Grolier Club exhibitions require a realistic and accurate budget, along with a viable plan to meet proposed expenses.  The budget must cover the costs of loans, necessary conservation work, transportation, curatorial travel expenses, supplementary insurance (if necessary), the catalogue, and other associated expenses.   

The Club has extremely limited funds to support its exhibition programs, and accordingly, sponsor/curators are expected to contribute amounts, or otherwise raise funds or make arrangements, necessary to support certain expenses of the Club related to the sponsor/curator’s exhibition.  

Costs of exhibit expenses are divided into two categories (specific details of which are provided below):  

1. Costs covered by the Club’s ordinary operating budget; and  

2. Costs covered under a special budget that is fully financially supported by funds arranged by the sponsor/curator. At the curator’s discretion, these expenses may either be (i) paid directly to third parties by the sponsor/curator or by third parties arranged by the sponsor/curator, or (ii) paid by the Club using amounts pre-funded by arrangement of the sponsor/curator as a charitable contribution to the Club’s activities.  

Costs covered by THE CLUB'S ORDINARY OPERATING BUDGET

Unless otherwise agreed between the Grolier Club and the sponsor/curator, the Grolier Club will, using funds from its ordinary operating budget: 

For All Exhibitions:

• Assume ordinary costs of publicity, including design and printing of invitations, as well as online and printed press releases. 

• Assume ordinary costs of production for standard in-house object labels and other signage, banner, vitrine poster, media wall, and introductory panel(s).

• Assume ordinary costs of physical set-up, using a combination of Grolier Club staff and professional contract installers. 

• Provide insurance up to the limit of the Grolier Club's total exhibition coverage of 5 million dollars.  

• Assume ordinary costs of the opening reception to be held at the Grolier Club.  

• Donate the use of the Exhibition Hall and/or Second Floor Gallery for exhibition-related programming open to members of the Club and/or members of the general public. 

• Assume ordinary costs of exhibition-related programming (set-up, security, basic AV) that is open to members and/or the general public. 

• Assume costs for third-party warehousing, sales, and distribution of exhibition-related publications that have been developed jointly with the Club under the Grolier Club imprint.  

For Public Exhibitions Only: 

• Assume one-half of the ordinary costs of any joint celebratory dinner following the opening, typically to be held at the Grolier Club, subject to a total cost of the dinner not exceeding $4,000.  

• Donate the use of the Exhibition Hall gratis for up to two private events organized by a sponsoring institution or individual during the run of the show, with the understanding that all arrangements, and payment for all food, liquor, and incidental charges therefor, will be made directly by the host/sponsoring party.  

For Members’ Exhibitions Only: 

• Donate the use of the Council Room gratis for a dinner following the opening reception, if requested, with the understanding that all arrangements, and payment for all food, liquor, and incidental charges therefor, will be made directly by the host/sponsoring party.  

Costs covered by A SPECIAL BUDGET FINANCIALLY SUPPORTED BY THE SPONSOR/CURATOR 

Unless otherwise agreed between the Grolier Club and the sponsor/curator, or unless otherwise paid directly by the sponsor/curator or by or a third party on the sponsor/curator’s behalf, the Grolier Club will, using funds from a special budget that is jointly agreed between the Club and the sponsor/curator and fully financially supported by funds arranged by the sponsor/curator:  

• Assume costs for outside services covering general design and layout, as well as labels, or decorative/text panels that must be specially designed and/or printed.  

• Assume costs for shipping and packing expenses for exhibit objects.  

• Assume costs (including without limitation, design, printing, shipping, handling, and storage) for exhibition Gallery Guides, which are required for Public Exhibitions and recommended for Members’ Exhibitions.  

•  Assume costs (including without limitation, design, printing, photography, permissions, shipping, handling, and storage) for exhibition catalogues, which are required for Public Exhibitions and optional for Members’ Exhibitions. 

•  Assume any extraordinary exhibition-related programming expenses, such as third-party speaker honoraria, travel, and lodging.  

The sponsor/curator shall be solely responsible for and shall make all arrangements relating to the financial support of the special budget. If the arrangement of this financial support is made other than by the sponsor/curator’s own charitable contributions (such as a result of grant solicitations, institutional financing, or other fundraising activities undertaken in connection with the exhibit), the sponsor/curator shall keep the Club informed and coordinate those activities with the Club’s own fundraising efforts in order to avoid duplication of efforts and solicitations.  

Any special budget amounts to be paid by the Club rather than directly by the sponsor/curator shall be prefunded into Club accounts in advance of any outlay by the Club. 

Additional or special exhibition expenses not agreed to in advance pursuant to a special budget may only be funded by the Club with the approval of the Grolier Club Executive Director (dkiely@grolierclub.org); and Public Exhibitions Committee Chair (mtryan47@gmail.com), or Members’ Exhibitions Committee Chair (gretchen.adkins@verizon.net), as appropriate.  

OTHER AGREEMENTS OF THE SPONSOR/CURATOR  

The sponsor/curator agrees that the Grolier Club’s obligation to pay any invoices related to an exhibit, whether from the Club’s ordinary operating budget or any special budget, shall be subject to the Club’s advance agreement regarding the scope and terms of the exhibit budget and to the Grolier Business Office receiving complete copies of invoices, receipts, or other documentation for which payment is requested.  

The sponsor/curator shall be responsible for the engagement of any professional copyright, fundraising, financial, tax, or estate planning advisors appropriate for the sponsor/curator’s exhibition- or publication-related activities, as determined by the sponsor/curator. The Club does not offer such advice, and the Club shall be entitled to assume that any activities conducted by the sponsor/curator are done in compliance with applicable law.  

Furthermore, unless otherwise agreed between the Grolier Club and the sponsor/curator, the sponsor/curator will (to the extent applicable):  

• Waive loan and conservation fees for items borrowed from their collections, and/or provide funds for any such fees for items borrowed by them from others. 

• Assume and pay directly all costs, and make any necessary arrangements, for insurance over and above the Grolier Club's total exhibition coverage of 5 million dollars. 

• Assume and pay directly all costs, and make any necessary arrangements, for transportation, lodging, and per-diem expenses for the sponsor/curator’s own conservators, curators, set-up personnel, guests, or other invitees.  

• Assume and pay directly all costs, and make any necessary arrangements, for all transportation, lodging, and other personal expenses of the sponsor/curator.