhibits that threaten the safety of the gallery and patrons, contain hazardous materials, or violate environmental health and safety regulations. Any Exhibitor who has questions regarding the safety of their exhibit is required to speak with the Exhibitions team prior to installation.

The Exhibitor must comply with federal, state, and local laws, orders, and regulations, with Cornell University rules and policies, and with any lawful direction of Cornell University Police and Environmental Safety. The Exhibitor must obtain any necessary permits. The Gallery Committee or its designees reserve the right to oversee any event.

Pathways, Entrances, Exits

The Exhibitor may not block entrances, exits, fire escapes, or closet doors. In the John Hartell Gallery, an unobstructed straight path of floor space, at least four feet wide, must be maintained on a line between the East and West gallery entrances. All doorways, including closet doors, must remain unobstructed. Works may not block or cover the doors or windows to the Dean's Office.

Emergency exit pathway:

• The "emergency exit pathway" is the path with the shortest distance between entry and exit doors.
• This pathway must be at least 44 inches wide.

All other pathways:

• Other than the emergency exit pathway, all pathways between objects and walls must be at least 36 inches wide.

Turning radius:

• Wheelchairs require at least 60 inches of clearance when turning in/out of an area that is blocked on three sides.

Ramps

• If a platform is higher than 0.50 inches and is intended to be accessed, a ramp is required. 
• Transitions between surfaces cannot exceed 0.25 inches. 
• Ramps need at least 12 inches in length for every 1 inch in height. 

Example:

• A 3-inch high platform must have a 36-inch long ramp. At its lowest point, the ramp must be 0-0.25 inches high, and at its highest point, the ramp must be 2.75-3.25 inches high.

Decorations and Hanging Works

Decorations cannot be attached to, touching, or blocking: 

• Handrails
• Windows
• Doors
• Fire alarms, smoke detectors
• Sprinklers
• Exit signs
• Electricity panels and light switches
• Lights, light tracks
• Ceilings: Exhibits that request ceiling hangings are permitted on a case-by-case basis, and the Exhibitions team reserves the right to deny any ceiling hanging for any reason.

Items made of combustible material must be treated with flame retardant. If the Exhibitor applied the flame retardant, retain the product for Facilities to review. If the manufacturer applied the flame retardant, retain the certification label. For exhibits that request candles or open flames, LED battery-operated lights are the only permitted option.

Live plant materials in water, live potted plants, gourds, and pumpkins are permitted. Dried plant materials, including branches, trees, and wreaths, must be treated with flame retardant. 

All items treated with flame retardant cannot exceed 10 percent of the wall space. Existing items such as draperies count toward the 10 percent total. 

No helium balloons are permitted, even when tied/secured to the ground.

Accessible Exhibitions

The gold standard at Cornell University is to ensure the campus and its programming are accessible to all. Accessibility goes beyond providing clear pathways and emergency exits. In exhibition spaces, the guiding principle should be that all visitors are able to experience the artwork.

When designing an exhibition, keep in mind the needs of those with visual, auditory, cognitive, and physical impairments. These individuals may require modifications so they can experience the exhibition to the fullest extent. Virtually all of these modifications are simple, affordable, and outlined below. These guidelines have been adapted from the Smithsonian Guidelines for Accessible Exhibition Design, the American Alliance of Museums, the Canadian Museum for Human Rights, Art Pro Net, and the regulations published by the Americans with Disabilities Act. 

Protruding Objects

The definition of a protruding object is something that extends more than four inches from a wall. Most protruding objects need cane detection to ensure individuals with visual impairments can avoid the potential hazard. Cane detection is when a cane sweeps an area to detect barriers or protruding objects. A cane can only detect objects that are 0-27 inches from the ground. For more details, contact aapgalleries@cornell.edu for visual examples.

How to modify your exhibit if you have protruding objects: 

• Move protruding objects into a “safe zone” (above 80 inches high, or with part of the object existing 0-27 inches high).
• Or, use cane detection structures, such as ADA-compliant stanchions, placed at the base of the protruding object. AAP has three ADA-compliant stanchions available for use.

Pedestals, Tables

Whenever possible, pedestals and other table-like surfaces should not exceed 36 inches in height. This particular height ensures that visitors of all ages and abilities can experience the exhibition.

