ADM 05-02

1. Scope. This Directives and Standards applies to exhibits, displays (the terms are used interchangeably) and poster session displays regardless of their source of funding, which visually represent Reclamation. It does not apply to permanent displays installed within Visitor Centers.
   
2. Definitions

   A. Exhibits and Displays include any exhibits, displays and/or poster sessions, regardless of their source of funding that are produced by, or attributed to, Reclamation. (Reference Reclamation Directives and Standards on Exhibits and Displays and on Visitors Centers at http://www.usbr.gov/recman and Visual Identity Online Manual listed at http://intra.usbr.gov/vip.)

   B. International Event is defined as an event that involves the official participation of the United States and at least one other nation, and the U.S. participation is funded by a Federal department or agency or by specific congressional appropriation.

   C. National Event is defined as an event that:

   (1) is sponsored by an organization that is national in scope (e.g., National Association of Counties, National Association of Broadcasters, etc.)

   (2) is open to attendance by any member of the organization (e.g., an annual meeting); or

   (3) is anticipated to attract a sizeable audience and/or national media.

3. Exhibits and Displays

    A. Goals, Objectives, and General Requirements

   (1) An exhibit is used as a means of communicating the mission, functions, programs and/or activities of Reclamation that will be gained from its use. Exhibits should be easy to update and general enough to be used at many venues.

   (2) All exhibits produced by and for any Reclamation office must be available for use by any other Reclamation organizational unit. Organizational units “borrowing” an exhibit from another office will be accountable for all shipping and any repair costs associated with such use.

   (3) It is not the policy of Reclamation to pay for exhibit space. The prohibition includes receiving exhibit space indirectly as a result of event sponsorship. The Chief, Public Affairs has delegated approvals for each region to the respective Regional Public Affairs Officer. Commissioner Office staff must seek approval from the Chief, Public Affairs. Exceptions for “fee” exhibits include: payments authorized by statute, warranted by the nature of the sponsor, or there is the potential for significant benefits to Reclamation as a result of the exhibit.

   (4) Although a Reclamation exhibit may be part of a larger exposition or event charging an admission fee, such as a state fair, a Reclamation exhibit may never be the justification for charging an admission fee at any such event, nor may there be a separate charge for the Reclamation exhibit.

   B. Design

   (1) The design of all exhibits must comply with the Visual Identity Guidelines as outlined in the Visual Identity Online Manual at http://intra.usbr.gov/vip.

   (2) Exhibits must reflect current Reclamation Policy.

   (3) Exhibits/Displays must be in compliance with accessibility guidelines. These standards and guidelines are available at www.access-board.gov.

   C. Procedures

   (1) Prior to developing an exhibit, Reclamation offices will submit a Form DI-552, Exhibit Production Authorization Request to their appropriate Public Affairs Office. Form DI-552 must be filled out completely and include a sketch or concept of the exhibit along with all text to be used in the exhibit.

   (2) Exhibits that have production and development costs under $2,500 must be approved by their appropriate regional or Commissioner’s Public Affairs Office. These signed approvals, as well as a digital photo of the final exhibit, must be submitted to the Chief, Public Affairs, for inventory tracking purposes.

   (3) Exhibits that have production and development costs over $2,500 must be approved at their appropriate regional or Commissioner’s Public Affairs Office and forwarded to the Chief, Public Affairs, for approval. A digital photo of the final exhibit must be submitted to the Chief, Public Affairs, for inventory tracking purposes.

   (4) Exhibits, regardless of cost, that have a national message and/or involve a Department of the Interior program must first be approved at the appropriate regional or Commissioner’s Public Affairs Office. If approved at the regional level, it will then be forwarded to the Chief, Public Affairs, for final approval. A digital photo of the final exhibit must be submitted to the Chief, Public Affairs, for inventory tracking purposes.

   (5) Any changes to a previously approved design must be resubmitted to the appropriate office for review prior to any production work as described above.

   (6) All exhibit production costs and financial authorizations are subject to Reclamation requisition and acquisition procedures. Contracts for exhibit design, development or construction will not be awarded without an approved and signed Form DI-552.

4.  Poster Session Displays

    A. Goals and Objectives

   (1) Poster Session Displays (Posters) are generally used in technical conferences and presentations to present specific technical information.

   B. Design

   (1) The design of all Posters must comply with the Visual Identity Guidelines as outlined in the Visual Identity Online Manual at http://intra.usbr.gov/vip/.

   (2) In the event that the conference has requirements for Posters that will not allow compliance with Reclamation’s Visual Identity Guidelines, the presenter must contact the local, regional, or Commissioner’s Public Affairs Office to review the guidelines and conference/presentation requirements to determine how the Poster can incorporate the Visual Identity Guidelines while still meeting the conference/presentation requirements.

   (3) Exhibits/Displays must be in compliance with accessibility guidelines.

   C. Procedures

   (1) The Poster must be approved by the employee’s supervisor or program manager prior to the conference or presentation to ensure that it meets current Reclamation Policy and Visual Identity Guidelines.

5. Responsibilities

   A. Chief, Public Affairs. The Chief, Public Affairs, has oversight responsibility for the coordination and use of exhibits at all major national and international events that involve Reclamation participation. Announcements of or invitations to such events should be coordinated with the Chief, Public Affairs, for determination of appropriate action.

   B. Regional Public Affairs Officers. Regional Public Affairs Officers are responsible for following the provisions contained in this Directive and Standard and the Visual Identity Online Manual.

   C. Reclamation Directors, Area Office Managers, and Supervisors. All Reclamation Directors, Area Office Managers, and Supervisors are responsible for the provisions contained herein and for ensuring that all offices and personnel are familiar with and follow the provisions of this Directive and Standard and Visual Identity Online Manual.

(223) 07/27/05
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