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Room Reservations

Rotunda

Fourth Floor Rotunda Reading Room Use Policy Revised June 2003

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The primary purpose of the Library's reading rooms is to provide study and research space for University students, staff and faculty. The UMD Library offers the 4th Floor Rotunda Reading Room to the University community for uses compatible with the educational, research, informational and cultural missions of the University. Availability will be restricted during Fall and Spring academic sessions to limit the impact on students. Specifically, events will not be scheduled in the 4th Floor Rotunda Reading Room during Finals Weeks. The Library is less stringent about the number of events scheduled during the summer, January and spring breaks.

Appropriate use: Use of the 4th Floor Rotunda Reading Room is accommodated according to the priorities described below. The reading room may not be used for regularly scheduled classes or for regularly scheduled meetings, nor may it be used for private parties or events. The Library Director or his designee reviews requests for exceptions. The Library reserves the right to refuse a request for use of the reading room. The building code limits the capacity of this room to 100 people.

1. Education, research, informational or cultural events. Meetings, lectures, programs, readings, receptions and other events that are sponsored by a University department or organization and are compatible with the educational, research, informational or cultural missions of the University. Events in this category are usually free and are open to both the University community and the general public.

2. Library events. Meetings, lectures, programs, receptions or other functions hosted by the Library Administration Office. Many events in this category are not necessarily open to the University community or the general public. Conference and workshop events are usually restricted to registrants and are not open to the general public.

3. Development events. Development events that have a targeted audience are not required to be open to the University community or the general public.

Type of events that can be scheduled in the Rotunda

*An alternative location for events with fewer than 30 people is Library 409 (seminar set-up/seats 20). This is a general classroom and may be scheduled by contacting rooms@d.umn.edu.

Background Information
The Library and Facilities Management have agreed that the Library will set policies and manage the schedule for the 4th Floor Rotunda Reading Room. Facilities Management will handle all aspects of room set-up and cleanup. FM will also coordinate the distribution of Rotunda events information to the appropriate campus units.

Fees
The Library does not charge rental fees for use of the Rotunda. However, the Library does require that Facilities Management do the room set-up and cleanup and FM does charge fees for room set-up and take-down.

Equipment and extra furnishings
Individuals or groups using the room must not rearrange the furniture; Facilities Management must be contacted for any furniture rearrangement and equipment set-up. Once a reservation request has been approved and the room is scheduled the Library will contact the FM Special Events Coordinator. The FM Special Events Coordinator then gets in touch with the event contact person and makes arrangements for room and equipment set-up. A confirmed Rotunda reservation does not guarantee that Facilities Management will be able to accomodate your request.

Food and beverages
Food and beverages are allowed in the Rotunda only. The Rotunda is ideal for small receptions; however, experience has shown that the Rotunda location does not lend itself to the serving of full meals.

Catering arrangements are the responsibility of the individual or group hosting the event. Requests for catering should be sent to Catering Services at x7177 or catering@d.umn.edu. A confirmed Rotunda reservation does not guarantee that Catering Services will be able to accomodate your request.

University policy (Serving Food or Refreshments on University Property) requires that food shall be prepared in, and/or provided by UMD Catering Services OR a licensed commercial food service and have the approval of the UMD Environmental Health and Safety Specialist at least five business days before the event.

Any exception to the above shall be discussed with and approved by Norbert Norman, Environmental Health and Safety Specialist, a minimum of ten business days before the scheduled event. Submit the Food Permit form to Norbert at 31 Darland Administration Building or fax to 726-8127. For the specific University policy about serving food or refreshments see Policy for Serving Food or Refreshments on University Property in Association with Meetings, Social Gathering, and Special Events.

Cleanup and removal of all food, garbage and extra furniture needs to occur immediately following the event.

Publicity
Library staff may contact the person indicated as the publicity coordinator for your event for information which may be posted to the Library's web site to inform staff and patrons of events in the Rotunda. Promotional materials for the event may also be requested.

Scheduling
Please submit a reservation request (use your UMD ID and password) for the 4th Floor Rotunda Reading Room at least four weeks in advance. You must submit a separate reservation request for each use of the room that you wish to schedule.Your request will be reviewed, and notification returned within two business days.