Text, Visuals

The gold standard is to use a text/background combination that is easiest for the widest variety of individuals to read. Here are the recommended basics:

• Matte white background
• Helvetica typeface
• Black font
• 1.5x line spacing
• Left justified
• Avoid italics
• Avoid words in all capital letters

Exhibition title poster:

• At least 225pt
• Affix the exhibition title poster 54-80 inches from the floor where it can be read from 3 feet away.

Curatorial statement:

• At least 50pt
• Affix the curatorial statement 54-80 inches from the floor where it can be read from 3 feet away.

Artwork labels:

• At least 18pt
• Affix the artwork label 54 inches from the floor where it can be read from 3 inches away. 
• Ensure all visitors can learn about your work quickly and easily by using a maximum of 50 characters per line, 15 words per sentence, and 100 words for the description.
• Include a very brief description (overview) in bold.
• Define labels with a color or raised surface to help people with low vision locate them.

Exhibition handouts: 

• For exhibits with many components, it is recommended to create a handout that lists the Works with brief descriptions. Handouts will help guide visitors with visual or cognitive impairments and generally assist all visitors with orienting themselves to an exhibit.

Sounds, Videos

Exhibitions that use strobing lights should first discuss this feature with the Exhibitions team. Whenever possible, videos with sound should be accompanied by captions to ensure all visitors can share the experience. Ambient sounds and music do not require captions. All sounds should not exceed 70 decibels, especially in the Hartell Gallery. The Exhibition team reserves the right to lower the volume at any time for any reason.

Installation Procedures

Prior to installation:

• Installation plans must be approved by the Exhibitions team prior to hanging the show.
• A walk-through at least one month prior to the exhibition is required.
• Keys to the gallery and/or tool closets must not be shared or left unattended and must be returned immediately following the takedown of the exhibit.

During installation: 

• No adhesives, including tape, foam mounting squares, glue, etc.
• No fixatives, spray paint, or noxious chemicals.
• No painting, hammering, or drilling without express permission of the Exhibitions team.
• All furniture, pedestals, plate glass, monitors, technology, cords, tools, gallery-provided supplies, light bulbs and fixtures, and benches must always remain in the gallery and may be moved only within the confines of the gallery under the supervision of the Exhibitions team.

At the end of installation: 

• All Works are expected to be finished and installed — and the gallery to be clean and presentable — by exhibition opening time (typically Monday at 8 a.m.).

Technology 

Exhibitors are encouraged to use their own technology whenever possible. Otherwise, the Exhibitions team maintains an inventory of items available for Exhibitor use. All items are shared between the John Hartell Gallery and the Bibliowicz Family Gallery; their availability cannot be guaranteed. Here is a brief list of items:

Projectors:

• Epson PowerLite 1761W Projector (4 available)
• Epson PowerLite 2247U Projector (1 available)

Mini PCs:

• Android Mini PC (4 available)
• Agptek HD Media Player Mini 1080 (3 available)
• Mac Mini M2 (1 available)

Cords and cables:

• AC Power Cord 10A 250V 18AWG (9 available)
• Surge Protector (2 available)
• Extension Cord (1 available)
• Audio Jack (1 available)
• Ethernet Cable (1 available)
• RCA Cable (1 available)

Adapters and hubs:

• HDMI Adapter (male-female, male-male, female-female)
• USB-A 4-Port Hubs (3 available)
• USB-C to USB-A Adapter (4 available)

Other:

• Yamaha Speakers NS-AW194 (2 pairs available)
• USB-A Thumb Drive (7 available)
• Philips Universal Remote (3 available)
• Monitor Wall-Mount 132 lb Limit (2 available)

If you need additional or other equipment, AAP IT may be able to support and loan materials depending on available inventory. Please contact AAP IT at aap-it@cornell.edu with inquiries. If the Exhibitions team and AAP IT do not have what you need, it is the responsibility of the Exhibitor to provide their own equipment. AAP IT is available for technical consultations but will not assist in the setup of the exhibition. 

Windows

All windows should be closed and locked when leaving the gallery after hours and on weekends. In the John Hartell Gallery, when a window is open, the window blinds must be raised. When a window is closed and blinds are lowered, there must be a one-inch gap at the bottom of the blind.

Lights

Under no circumstances may an Exhibitor alter lights in the John Hartell Gallery or the Bibliowicz Family Gallery unless permission and supervision is provided. The lights may be altered with support from the Exhibitions team.

