1. The University of Alabama Libraries
  2. Libraries Procedures and Guidelines
  3. Room Reservation and Appropriate Use Guidelines for Gorgas Meeting Spaces

Room Reservation and Appropriate Use Guidelines for Gorgas Meeting Spaces

  • Camellia Room
    Camellia Room
  • Yellowhammer Room
    Yellowhammer Room
  • Full Room
    Full Room


The University of Alabama Libraries 

Room Reservation and Appropriate Use Guidelines for the Gorgas Library Yellowhammer Room and Camellia Room Meeting Spaces

Purpose

The primary purpose of University Libraries facilities is to provide educational and research opportunities for The University of Alabama students and faculty, and for library faculty/staff.

Eligibility

University Libraries reserves the right to change or cancel any events. Should the need arise, we will contact you with as much notice as possible.

University Libraries event spaces are available for meetings, workshops, small conferences, special events, and other approved functions. The spaces are not available for standing meetings, regularly-scheduled class sessions, study hall, or recurring events and series. The spaces cannot be reserved for personal use by University faculty/staff or students.

University registered student organizations, University Departments, and faculty/staff organizations are eligible to reserve a space for events which have an anticipated audience of no fewer than 30 people and :

  • have faculty and/or current or prospective students as their primary audience

  • have an academic focus (for example: lectures, readings, book signings, academic awards ceremonies, exhibits, or performances)

  • promote the exchange of ideas and intellectual debate, or

  • honor students, faculty, and friends of the University for outstanding service or achievement

Rental Requests

University Libraries will consider requests on a first-come, first-served basis. For space availability, please contact Michael Pearce (205) 348-1416 pearc007@ua.edu

If we have availability, a room reservation agreement form will be provided and must be submitted for each individual event.

Rooms can only be reserved when the building is open. University Libraries hours and exceptions can be found on the libraries homepage.

FEE STRUCTURE FOR ROOM RENTALS

  1. The individual rooms may be rented on a $150 per room per hour fee with one hour for setup for which there is no charge, and 30 minutes for breakdown and exiting for which there is no charge. Any time beyond that for setup/breakdown will be assessed at $50 extra per ½ hour.

  1. The $150 per hour per room fee includes the room setup, and the AV tech being used (including microphones, podium, and laptop).

  1. A cleaning fee will be assessed for events on a sliding scale between $50 and $450 depending on the level of cleaning and time required for completion. For events with a large number of people but without food service, as an example, the fee is $50.00. For medium sized events with lunch served for 50 in one room the fee is $250.00. For large dinner or gala events for over 100 people that use both spaces the cleaning fee will be $450. Our cleaning fees are subject to change based on the quote we receive from UA Facilities Custodial Services.

  1. For using the entire space that incorporates both rooms we charge a rate of $350 per hour, which includes an hour before the event for setup and an hour after for breakdown.  

  1. For Student groups we charge a $75 per room per hour fee with the same cleanup pricing structure listed above. For using the entire event space (both rooms) a fee of $175 per hour is charged for student groups.  

  1. Reservation cancellation: reservations may be cancelled 30 days prior to an event without charge. All other cancellations inside of the 30 day grace period will be charged per the reservation agreement made for each event. If University Libraries cancels an event we will refund the full amount stipulated in the reservation agreement for a specific event if payment has already been made.

  1. Events requiring a full day of setup prior to the main event are charged a fee of $300 for an individual room or $500 for the entire event space (both rooms) for an entire day of setup. Setup will occur only during the hours in which Gorgas Library is open.  

General Use Guidelines

  1. The scheduling of events will be based on space availability and approval by University Libraries. University Libraries reserves the right to refuse any reservation request.

  1. Meetings held in University Libraries must not disturb normal library operations. University Libraries reserves the right to disallow or stop events that are disruptive to normal library operations.

  1. Furniture should not be removed from the spaces and no outside furniture can be brought in without prior approval.

  1. Seating arrangements are discussed during the reservation process. If furniture is rearranged during an event, all furniture should be returned to the original layout and condition as it was when the group arrived.

  1. The sponsoring organization will be assessed the full replacement cost for any damaged furniture, carpeting, or equipment that is damaged due to willful abuse and/or negligence.

  1. No signage or decorations are permitted without the prior approval of University Libraries. Tape, tacks or nails are not allowed on any walls, woodwork, tables, monitors or screens. Groups will be billed for any damages that occur during their event.

  1. The sponsoring organization may not charge admission to their event.

  1. Groups reserving space are required to observe all applicable policies of University Libraries and The University of Alabama, as well as all local, state, and federal laws.

  1. University Libraries is not responsible for any lost, stolen, or damaged property belonging to the members of the sponsoring organization utilizing the facilities.

10.  University Libraries reserves the right to deny use or continued use of its facilities to any person or organization not complying with applicable policies or procedures.

Food and Beverage

All catering arrangements are the responsibility of the sponsoring organization. The caterer must be chosen from the list of caterers approved by the University of Alabama. A representative for the sponsoring event must be present to accept any vender deliveries or catering.

To serve alcoholic beverages at an event, University Libraries must receive an approved Request to Serve Alcoholic Beverages at Events on Campus form, complete with all signatures prior to the event date.

Publicity

The sponsoring organization is primarily responsible for arranging marketing materials and publicity. These materials should contain consistent messages and present the University Libraries official logo.  

Walk-through Viewing

Groups are encouraged to do a walk-through of the space during administrative business hours prior to their event. During the walk-through, groups can test the AV equipment and determine if the setup will suit their needs. Please contact pearc007@ua.edu to schedule a walk-thru when the space is available. The spaces remain locked when not in use due to set up for other groups.

Parking

Parking is governed by UA Parking Services and is the sole responsibility of the sponsoring organization.

Policy Exceptions

Any exceptions to this policy require the approval of University Libraries.

Available Technology

Video Wall

Laptops provided (Windows )

Accessories:

Handheld microphone, adjustable volume on touchpad

Hands-free lapel mic, adjustable volume on touchpad

Presentation clicker

Wall-mounted help phone for support issues

For questions regarding reservations: contact Michael Pearce | pearc007@ua.edu | 205-348–1416