Albin O. Kuhn Library & Gallery

Meeting Room Booking Information

General criteria for booking 7th floor rooms:

These spaces are reserved for meetings which require prestige and elegance. Also, Library, Humanities Center and Honors College meetings which would not fit in other Library spaces may take place on the 7th floor.

Types of meetings which may be booked:

• President's and Provost's meetings, and other meetings sponsored by the campus administration
• Fundraising for UMBC; Institutional Advancement events
• Alumni or Community Relations
• Campus-wide lectures and forums with possible off-campus involvement provided that they fall within normal Library hours, e.g. Humanities Forum Recruitment of special groups of potential students, faculty or staff
• Library, Humanities Center or Honors College meetings, including meetings of campus Honors associations and classes invited for bibliographic instruction or to view special collections materials.
• Campus senates, department chairs meetings, and other governance-related meetings.

The 7th floor spaces must be kept clear for meetings which meet the above criteria and fall within the above categories.

Examples of meetings which would NOT qualify:

• Routine staff meetings, club meetings, course seminars, departmental meetings, lunches for job candidates, social events and brown-bag lunches except when sponsored by the groups or offices listed above; vendor or employment fairs, meetings with purposes more suited to The Commons, the University Center, the Faculty/Staff Dining Hall, or another campus location; events whose noise would disturb Library users in stacks or study areas; meetings with anticipated attendance of fewer than 20 people. If meetings do not require the high profile of the Library spaces, they should be booked into other spaces.

Time limitations:
No meeting may start prior to 8:00 a.m. Breakfast and lunch meetings using plastic service should be scheduled no earlier than 15 minutes after Library opening time; Food Service staff may enter the building no earlier than 7:30 a.m. If plates and silverware are used, meals should be scheduled no earlier than 30 minutes after opening time. Similar limitations apply to lunches on Saturday and Sunday. Consult Library schedule.

If events require the Library to be open beyond its regularly scheduled hours, the additional time open will be billed to the event sponsor at the rate of at least $40/hour, in one hour increments, for staffing costs.

Access to meeting rooms:
A key ring for the 7th floor rooms is available for sign out/sign in at the Library Security Desk in the Atrium. The person responsible for the meeting picks up the key to unlock the room and returns the key immediately. Then, following the meeting, the responsible person closes the blinds, locks the rooms using the latch, and notifies library staff at the security desk that the meeting is over.

Aesthetics:
Posters, signs, etc., may not be attached to the walls, columns or doors; event organizers should arrange for easels for displays.

Guideline drafted: 9/8/95
Revised: 2/21/96,1/26/98, 3/14/03, 10/6-8/04, 6/23/05, 8/26/05 LW 9/14/06 ld, 11/15/06 photos added LW, 4/27/07 rev. re. table config in 767 LW