Policies and Procedures
- Library Policy on Scheduling Exhibits
- Policy & Procedures On Use of Public Space in Andersen Library
Elmer L. Andersen Library - Policy and Procedures on Use of Public Space
This policy governs the use of the atrium and exhibit gallery area and the conference rooms on the first floor (plaza level) of the Elmer L. Andersen Library. A separate policy statement governs the installation of exhibits in the gallery area.
General policy governing use
Appropriate Use: These facilities are available for library-related activities and, at the discretion of the University Librarian, for University, corporate, or private social functions, and meetings. Seminars and classes may be held in the conference rooms on a one-time basis but may not be scheduled there regularly. Facilities may not be used for events that are primarily commercial, political or religious, or for fund-raisers outside of University organizations.
Priorities: The conference and exhibit/gallery facilities are intended to further the promotion, outreach, and use of University Libraries collections and programs. Other appropriate uses of the spaces, as described above, will be accommodated according to the following priorities and administered through the procedures described below.
- Andersen Library functions, i.e., meetings and events related to, or in furtherance of the collections and functions housed in Andersen Library.
- Library functions, reception, or meeting – including use of the space because a Libraries staff member is hosting a meeting or program
- University organizations and departments
- Guests, e.g., those unaffiliated with the University
Available Hours: Events may only be held from 8:00 AM until 10:00 PM daily, excluding federal, state, and University holidays. **Due to staffing issues we are booking evening and weekend events for library functions only.**
The Library reserves the right to refuse a request to rent space and the right to waive rental fees.
Scheduling procedures
Library staff members can schedule conference rooms for library-related events (priorities 1 and 2) up to four hours in length by e-mailing the Building Manager at anderlib@umn.edu. There is no room-use fee for these functions.
Any events that involve one or more of the following characteristics must be scheduled through the building manager at least 14 days in advance and may require approval by the University Librarian:
- Events that are not sponsored by the University of Minnesota libraries (priorities 3 and 4), (and/or)
- Events longer than four hours’ duration, (and/or)
- Requiring special setup arrangements, (and/or)
- Events that extend beyond normal opening and closing time [8:00 – 5:00, M-F]
Requests for furniture and equipment configurations for exhibits, conferences, lectures, and other presentations are sent to the Manager. With appropriate lead-time, the Manager is expected to have the spaces in ready condition when the presenter arrives. The Manager is also the first call when there are equipment failures or other repair needs.
Fees
- Room Rates for non-Library use: The rates listed are for one-day rental, between 8:00 AM to 5:00 PM (up to 9 hours). Half-day or evening rentals, between 8:00 AM and 12:00 noon, 1:00 PM to 5:00 PM, or 5:00 to 10:00 PM are charged at half the amount listed. Events that run longer than, or begin after, 5:00 PM will also be charged a $50 special arrangement fee. Rentals lasting more than nine hours are charged at 1.25 X the rates listed below.
Space |
Description |
University |
Guests |
|
Atrium / Exhibit gallery |
Reception area with capacity of 200 |
$300 |
$400 |
|
Conference Room A |
Seats 30 in lecture (chairs only) style or 16 in a conference (tables) arrangement. |
$160 |
$200 |
|
Conference Room B |
Seats 60 in lecture style or 32 in a conference arrangement. |
$200 |
$250 |
|
Conference Room C |
Seats 36 in lecture style or 20 in a conference arrangement. |
$160 |
$200 |
|
Atrium / Exhibit gallery + Conference Rooms |
$600 |
$800 |
|
|
2 Conference Rooms |
Seats 100 in lecture style or 40 in conference arrangement. |
$240 |
$300 |
|
3 Conference Rooms |
Seats 120-180 in lecture style, depending on room set up, or 60 in conference arrangement. |
$300 |
$350 |
- Special Arrangements fee: Events that require special arrangements – furnishings substantially rearranged, security staffing for events outside normal hours, or clean-up after an event – may be charged up to $100/hour as necessary to cover these costs.
Conditions of use
- Equipment: Renter is responsible for providing all audiovisual equipment not listed as available in the room.
- Room Setup: All set-up needs must be discussed with the Building Manager two weeks prior to the event.
- Room arrangement: Furnishings shall be returned to the standard arrangement stipulated for the room unless specified otherwise by agreement with the Building Manager.
- 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, if required, prior to your event.
- Open flames: Flames of any kind are prohibited in Elmer L. Andersen Library. This includes candles and Sterno heaters. Please advise any caterers of this information.
- Alcohol: If alcohol is to be served, an alcohol permit must be signed and approved by the University Librarian. A copy of the approved application MUST be sent to the Building Manager ten (10) days prior to the event. All University policies and all local and state laws related to the use of alcohol must be observed. **The University now 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.
- Tours: Tours 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.
EFFECTIVE JULY 2004