Albin O. Kuhn Library & Gallery

Meeting Room Booking Information

Registration Procedures:

1. Please check with (the commons) campus scheduling and guest services office to confirm current procedures.

   Procedures have been: Requestor completes campus Facilities Request Forms via the R25 web viewer and submits them to The Commons Campus Scheduling and Guest Services Office at least ten days prior to the event. Each organization booking a space must provide the name of a contact person who takes responsibility for the event and an events coordinator, i.e. someone who can be called if problems develop, verify that preparations have been completed, be present at the event, remain on site during the event, lock the meeting room doors and notify Library Security Staff (or Circulation Desk staff if the security officer is away from the desk) when the room is cleared.

2. The Commons Campus Scheduling and Guest Services Office approves requests which clearly fit within guidelines and do not conflict with other events, but refers borderline cases to Library Administration for approval. Events for the same space or contiguous spaces will not be scheduled within two hours of each other, in order to allow for set-up, break-down, and clean-up. Evening events will block booking of the same space until 10 a.m. the following morning. Morning events will block booking of events the previous evening.   Weekend events will block any additional, subsequently booked weekend events, due to unavailability of staff for cleaning, set-up and breakdown, unless requestor can make alternative arrangements for these services. Note: bookings in any one of the three 7th floor spaces may require that the other 7th floor spaces cannot be booked for concurrent events. (e.g., if 767 is booked for one event, we cannot book the open area for a different event). Events are booked on a first-come, first-served basis.
3. The Commons Campus Scheduling and Guest Services Office sends approved requests online within one work day to Library Administrative Offices. The Scheduling Office and the Library staff are NOT responsible for assuring that arrangements are in place; the requestor is responsible for all arrangements.
4. Library Administration enters event in Library reservation book, files copies of approved event forms, arranges for any needed additional Library staff coverage and issues internal schedules of events to relevant Library staff.
5. Requestor or the requestor's designated event coordinator personally verifies that event preparations from service units have been completed prior to the event. Library staff cannot monitor preparations nor complete them on behalf of the event coordinator.

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