Public Space & Room Usage Policy

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The physical space at Morris Library has been designed, in part, to enhance and extend the Library as a center of academic community and campus life: intellectual, social, cultural, and creative. To this end, a variety of spaces have been created. The Library welcomes campus organizations and University-affiliated groups to hold events, meetings, and other functions in Morris Library. Request by other groups may also be considered as identified in this policy.

This document explains the policies related to room usage at Morris Library. In all areas, exceptions will be considered. All requests for exceptions and special permission must be received in writing and granted in writing by the Office of the Dean of Library Affairs.

Eligibility

The following groups are eligible to request rooms and space at Morris Library. Note: eligibility for room usage is different from room charges which are explained in a later section.

1. Organization or units that are organizationally part of the University. Examples: academic colleges and departments, research centers, University business/operational centers (e.g., Information Technology, Physical Plant, Financial Aid, University Museum, etc.)
2. Organizations or groups affiliated with the University. Examples: Alumni Association, Faculty Club, RSO’s, Friends of Morris Library, SIU Foundation, etc.
3. Other organizations, especially non-profit organizations, whose primary mission and intended event or meeting is instructional or research-related and which may contribute to or enhance the academic or cultural life of the campus.

The Library will give priority to requests from affiliated groups (1 and 2 above); requests from other organizations will be considered but will be subject to availability, ease of scheduling/ accommodation to library hours, and relevance of the proposed activity to the mission of the Library as a center of academic community and campus life.

Reservation Time Frames

Organizations may initiate requests for reservations up to one year in advance. All event details (scheduled time, requested equipment, etc.) are required no later than five business days prior to the event. Requests made after this time are not guaranteed and additional fees may apply. Cancellations are required ten business days before the requested event (see cancellation for additional details).

Request and Scheduling Process

• Requests must be made using the Event Space Application. The Library encourages electronic submission to reservations@lib.siu.edu.
• Events must occur during normal library operating hours. An up-to-date schedule of Library hours is maintained online.
• Requests during final exam week and study period (the week before finals) will be considered but may not be approved due to the special constraints and demands on space during this time.
• No space at Morris should be used for regularly scheduled classes over the course of the semester.
• When a reservation request is made, it can take up to three business days for Administrative Office staff to process the reservation.
• Once it is processed, a confirmation e‐mail will be sent to the primary contact person and will include a signed copy of the Rental Request Form and a Quote for Services

Food and Drink

• Use of food and drink must be requested (see space request form). If approved, all groups should be conscious that the event occurs in a library and that food and drink can attract pests that are harmful to books and printed materials.
• Requests for coffee/tea and light accompaniments (e.g., bagels, muffins, etc.) requires the use of Delyte’s (Delyte’s is operated by Chartwell’s). Chartwell’s will provide the Pura Vida coffee served at Delyte’s and has established special competitive pricing for use in Morris Library. A brochure with pricing and options is available from Chartwell’s. The use of Chartwell’s for all other catering (lunch and dinner items, for example) is encouraged, but not required. The Library encourages all groups to contact Chartwell’s for a proposal.
• Use of alcohol may be permitted if requested. If approved, the requesting group is responsible for seeking necessary and appropriate permissions from the University (http://vcaf.siu.edu/Forms/vca0101.pdf). The Dean of Library Affairs must sign the form as “Facility Director.” This form should be submitted with the Space Use Request Form.
• In all cases, groups are responsible for food and drink with vendors including service arrangements and payment.

Technology

• Most rooms have built-in computer capabilities for display and internet access (see room inventory). The Library is responsible for ensuring that these capabilities are operational.
• Wireless access is available throughout the building but it is not recommended that groups rely on wireless connectivity for internet access.
• Supplemental technology may be moved into the space for the event as may be necessary. This must be arranged by the requestor. Technical support of supplemental technology is the responsibility of the technology provider. Supplemental equipment and tech support costs are the responsibility of the requestor.
• All Library workstations include the standard Windows-based office applications (Word, Excel, and PowerPoint) and internet connectivity through established browsers (Explorer and Firefox). Other desktop applications must be confirmed as available by the Library or provided by the requestor. The Library will work with requestors to test and confirm all computer applications or connectivity prior to the event.

