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Table of Contents

1. Tour Itinerary
2. Logistics, Order of Events, and Checklist
3. Exhibit Shipping and Receiving
4. Exhibit Unpacking, Installation, and Repacking Instructions
5. Pre-Exhibit Form
6. Condition Report Form
7. Final Report Form
8. Programming Allowance Request Instructions
9. Exhibition and Program Evaluation
10. What to Expect
11. Orientation Webinar Recording

Tour Itinerary

A copy of the tour itinerary can be found here.

Logistics, Order of Events, and Checklist

• At least 45 days prior to your scheduled display period, fill out and submit the pre-exhibit form (PDF preview) via the (login required). You must upload proof of insurance with the pre-exhibit form.
• 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 immediately.
• Once the exhibit is set up, please fill out and submit a completed condition report form (PDF preview) via the .
• 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 (PDF preview) form within 28 days of the closing of the exhibition via the .

Exhibit Shipping and Receiving

The exhibition shipper is Sterling Corporation. Cindy Callahan and Peter Gennaro will be the lead project managers on this tour.

Peter Gennaro, pgennaro@sterlingmail.com

Cindy Callahan, ccallahan@sterlingmail.com, 978.322.2692

All shipping costs will be billed to and paid by the 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 10 days before the start of your display period and extends to 10 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 semi-truck to unload. The exhibition will require 3-4 people 8-12 hours to set up. No special tools are needed for installation beyond a step ladder.
• 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:

Sterling Corporation 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 Sterling by at least 48 hours before the exhibit should be delivered, please call Cindy Callahan at Sterling at the following number between 9 a.m. and 5 p.m. EST Monday through Friday to confirm delivery arrangements: 978.322.2692. If you need assistance, call or e-mail the Public Programs Office (see below).

Shipping questions:

Public Programs Phone: 1.800.545.2433, ext. 5045, or 312.280.5045

E-mail: 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.

• Familiarize yourself with the exhibit content by reviewing the and documents.
• World on the Move exhibit and
• World on the Move installation guide
• Digitized exhibition content from

Pre-Exhibit Form

The pre-exhibit form needs to be completed at least 45 days prior to your display date. The form should be filled out online on the grants management platform 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 publicprograms@ala.org.

You can download a copy of the World on the Move pre-exhibit form (PDF) for a reference as you prepare your answers. The report must be submitted via (the same online platform used to apply for the exhibition).

Condition Report Form

The condition report should be completed online on the grants management platform 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 publicprograms@ala.org.

You can download a copy of the World on the Move condition report (PDF) for a reference as you prepare your answers. The report must be submitted via

Final Report Form

The final report should be completed online on the grants management platform using the same e-mail address and password used to apply for the exhibition. If you have problems accessing the online final report form, please contact publicprograms@ala.org.

You can download a copy of the final report form (PDF) for a reference as you prepare your answers. The report must be submitted via

Programming Allowance Request Instructions

Libraries selected to host the World on the Move exhibition will receive an allowance of $500 from to cover programming expenses. Please follow the guidelines and instructions outlined in the General Information section to ensure that the library complies with all required terms. The allowance may not exceed $500. The will send a check to library hosts at the start of each calendar year that you’ll be hosting.

Exhibition and Program Evaluation

PPO and the AAA want to study how World on the Move advances the exhibition’s goals of increasing library patrons’ understanding of human migration, building capacity at public libraries, and advancing understanding of how to reach diverse library populations. The evaluation goal is to collect data to understand the exhibition experience and learning outcomes throughout the grant period and provide feedback to help , the AAA, and host libraries advance their goals. We greatly appreciate your commitment to this work.

Here’s what you can expect as a host library:

At the virtual orientation workshop (February 10, 2023 at 2:00-3:30 PM CST): Project staff will walk through the reporting requirements, and preview the final report and data that libraries will be asked to collect.

During the exhibition: We ask that you engage attendees in at least three public programs and people visiting the exhibit.

After the exhibition: You will be asked to answer questions about your experience with the World on the Move exhibit in a final report to . You will have access to the questions in advance. That way, you will know ahead of time what topics to be thinking about while you host the exhibit. We ask that all staff members who were involved with the exhibition and programs think about and respond to the questions together as a team, if possible. Please also upload photos of the interactive visual activities done by kids and families at your library!

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