Meetings, Classes, AND Events
University of Maryland Libraries
These definitions and guidelines apply when reserving labs and rooms in the Libraries.
- A MEETING is defined as a gathering to conduct regular library business or discuss issues related to the Libraries’ mission. Labs and rooms are available free of charge for this purpose. However, availability is not guaranteed. For the first two months of each semester (September, October, February and March), priority is given to classes. During this time, a meeting or event that is scheduled in an instruction room or lab may be bumped if the space is needed for a class.
- A CLASS is defined as a session held for the purpose of bibliographic instruction or teaching information literacy, conducted by library staff. Labs and room are free of charge for this purpose. Classes are given priority during the months of September, October, February, and March for all Instruction labs and rooms (McKeldin Rooms 2109, 6101, 6103, 6107).
- An EVENT is defined as a workshop, seminar, staff training, lecture, or social gathering. Events sponsored or co-sponsored by the Libraries may use the labs and rooms free of charge. Events that are not sponsored or co-sponsored by the Libraries, or whose purpose does not support the Libraries’ mission will not qualify for free library space. Once an event is scheduled in the Special Events Room, it may not be bumped.
For activities involving library staff only, a library staff member may schedule labs and rooms through Corporate Time, except for the Special Events Room, which must be scheduled through the Dean’s Office. Review the room descriptions for appropriate size and function for the meeting.
Special Events RoomLabs and rooms are available for non-Library events sponsored by library staff and outside groups providing the policies and procedures are followed.
Instruction Labs
- All groups, whether library staff or outside group, requesting activities of this nature must review the guidelines and submit a reservation request form.
Reserving and Renting Rooms in McKeldin Library (links to online request form)
- If a requested exception to the guidelines cannot be resolved within the library unit responsible for the room, the director of Planning and Administrative Services or the director of Public Services may be contacted.
- A library staff liaison is required for all scheduled events. If the person reserving the space is a library staff member, that person is the designated library liaison.
- If an outside group is co-sponsoring an event with the libraries, the library staff member involved with the co-sponsoring is the designated library liaison.
- If an outside group has no affiliation with the library, a member of the unit responsible for the reserved space will be the designated library liaison..
The Library Liaison should not assume this responsibility lightly, as it requires time away from regularly assigned duties. Responsibilities for the liaison include:
- Verify that requisite forms have been completed.
- Be a direct contact throughout the process.
- Assist with coordination for room setup and support for the event.
- Be on site AND available on event day to direct problems or issues to appropriate person.
- Be sure the room or lab is UNLOCKED on event day.
- Ensure room clean up is completed as arranged.
- Lock up room.
Event Liaison Responsibilities.
All requestors should review the following policies:- Code of Conduct Policy for Library Users (includes food/drink policy)
- University of Maryland's Guidelines for the Acceptable Use of Information Technology Resources
ADMINISTRATIVE MEMO # 34
Effective September 10, 2004Supersedes February 2, 1999
Last Update October 2, 2009
Suggested revisions to any Administrative Memo should be addressed to the Director for Planning & Administrative Services.
