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Wesleyan University Library Meeting Space Policy

Introduction: Wesleyan Library welcomes the campus community to use their meeting rooms. Groups are subject to Wesleyan University's anti-discrimination policies and American Library Association's policies regarding meeting spaces.

1. Use of the room: Priority is given to the following groups:

Develin Room SciLi Conference Room Music Seminar Room (Olin Rm. 327B)
  1. Faculty Advisory Committee
  2. Library groups
  3. Other campus groups
  4. Student groups
  5. Community groups (if there is a tie to Wesleyan)
NOTE: No regularly-scheduled classes.
  1. Library groups
  2. Other campus groups
  3. Student groups
  1. Music Dept. classes
  2. Other classes
  3. Library groups
  4. Other campus groups
  5. Student groups

It may occasionally be necessary to change or cancel reservations for any event or group meeting except classes, to accommodate meetings of the above high-priority groups.

2. Scheduling: Groups do not have access to the library or the room when the library is closed, and this should be taken into account when scheduling an event. Library meeting rooms are also not reservable in the evenings or on weekends, even when the library is open. (The Music Seminar Room may be reserved by classes during weekday evenings; please contact Alec McLane for more details.) Caterers, instructors and event organizers will be able to access the room when the library opens. Events must be scheduled so that the group will have time to clean up and reconfigure the room before the library closes.

Develin Room SciLi Conference Room Music Seminar Room
To schedule a meeting or event, contact the Olin Library Office: 860-685-3844. To schedule a meeting or event, contact Andrew Klein: 860-685-3714. To schedule a meeting or event, contact Alec McLane: 860-685-3899.

3. Fees: Groups may not charge for events.

The library does not charge groups to schedule the room, but will ask the group for an account number or $50 refundable deposit before the room is reserved. If the room is not cleaned up and/or tables and chairs are not returned to their original configuration after the event or if there is damage to the room or its contents, a $50 cleanup fee and/or the cost of repair will be charged to the group.

4. Room capacity:

Develin Room SciLi Conference Room Music Seminar Room
50 max.:
16 chairs around table; if need be, 6 chairs can be added around the table as well
32 add'l chairs around the room		 20 max.:
10 around the table;
10 add'l chairs around the room		 28 max.:
14 around the table (12 to see screen);
14 add'l chairs around the room

5. Catering:

Develin Room SciLi Conference Room Music Seminar Room
Food and drink permitted. Food and drink permitted. Food and drink permitted.

There are no restrictions on the caterer used, the food or beverage served or the kind of containers used. The group reserving the room is responsible for providing all food and beverages, cleaning up after the event, and contacting the caterer in case of problems. If the room is not cleaned up, a $50 fee will be charged to the group.

6. Set up: The group is responsible for setting up tables, chairs and equipment before their event, and for returning the contents to their original configuration (see Develin Room configuration at the end of this policy) after the event, and should take this into account when determining the length of time to schedule the room. If the room is not returned to its original configuration after the event, a $50 fee will be charged to the group.

7. Cancellations: If a group cancels a meeting, it should notify the library as soon as possible so the room can be used by other groups.

It is possible that the library may have to 'bump' a meeting from the room if a group with higher priority needs it (see Use of the Room, above). If this happens, the library will make every attempt to find an alternate location within the library for the event, but this may not always be possible.

8. Equipment:

Develin Room SciLi Conference Room Music Seminar Room
Laptop computer
Speakers
Projector for computer
VHS player
DVD player
Screen
Telephone (x3810)
Hot plates for coffee, water		 PC / Mac carts:
Speakers
Projector for computer
VHS player
Screen		 This is a music multi-media classroom
with all the accompanying equipment,
including a phonograph turntable and cassette deck.
Telephone (x1191)
There are plug-in jacks for equipment brought in.

For help setting up equipment or resolving equipment problems:

Develin Room SciLi Conference Room Music Seminar Room
If you anticipate needing help setting up equipment, contact Dale Lee (860-685-3886; or dtlee@wesleyan.edu) to schedule a meeting with him before the event.
If you experience problems with the equipment, contact Dale Lee Mon.-Fri. 8:30-4, or ITS at other times: x4959.		 If you experience problems with the equipment, contact Andrew Klein (x3714) during regular business hours, and ITS at other times: x4959. If you experience problems with the equipment, contact Alec McLane (x3899) during regular business hours, and ITS at other times: x4959.

Develin Room configuration

For information about other meeting spaces on campus

Go to the University Events and Scheduling Office site: http://www.wesleyan.edu/eventscheduling/reserve.html