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Policies and Procedures

ELMER L. ANDERSEN LIBRARY NON-LIBRARY ROOM RENTAL INFORMATION

Fee Schedule for University Department/Group Rentals

Fee Schedule for Non-University Group Rentals

Conditions of Use

• Available Space: Andersen Library Givens Conference Rooms 120A, 120B, 120C and the Atrium are available for rent by University Departments (those with EFS numbers).
• Non University Groups: Groups not directly funded by the University, both public and private, may rent the rooms at twice the amount listed on the Fee Schedule below.
  • Non University Groups should NOT complete the form below. Please contact the Andersen Library Building Manager at anderlib@umn.edu for separate contract information.
• Note that groups or events that are primarily commercial, political, or religious in nature or fund raisers for non-University organizations may not use the listed spaces.
• Availability: The Conference Rooms and Atrium are available seven days a week, 8AM-10PM, excluding federal, state, and University holidays.
• Weekends: The Conference Rooms and Atrium are available on weekends. Weekend renters must pay to rent the space for a minimum of 4 hours a day.
• Scheduling: University Groups must be scheduled with the Andersen Library Building Manager at least 14 days in advance. Non University Groups must be scheduled at least one month in advance.
• Insurance: Non-University Groups may be required to purchase insurance for their event. Contact the Andersen Library Building Manager for more information
• Food: Any food for an event must be cleared through the Building Manager, including outside catering, prepackaged food, and U of M food service.
  • All food arrangements are the responsibility of the renter.
  • Please consult the U of M's Food Policy and fill out a Food Permit, for any non-UDS catering.
  • A copy of the approved Food Permit must be sent to the Building Manager five (5) days prior to the event. In order to meet this deadline you should submit your permit application to DEHS for approval at least 3 weeks before your event.
  • Failure to clean up food after an event will result in a $75/hr cleaning fee.
• Alcohol: If alcohol is to be served, an alcohol permit, found at the U-Wide Forms Library, must be completed and approved by the University's Office of Risk Management.
  • A copy of the approved application MUST be sent to the Building Manager five (5) days prior to the event. In order to meet this deadline you should submit your permit application to Risk Management at least 3 weeks before your event.
  • All University policies and all local and state laws related to the use of alcohol must be observed.
  • The University requires event hosts to post signs with numbers to call if someone can not drive home after drinking. Feel free to use the example here.
• Open flames: Flames of any kind are prohibited in all University Library locations, including Elmer L. Andersen Library. This includes candles and Sterno heaters used by caterers. Most caterers can accommodate this requirement if given notice.
• Standard Room Setup: 120A and 120C are each set with 8 tables in a rectangle with seating for 16-20. 120B is set with lecture seating for 60.
• Special Furniture Arrangements: Events that require special arrangements – furnishings substantially rearranged and reset after an event – will be charged up to $75/hour as necessary to cover these costs.
  • Please notify the Building Manager of special setup needs at least one week in advance.
  • Renter may move furniture if needed but must return them to their original positions unless otherwise specified by agreement with the Building Manager. Failure to do so will result in a $75/hour fee to reset the room.
• Equipment: Room 120B is equipped with three microphones, and a built-in digital projector system containing a DVD player, a VCR, and a computer input.
  • A portable digital projector for 120A or 120C can be scheduled thru the Building Manager at an additional fee (see Fee Schedule below).
  • All three 120 Rooms have projection screens available and all of Andersen Library has access to the University's wireless internet service.
  • Any computers or other equipment not listed here are the sole responsibility of the renter.
  • Damage to equipment will result in renter paying for repairs or replacement of the damaged equipment.
• Tours: Tours of the cavern spaces during the scheduled event can be provided at a rate of $20 per tour guide (groups of 12 or less); Tours must be requested 14 days in advance.
• Use of the Elmer L. Andersen Library Name: Use of the Elmer L. Andersen Library name on invitations, except to identify the location, must be approved by the University Librarian. Invitations must not give the impression of Library sponsorship, unless this is the case.
• Right of Refusal: The Library reserves the right to refuse a request to rent its space and the right to waive rental fees at its own discretion.

Pictures:

120A	120B
120C	120B&C
120A,B&C

 

 

Fee Schedule for University Groups:

Room	Hours	Cost	Notes
One Conference Room (120A, 120B or 120C)	8AM-5PM Mon-Fri	$25/hour	Image of A, Image of B, Image of C
Two Conference Rooms (120A&B or 120B&C)	8AM-5PM Mon-Fri	$30/hour	Image of B&C Combined
Three Conference Rooms (120A,B,C)	8AM-5PM Mon-Fri	$40/hour	Image of 120A,B&C
Atrium Reception Area (Alone or as an additional fee to Conference Room rental)	8AM-5PM Mon-Fri	$40/hour	Image of Atrium, 2nd Image
One Conference Room (120A, 120B or 120C)	After 5PM Mon-Fri, 8AM-5PM Sat-Sun	$55/hour	Minimum 4 hours on Sat-Sun
Two Conference Rooms (120A&B or 120B&C)	After 5PM Mon-Fri, 8AM-5PM Sat-Sun	$65/hour	Minimum 4 hours on Sat-Sun
Three Conference Rooms (120A,B,C)	After 5PM Mon-Fri, 8AM-5PM Sat-Sun	$85/hour	Minimum 4 hours on Sat-Sun
Atrium Reception Area (Alone or as an additional fee to Conference Room rental)	After 5PM Mon-Fri, 8AM-5PM Sat-Sun	$85/hour	Minimum 4 hours on Sat-Sun
Evening Rentals on Weekends	After 5PM Sat-Sun	$55/hour in addition to standard Sat-Sun rate.	Minimum 4 hours on Sat-Sun

 

Additional Fees	Notice Required	Cost	Notes
Special Room Arrangement and Room Reset/Clean-Up	1 week	$75/hour
Cancellation Fee	2 weeks or more	No charge
	Less than 2 weeks but more than 24 hours	$50
	Less than 24 hours or no-show	Full Room Rental fee
Portable Digital Projector	1 week	$25/day	Renter must provide their own laptop.
Tour	2 weeks	$20	Fee is per group of 12 or less.

 

Fee Schedule for Non-University Groups:

Non-University Groups are charged twice the listed amount for all items above.

 

 

EFFECTIVE DECEMBER 2008

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