Guidelines for Display Case Bookings in Bata Library

The display case at the entrance to the Bata Library is a central and prominent area on the Symons Campus for displaying information about programs, events and services offered by University Departments, Programs or student groups. The display case may be booked using the Roombooking module through MyTrent. The display case is available to internal university departments or groups and requires a Trent student, staff or faculty login. Please see the Terms and Conditions for booking the display case.

Booking the Display Case

Bookings of the Display Case are for a period of one week and are reserved on a first-come, first-served basis. Bookings may be made up to 1 year in advance of the desired time slot. The Library cannot guarantee that a desired date for the display case will be available to any group. We recommend booking early in the academic year as there is a high demand for use of this space.

Internal university administrative units, programs, departments or organizations must login to My Trent  to reserve the Display Case.

  • Under Services, Campus Events select the Roombookings icon.
  • Choose Self Service and select Library Display Case.
  • Choose the Sunday of the desired week with a start time of 8:00 am and and end time of 8:30 am (half hour only). 
  • Bookings are effective for a period of one week (from Sunday to Saturday).
  • Confirmed bookings will be shown on the calendar on Sunday but reserves the Display Case for the whole week.  
  • A key is required to access the display case which may be picked up at the Library Service desk.

Exhibitors are responsible for removing the display material no later than Saturday at 4 pm. There will be a charge of $20 to any group who does not remove their material by the appropriate time and date. Unclaimed display items may be disposed of after one week.

If you need to cancel your booking, you may do so using the Room booking module through MyTrent.

The Library reserves first right for the use of its display case. Therefore, the Library shall have the right to displace any booking provided a minimum of 3 weeks notice is given.

The Library is no longer able to provide space in the Display Case to external Community organizations without Trent affiliation due to liability issues.

Terms and Conditions

The Library takes no responsibility for the security or welfare of exhibits at any time, including installation or dismantling of the display. By agreeing to the terms and conditions, the exhibitor indemnifies the Library from any responsibility for loss or damage. Insurance coverage, if needed, is the responsibility of the exhibitor.

  • The key for the display case may be picked up at the Library Service desk.
  • Bookings are from Sunday to Saturday at 4 pm. Exhibitors must remove the display material by 4 pm on Saturday. Material left in the display case after 4 pm will be removed by Library staff at a cost of $20.

Security and Insurance

The Library takes no responsibility for the security or welfare of exhibits at any time, including installation or dismantling.  Insurance coverage, if needed, is the responsibility of the exhibitor.

Exhibit Content

The Trent University Library is committed to academic freedom – no censorship of exhibit material will be imposed by the Library.  If there is concern over the subject matter of a display, it is advised you contact the university group mounting the displays and not the Library.

Approved by the Librarian’s Committee: June 2014.