Furniture and General Usage

• Groups may rearrange furniture in the room to accommodate usage, but furniture should be returned to its original location at the conclusion of the event.
• Rooms do not include flip-charts. Groups intending to use flip-charts should either bring their own or make arrangements with the Library. Charges will apply.
• The Library has limited additional seating and tables available for rent (charges will apply). Furniture may also be brought in by an outside vendor. Groups are responsible for arrangements with vendors including service arrangements and payment.

Miscellaneous

• Liabilities and Insurance. Groups not affiliated with the University may be required to purchase insurance for the event.
• Cancellation. Cancellations should be received at least ten business days prior to the event. If notice of cancellation is received in that time, no cancellation charges will be incurred. Cancellations later than ten business days will incur a cancellation fee of one-half the appropriate rate. Cancellation fees will be waived if weather conditions or other emergencies cause the cancellation. The Library may deny future requests for space, especially in the case of multiple cancellations. The sponsoring group is responsible for cancelling any other non-library services that it may have arranged (such as catering or tech services and support).
• Parking. Groups not affiliated with the University must make arrangements with University Parking. The Library is not responsible for parking tickets as may be issued. Information about parking is available at: www.dps.siu.edu/pk_welcome.htm and a helpful FAQ at: www.dps.siu.edu/pk_info_faq_101.htm
• Library Name. Groups may use the name of Morris Library in materials related to the meeting. Any use other than to identify the location must be approved separately. Invitations must not give the impression of Library sponsorship unless the Library has agreed to be a co-sponsor of the event.
• Safety. Due to fire code regulations, the number of guests attending the scheduled function may not exceed the capacity of the room. In additional, all aisles leading to exit doors cannot be obstructed. The maximum capacity of each spaced is addressed in the public room/space inventory.

Room Charges

Room charges are those fees assessed by the Library for the use of the space. Other direct usage charges may also be incurred, such as the cost for, food, equipment, furniture setup, and cleanup. The requestor assumes full responsibility for all direct usage charges. Requestors are also responsible for any damage charges that may occur from usage. Library related set-up charges may apply at the discretion of the Dean of Library Affairs and will be quoted once the official request is received.

The Library has two levels of room charges: off-campus groups and University affiliates. University affiliates are defined as:

• Programs, units, and offices within Academic Affairs (those that report to Provost/Vice Chancellor, including those under the reporting line of Associate Provost for Academic Affairs.)

• Campus groups with an organizational affiliation with the University. Examples: RSO’s, Alumni Association, Faculty Club, University Administrative units, etc.

The Library has established these rates at very competitive levels to encourage usage of the event and meeting spaces in Morris Library. Most groups will be charged these rates. However, the Library will consider discounts up to and including the waiving of charges for event space. Such reductions are exceptions and at the discretion of the Dean of Library Affairs. In considering such requests, positive factors for reduction or waiving of fees include:

• Visibility of the event at a national or regional level;
• A strong relation of the meeting or event topic to library mission and interests (e.g., an event exploring Open Access and Scholarly Communication);
• Active involvement and engagement in the event by a Library Affairs faculty or staff member(s);
• No charges for the event to attendees.

Limited or constrained funding by the requestor is not a compelling or satisfactory justification for a reduction or exemption of fees. Further, while the Library may be able to reduce space usage fees in selected cases, usage charges for direct services (e.g., special furniture needs, extra technology requirements, etc.) are not generally waived or reduced. Also, reduction or waiving of fees may be done for one-time events but not generally for repetitive, ongoing events.

Groups that wish to be considered for fee reduction/waiver should advocate for their request on the Library Space Request form and address the factors indicated above. The more criteria met by the request, the more compelling the argument.

If the Library grants a reduction in fees or waiver, the requestor must agree that the Library will be acknowledged as a co-sponsor during the event and with all event publicity and materials as appropriate.

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** In forming this policy, the Library reviewed a number of other library space usage policies from other institutions. Helpful information was found at the web sites of the libraries at UMass Amherst, University of Minnesota, Carnegie Mellon, Central Michigan University and others. In a few cases, wording has been used directly from selected sections of these other policies.