Reserving & Renting Rooms in McKeldin Library

Today's date:

This request is being submitted ... Choose onefor the 1st timefor the 2nd timefor the 3rd time *Required

WHICH ROOM(S) DO YOU WANT TO RESERVE & RENT:

A McKeldin Library Instruction Lab:
There are 3 instruction labs available for rent during specific times of the academic year. These labs can accommodate various size groups for active hands-on learning activities. To inquire about availability, rental costs and equipment, contact User Education Services. Please do not use this form to request instruction labs.

Special Events Room (McKeldin Library, Room 6137):
This room, located on the 6th floor of McKeldin Library, is a large, bright, multipurpose room that can accommodate up to 110 people seated, 200 standing, for a variety of activities. See photo.

Rental Rates:
Below are the rental rates for the Special Events Room. Reservations are tentatively held on the room until we receive a printed and signed Room Reservation Contract at UM Libraries [2 page .pdf], along with payment or account no. at least 2 weeks before your event.

Last revised: November 2008

Location:	Descriptions:	Rates: All UM Campus & Not-for-Profit Groups	Rates: All Non Campus & For-Profit Groups
Special Events Room, McKeldin Library 6137	Photo & Room Specs	$150 per hour for 1-4 hours plus $300 total for all hours over 4, within same day	$300 per hour for 1-4 hours plus $600 total for all hours over 4, within same day

PROVIDE US WITH INFORMATION ABOUT YOU and YOUR EVENT:

REQUESTER: Please assign one person from your group to serve as the Event Liaison; this person will communicate the group's needs to the Libraries throughout the planning process. The Event Liaison is asked to review & abide by the Event Liaison's Responsibilities [.pdf].

Are you a library staff member? Choose oneYesNo *Required

Name of the Event Liaison: *Required

Email address: *Required

Phone number: *Required

Name of group or department?

What is the title of your event? *This title will be used on the noticeboards outside the room during the week of your event.

Approximately how many people will attend? *Required

Describe the purpose of event:

DATE of EVENT?     START & END TIMES?

EVENT LIAISON: If the dates and time you choose are unavailable, the Libraries will contact you.

Date of event: e.g. December 10, 2009

Actual start time: e.g. 9:00 a.m.

Actual end time: e.g. 4:30 p.m.

NOTE: The Libraries will factor in adequate setup and tear down time, based on the requirements you specify in the rest of this form. As a rule, you will not be charged rental fees for this extra time. Should you need an extraordinary amount of time for setup and tear down, please specify this in the Additional Information box at the end of this form. The Libraries will contact you to discuss this.

Is this a repeat event? Choose oneYes, this is a repeat eventNo, this is a one time only event

If this is a repeat event, what other dates and times do you need to request?

2nd Date:    Start & End Time:

3rd Date:    Start & End Time:

4th Date:    Start & End Time:

Additional dates and times?

CATERING YOUR EVENT?

EVENT LIAISON:
It is your responsibility to clean up the room after your event. If the room requires further clean up, a $50 cleaning charge will be automatically added to your invoice. Additionally, any special cleaning needed (e.g. to remove spills on the carpet) will incur another charge of $50 or the cost charged to the Libraries, whichever is greater.

Which situation applies to your event:

Our group will arrange for campus Dining Services to cater our event.

Our group will bring in our own food & drinks to the event.

We will not have food or drinks at the event.

NOTE: The Special Events Room is equipped with a water fountain.

FURNITURE SETUP?

EVENT LIAISON:
Room setup is done by an outside contractor. Please note that any requests to change the room's setup must be made at least 4 business days in advance.

How do you want the furniture arranged for your event: Choose a configurationTheatre style seatingTable for panel discussion & theatre style seatingTables & chairs clustered for small group work

Or, is there another type of arrangement? Please describe:

PUBLIC ADDRESS (PA) SYSTEM?

Which situation applies to your event:

We request a lectern with microphone.

We request a table for a panel discussion with moveable microphone.
We need this number of microphones: (Maximum 4 available, one of which is wireless handheld only)

No public address system is needed

COMPUTER, PROJECTOR & SCREEN EQUIPMENT?

EVENT LIAISON:
Please communicate with your presenters in advance to learn all their technical requirements. Ask speakers to bring their presentations on back-up devices; this will allow for the smooth transition of a presentation to another computer should there be equipment failure.

We regret that last minute (same day) requests to procure additional computer equipment cannot be met. McKeldin Library's Information Technology Division staff are available Monday to Friday from 8:30am-5:00pm. They are unavailable after 5:00pm or on weekends.

Which situation applies to your event:

No computer equipment is needed for event.

The library will set-up a laptop and projector for the presenter(s). A wall screen is permanently available.

Presenters will bring their own laptop & connect to Libraries' projector.
The presenter's laptop is model: e.g. DELL Latitude D630

Do you have other computing needs? Be specific:
e.g. Laser pointer

INTERNET OR CAMPUS NETWORK CONNECTION?

EVENT LIAISON: The Libraries will not assume responsibility for damage to a presenter's laptop should we be requested to reconfigure the IP address to gain access to the University's network.

Which situation applies to your event:

Yes, an Internet connection is needed.

No, an Internet connection is not needed.

ADDITIONAL EQUIPMENT?

Number of flipchart easels needed.
NOTE: One easel with a flip chart pad & marker is permanently available. Additional easels are available but paper & markers must be supplied by the group.

What other equipment will you need for your event?

e.g. DVD Player, Slide Projector, Overhead Projector & Screen.

ADDITIONAL INFORMATION

Is there any additional information you would like to include with your request to help the Libraries plan your event?

WHAT HAPPENS NEXT?

EVENT LIAISON: After you click on the 'submit my request:'

1. You will receive email notification within 2-3 business days saying that the room is tentatively reserved. If after 3 business days you haven't received an email from us, contact 301-405-9128.
2. Print out the Room Reservation Contract [2 page .PDF], fill it out & send to: Jill Fosse, Office of the Dean of Libraries, 6127 McKeldin Library

After you click this button, your screen will display a feedback form showing what you have submitted. Consider printing it for your records.