Frequently Asked Questions about the Special Events Room
Is there a fee to use the Special Events Room?
There are fees for setup and equipment use within the Special Events Room. An administrative fee will also be charged for each hour that the room is reserved. See "Equipment and Fees" and "Room Setup" pages for additional details.
How many people can the room hold?
The McKeldin Special Events Room can easily accommodate over 200 people standing or 100 people sitting. Maximum seating is currently 130, limited by the number of chairs owned by the Libraries.
Can we have food at our event?
The Special Events Room permits food and drinks subject to the following conditions:
- Prepared food may be brought in or catered for an event. However, food must be brought in through McKeldin Library's 1st floor loading dock located off of South Library Lane.
- Cleaning up after the event is required (i.e. cleaning up food and removing trash by taking bags to the 1st floor loading dock dumpster).
- The use of cooking utensils and the cooking of any foods are not permitted.
Can the McKeldin Special Events Room be set up to my specifications?
Yes, we have a list of standard options available here. If none of these fit your specifications, we will work with you to determine a configuration to meet your needs based on our furniture inventory.
What technology is available in the room?
A list of technology options is available here. These include: a projector with a PC-based computer, a slide clicker, microphones, and a CD/DVD player. These items are all provided for a fee.
Can I bring my own laptop?
We prefer you to use our computer, which is configured for the room. If you must bring your own laptop, we cannot troubleshoot this connection.
Can I reserve the room after 5pm?
No events will be scheduled that start after 5pm. Events that run past 5pm are allowed, but no event support (including IT assistance) will be available after 5pm. Groups reserving the room past 5pm will be required to shut down all AV equipment and lock the room. If equipment is not shut down or room is not secured, groups will be liable and charged for any damages/missing equipment.
What if I need to change something regarding my reservation?
For changes to your request, please contact the Dean's Office.
AV support requested less than 3 (three) full business days prior to an event will incur a 50% premium on all related charges.
Cancellation of a room reservation must be made at least 5 (five) business days prior to the date of event. Groups will be held liable for the 50% of the room setup charge if cancellation is received after the deadline.
There is a 50% charge if technical service is cancelled 5 (five) business days or less before an event. Events canceled within 48 hours of an event will still incur charges. Cancellation notifications must be confirmed in writing.
Why do I need to provide a KFS number?
We need a KFS number to confirm your reservation. We will charge it for your rental fees. You are responsible for insuring that the room is clean and tidy once your event concludes. Straighten chairs. Recycle used flip chart sheets. Recycle handouts. Remove food trash by taking bags to the 1st floor loading dock dumpster. A payment of $75 will be assessed if the room is not cleared and restored to original condition after the event. An additional charge (minimum $75) will be applied if special cleaning of room is required after the event.
How are IT Service Fees calculated?
IT Service fees are calculated based on 15 minute increments for IT staff assistance within the Special Events Room. Please note in your request form if you would like to book IT service.
You will be assessed a fee for lost or damaged technology equipment and/or if technology items are not returned in their original condition.