Library policies

Exhibition & Poster Display Policy

1) Purpose and Scope

Coventry Libraries and Information Service (‘the Library Service’) provides open, equitable and impartial access to information of educational, cultural, civic and social value. This policy sets out how exhibitions, posters, digital materials and promotional content are assessed, accepted and managed across all Coventry Libraries locations. It ensures compliance with statutory obligations, professional ethics, national guidance and Coventry City Council communications standards.

2) Guiding Principles

  • Legal & Ethical Framework: Public Libraries and Museums Act 1964; CILIP Ethical Framework; CILIP/Arts Council ‘Managing Safe and Inclusive Public Library Services’; Coventry Libraries’ Byelaws; UK equality, safeguarding, health & safety and copyright law; Coventry City Council communications policies and public sector accessibility guidelines.
  • Intellectual Freedom & Neutrality: Libraries support the free expression of lawful viewpoints. Displaying a poster or digital item does not imply endorsement. Decisions follow professional guidance on intellectual freedom and freedom of expression.
  • Safe & Inclusive Spaces: All displayed materials must contribute to a safe, respectful and welcoming environment for all users.
  • Accessibility: Materials must be clear and accessible; adjustments may be required to meet Council accessibility standards.
  • Transparency & Fairness: Decisions use consistent and impartial criteria.
  • Compliance: All materials must comply with Library Byelaws and all applicable UK legislation.

3) Definitions

Display materials include posters, flyers, brochures, leaflets, exhibition content and similar items. Digital promotional materials including graphics or information intended for social media or digital signage. Commercial advertising refers to promotion of paid goods or services not primarily informational.

4) Priority for Display Space

  1. Coventry Libraries events and statutory notices
  2. Coventry City Council information
  3. Local community information (non-commercial), NHS/Police/public services
  4. Registered charities and voluntary organisations
  5. Educational, cultural, civic or recreational organisations
  6. Commercial public‑interest information (e.g., job fairs)

5) Conditions for Acceptance

Materials must be:

  • legal, decent, honest and truthful
  • suitable for all audiences including children
  • Quality: A4 size or smaller preferred; clearly attributed, dated where relevant

The Library Service cannot guarantee duration or preservation of displays.

6) Exclusions

Materials will not be accepted if they:

  • breach UK law
  • promote party‑political campaigning or lobbying
  • seek to convert individuals to a religious belief
  • contain harmful, discriminatory, offensive or exclusionary content
  • solicit donations or petitions unless authorised
  • promote commercial goods or services (informational material of public benefit only may be considered)
  • encourage illegal behaviour or substance misuse
  • include inappropriate themes for children or vulnerable groups.
  • commercial advertising is not accepted except where clearly informational.
  • are likely to cause alarm, distress, harassment or provoke confrontation.
  • contain demonstrably misleading, false or deceptive information.
  • include extremist, radicalising or inflammatory content, even where not unlawful.
  • contain graphic, explicit or disturbing images unsuitable for a mixed age public environment.
  • material that may compromise safeguarding responsibilities toward children or vulnerable adults.
  • contain personal data or identifiable images used without consent.
  • misrepresent or falsely implies endorsement by Coventry Libraries, Coventry City Council or another public body.

7) Exhibitions

Exhibitions are assessed for public benefit, suitability, safety, accessibility and neutrality. Content notices may be applied where sensitive themes are included.

8) Submission & Distribution

Materials may be submitted to any library or to Central Library for wider distribution. Submission does not guarantee acceptance. Digital materials must meet Council branding, accessibility and formatting expectations.

9) Digital Promotion and Social Media

Coventry Libraries’ social media tag is @covlibraries. External organisations may tag Coventry Libraries, but the Library Service will decide what to share or promote. All digital promotion must follow Coventry City Council communications guidelines and Social Media policy.

10) Decision‑Making and Accountability

Decisions are made by the Head of Service or delegated managers. Records will be kept for declined or removed materials.

11) Handling Concerns or Complaints

Concerns are reviewed under this policy and recorded. Formal complaints follow Coventry City Council’s complaints procedure.

12) Accessibility and Presentation Standards

Materials must be legible, clean and professionally presented. Inclusive and accessible design is strongly recommended.

13) Data Protection & Safeguarding

Personal data included in materials is handled under Council data policies. Materials must not compromise safeguarding responsibilities.

14) Review Cycle

This policy will be reviewed every 24 months or sooner if national guidance or legislation changes.

View a print version