Exploring Human Origins Site Support Notebook for Seminaries: Logistics

Table of Contents:

  1. Tour Itinerary
  2. Timeline at-a-glance
  3. Exhibit Shipping and Receiving
  4. Exhibit Unpacking, Installation, and Repacking Instructions
  5. Exhibition Videos (Vimeo Link)
  6. Reporting Requirements
  7. Programming Allowance

Tour Itinerary

The traveling exhibition will tour the U.S. from December 2023 through July 2026, with library host periods each summer and winter and seminaries hosting the exhibit each spring and fall.

Please note: The below are the official tour start dates for each institution, but the exhibit likely will be delivered to you days before (as coordinated with the shipper).

  • Host Period 1 - Yuma County Library District (Yuma, AZ): Friday, December 1, 2023 — Monday, January 15, 2024
  • Host Period 2 - Hood Theological Seminary/Livingstone College (Salisbury, NC): Monday, January 29 – Wednesday, May 15, 2024
  • Host Period 3 - Broward County Libraries Division (Fort Lauderdale, FL): Wednesday, May 29 — Thursday, August 1, 2024
  • Host Period 4 - Samuel DeWitt Proctor School of Theology of Virginia Union University (Richmond, VA): Thursday, August 15 – Saturday, November 16, 2024
  • Host Period 5 – Avon Free Public Library (Avon, CT): Sunday, December 1, 2024 — Wednesday, January 15, 2025
  • Host Period 6 – St. Paul School of Theology (Leawood, KS): Wednesday, January 29 – Thursday, May 15, 2025
  • Host Period 7 - Campbell County Public Library (Newport, KY): Thursday, May 29 — Friday, August 1, 2025
  • Host Period 8 – Luther Theological Seminary (St. Paul, MN) – Friday, August 15 – Sunday, November 16, 2025
  • Host Period 9 - Rio Rancho Library and Information Services (Rio Rancho, NM): Monday, December 1, 2025 — Thursday, January 15, 2026
  • Host Period 10 – School of Theology of the University of the South (Swanee, TN): Thursday, January 29 – Friday May 15, 2026
  • Host Period 11 - Spartanburg County Public Libraries (Spartanburg, SC): Friday, May 29 — Friday, July 31, 2026
  • Host Period 12 – Garrett Evangelical Theological Seminary (Evanston, IL): Saturday, August 15 – Monday, November 16, 2026

Timeline at-a-glance

Below is a general timeline for the period before, during and after your Exploring Human Origins host period.

  • 6 months before host period begins: A site visit by two NMNH HOP Team Members; review exhibit and program sites; review promotion plans, review HOP onsite programs, determine dates for Smithsonian Team programs, address other questions.
  • 8 weeks before host period begins: Virtual Meeting with NMNH Human Origins Program and ALA (to be scheduled at a mutually agreeable time); $2,000 promotion/programming grant check sent
  • 1 week before host period begins: Art Guild contacts host site to arrange for an exhibit delivery time
  • Days leading up to host period start date: Exhibit is delivered to your campus
  • 1 week after host period begins: Condition Report completed and emailed to Meghan Gieseker at mgieseker@ala.org and Jim Miller (jmiller1776@gmail.com)
  • 1 week before host period ends: Art Guild contacts host site to arrange exhibit de-install and pick-up
  • Last day of host period: Campus Coordinator checks exhibit to ensure there is no damage (and contacts ALA Public Programs Office at publicprograms@ala.org if there is any damage to report)
  • 2 weeks after host period ends: Evaluation forms (sticky notes, visitor surveys, faculty and administrator evaluations) due to Briana Pobiner (pobinerb@si.edu)

Exhibit Shipping and Receiving

Exhibition shipping will be managed by Art Guild.

All shipping costs will be billed to and paid by the ALA Public Programs Office.

