At least 45 days prior to your scheduled display period, submit a completed pre-exhibit form to ALA.
Shipper contacts host site to arrange for convenient exhibit delivery and pick-up time.
Check the condition of the exhibit as you unpack crates. If any exhibit parts or materials are missing or damaged, please notify ALA immediately.
Once the exhibit is set-up, please submit a completed Condition Report form to ALA.
The first date in the itinerary is the last day the shipper is allowed to deliver the exhibit, although it might arrive before that date. When you are planning exhibit openings, remember that you might not receive the exhibit until the first date in the itinerary, and you will need at least a day or two to set it up.
The last date in the itinerary is when the exhibit must close. Host sites are asked to have the exhibit packed up and ready to go by the date indicated for each site, so please allow time to repack it.
Complete a final report form within 30 days of the closing of the exhibition.
Exhibit Shipping and Receiving
The exhibition shipper is VIP Transport East, a Fine Arts Transportation Agent for Mayflower Transit. All shipping costs will be billed to and paid by the ALA Public Programs Office.
Important exhibit display information:
Because of varied delivery and pick-up dates, please be sure that your additional exhibit insurance coverage starts ten days before the start of your display period and extends to ten days after the last day of your display period.
On the itinerary, a date is designated as the last day the shipper can deliver the exhibit (“Shipper delivers no later than”). The exhibit may be delivered before that day, but please do not plan programs on that day.
You will most likely need extra help with the shipping crates, especially if your library does not have a loading dock or a delivery area large enough for a semitruck to unload.
You may schedule the exhibit opening whenever it suits your local schedule.
You may close the exhibition when you wish, but it must be closed by the date designated “Display period ends.”
Because there is limited time available to get the exhibition from one site to another, host sites should have the exhibition dismantled, packed and ready for pick-up on the date designated “Shipper picks up on or after.” This does not mean the shipper will always pick up the exhibit on that date, but the exhibit should be ready to go on that date.
Shipping will ideally proceed as follows:
VIP Transport/Mayflower will contact host sites to arrange convenient delivery and pick-up times. Delivery and pick-up must occur during business hours (9-5 your time, Monday through Friday). If you have not heard from VIP by at least 48 hours before the exhibit should be delivered, please call VIP at the following number(s) between 9 a.m. and 5 p.m. EST Monday through Friday to confirm delivery arrangements: 1-800-998-4847 ext. 202 (Mayda Brann) or 1-800-261-6088, ext. 209 (Ed Noonan) . If you need assistance, call or e-mail the ALA Public Programs Office (see below).
The following are instruction videos created by the National Library of Medicine for exhibit installation.
Opening the Crate and Contents Overview
Setting up the Banners
Removing the First iPad Stand from the Crate
Removing the Second iPad Stand from the Crate
Setting up the iPads
Arranging the Banners and Stands
The pre-exhibit form needs to be completed at least 45 days prior to your display date. The form should be filled out online at: http://apply.ala.org/nativevoices using the same e-mail address and password used to apply for the exhibition. If you have a problem accessing the online report form, please contact firstname.lastname@example.org.
You can download a copy of the Native Voices pre-exhibit form (PDF).
Please do not complete the pre-exhibit form using the PDF document.