Moving Wall(s) 

A wall in the John Hartell Gallery and the wall closest to the entrance in the Bibliowicz Family Gallery are moveable. Each moving wall may be adjusted to suit the needs of the exhibition under the supervision of the Exhibitions team. The walls are not to be moved while the gallery is open or after their position has been established for a particular exhibition. Note: ceiling-mounted lights in the Bibliowicz Family Gallery must be removed before the moving wall is moved. 

Doors

During installation, the John Hartell Gallery and Bibliowicz Family Gallery doors must remain closed and locked after hours and on weekends. AAP will open the galleries during business hours.

Deinstallation Procedures

At the end of the exhibition period, the Exhibitor must return the gallery to the same condition as the beginning of the exhibition term, ordinary wear and tear excepted. The Exhibitor will be responsible for any damage (beyond basic patching and painting) to the premises and agrees to pay the cost of repair. Exhibitors may not repair any part of the gallery without prior permission of the Exhibitions team. 

Unless otherwise specified, the gallery must be empty by Saturday at 8:00 a.m. Any items left at the end of an exhibition will be disposed of immediately. Gallery tools and supplies must be returned to their closets. Keys to the gallery and tool closets must be returned promptly after the exhibition takedown.

Other

Receptions

Should you choose to host a reception as part of your exhibition, you (the Exhibitor) are responsible for securing dates, funding, and logistics with your department. At least one month in advance of the exhibition, submit an Event Registration Form at scheduling.cornell.edu and notify the Exhibitions team of your preferred date. Exhibitors may not sponsor a party or a reception or serve food or drink without prior approval from Risk Management and the Exhibitions team. Smoking is not permitted in the galleries at any time.

Copyright  

The Exhibitor warrants that they are the sole owner of the Work and have the legal authority to reproduce, exhibit, distribute, perform, and display the Work. The Exhibitor warrants that the Work does not infringe upon any copyright, moral rights, or intellectual property rights of a third party. The Exhibitor warrants that the Work does not invade or infringe upon the privacy or publicity rights of any person. The Exhibitor agrees to defend, indemnify, and hold harmless Cornell University against all claims, demands, suits, losses, damages, costs, and expenses that Cornell may sustain arising from the display, distribution, publication and/or performance of the Work at Cornell.

If the Exhibitor cannot represent — or is not the exclusive owner of — the content of the Work, or does not obtain all rights necessary to display the content of the Work, please contact  aapgalleries@cornell.edu to determine whether the display of third-party content can be cleared or may be susceptible to permissible use.

Photography, Photo Release

Your exhibition will be listed on the Cornell AAP website and publicized by AAP's Office of Communications.

Cornell AAP is authorized to photograph, sketch, or otherwise reproduce in any media any portion of the exhibition for documentary and educational purposes, for reproduction in an exhibition catalog, or in publicity related to the exhibition, unless other arrangements between the Exhibitor and the Exhibitions team have been agreed upon in writing prior to the exhibition. It is also understood that the general public may photograph works in an exhibition for non-commercial use.

The images of work provided by the Exhibitor may also be used in Cornell AAP's promotional materials, including but not limited to printed posters, postcards, website, newsletter, and e-newsletter. Please provide the necessary photo credit and/or caption information.

Cancellation Policy 

Should the Exhibitor fail to comply with any conditions documented above, whether express or implied, or should the Exhibitions team or AAP Gallery Committee reasonably believe that such has occurred or is likely to occur, the Exhibitions team or College may take possession of the gallery without notice, terminating the Exhibitor's use of the gallery. In this event, the Exhibitor remains liable for any and all damages or deficiencies.

In the event that the Exhibitor should cancel any of the exhibition dates, the AAP Gallery Committee reserves the exclusive right to offer the gallery to another person or persons. The John Hartell Gallery and Bibliowicz Family Gallery intend to serve the needs of the students, faculty, and staff of the College of Architecture, Art, and Planning. As such, priority for the gallery space is given to those applicants who are affiliated with the College. Under highly unlikely and extreme situations, the AAP Gallery Committee reserves the sole and exclusive right to reschedule the exhibition dates subsequent to the Exhibitor's signing of the release and indemnification agreement and, in that event, the AAP Gallery Committee will provide at least 24 hours advance notice. If the Exhibitor fails to occupy or use the gallery as provided in this statement, the AAP Gallery Committee reserves the right to offer occupancy to another person or persons. Any notice to the Exhibitor is considered given if in writing and delivered personally, sent by mail to the Exhibitor's address, or if sent by email.