Important Shipping/Installation Information:

  • Because of varied delivery and pick-up dates, your additional exhibit insurance coverage should begin 10 days before the first day of your host period and extend to 10 days after the last day of your host period.
  • The exhibit will (tentatively) be delivered and installed the day before your scheduled host period begins. Art Guild will reach out to you on behalf of the shipping company to coordinate the delivery of the exhibit and labor hired to help install the exhibit at your seminary (see the following bullet).
  • Because of the size of the exhibit and weight of some of the exhibit components, the installation and de-installation process will be overseen by a professional laborer. This individual will possess the tools and knowledge to safely set up the exhibit, but they will require assistance from your seminary’s staff or volunteers. You are asked to provide at least two staff people or volunteers who can also be on-site to assist with the installation and de-installation of the exhibit. Installation and de-installation are each expected to take one full workday, or approximately eight hours.
  • The exhibit will be shipped in approximately 5 crates and 15 panel cases. Please email mgieseker@ala.org right away if you do not think you will have space in your seminary to store the empty crates and cases during your host period.
  • Check the condition of the exhibit as you unpack crates. If any exhibit parts or materials are missing or damaged, please notify ALA immediately (publicprograms@ala.org). We recommend that you complete the Condition Report as you are installing the exhibit.
  • The last date in your scheduled host period is when the exhibit must close. Art Guild will coordinate to have the exhibit de-installed. Again, note that you should provide at least two staff members or volunteers be on-site to assist. Art Guild will also coordinate with you as to when the exhibit will be picked up by the shipper.

Shipping will proceed as follows: (note bolded parts below)

  • Art Guild will contact host sites to arrange convenient delivery and pick-up times approximately one week in advance of your scheduled host period.
  • If it is 24 hours before the start of your scheduled host period and you have not heard from shipper, please call Art Guild at the following number between 9 a.m. and 5 p.m. ET Monday through Friday to confirm delivery arrangements: 856-853-7500 x278.
  • If you need assistance, you may always call or email the ALA Public Programs Office (office open 9-5 CT, Monday through Friday):

ALA Public Programs
Phone: 1.800.545.2433, ext. 5045, or 312.280.5045
Email: publicprograms@ala.org

Exhibit Unpacking, Installation, and Repacking Instructions

The following are detailed instructions developed by the exhibit fabricators, for how to unpack, install, and repack the exhibit.

Exhibition Videos (Vimeo Link)

Host sites can optionally provide two devices that can play back videos via internet-based streaming accessible them via the Vimeo link below. There is an optional suggested placement for the two monitors included in the exhibit floor plan (above).

password: humanorigins

Reporting Requirements

Condition Report (due one week after unpacking the exhibit): The Condition Report collects information about the physical condition of the various components of the exhibition. This report enables the NMNH Human Origins Program and ALA to learn about any damage so we may arrange for maintenance and repairs. We will send the form to you as a fillable PDF to fill out (also linked here). Please email the completed report to Meghan Gieseker at mgieseker@ala.org and Jim Miller at jmiller1776@gmail.com.

Opening Panel Sticky-notes (submitted to Dr. Briana Pobiner): Guests to the exhibit will have the opportunity to answer the question "What does it mean to be human?" via sticky notes that can be stuck onto the corresponding exhibit panel. We ask that your seminary please provide the sticky notes for this component. Do not use tape, glue, or other adhesives. At the conclusion of your host period, you are asked to report the public's answers to the question "What does it mean to be human?" back to the Smithsonian. Please mail all the completed sticky notes to this question from your site to Dr. Briana Pobiner (she can be reached at pobinerb@si.edu to receive the correct mailing address).

Program Evaluation: The NMNH Human Origins Program asks host sites to survey exhibition visitors and program participants to understand how people engage with the exhibition and programs. The Human Origins Program has created a survey that can be printed and filled out by visitors leaving the exhibition. You will be asked to mail the completed surveys to Dr. Briana Pobiner (along with the sticky notes from the exhibit) at the end of your host period.

Programming Grant

Each seminary host site will receive a $2,000 grant to support public programs related to the exhibition.

The programming grant may be used for the following:

  • Purchase of program supplies
  • Speaker honoraria and travel expenses
  • Publicity expenses for exhibit-related programs not associated with fundraising
  • Acquisition of related books, DVDs, and other media related to the project
  • Program mailing, printing, photocopying, and telephone costs

The programming allowance may NOT be used for:

  • Purchasing alcoholic beverages for opening reception or related programs
  • Exhibition Insurance
  • Indirect costs, i.e., general administrative expenses of any kind

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