Library Reservable Space Policies

These policies provide rules and procedures for the use of the Library’s reservable space for events without a library sponsor (i.e., a librarian is not involved in the planning or hosting of an event). All external events will be reviewed by the Library Space Use Committee in coordination with University Events. Any questions about these guidelines should be sent to library@stkate.edu. 

To reserve space, please fill out the Library Space Use Request Form at least 2 weeks prior to your event.

Eligibility of Use

• Use of Library space is only permitted if the activity supports the mission of the University.
• Priority use of the space goes to Library-sponsored events, and then to events for current students, faculty, and staff.

Spaces available 

• Sister Marie Inez Room, Library 123 (formerly the Faculty Study Room) Capacity: 20 people, seated; capacity is under review.
• Computer Classroom, Library 127 (priority use of this space is for library instruction) Capacity: 40 seats
• Dew Drop area (available only for a limited time period so as to not disturb student use of the space) Capacity: 40 people seated at tables; 50-60 people seated in chairs.
• Group study rooms are not available for events.
• Space capacity is determined by the University’s Safety and Compliance Manager.

Availability of Space

• Spaces are available only during open Library hours. Set-up and clean-up time must take place within these hours. All persons must exit the Library prior to closing for safety and security reasons.
• Events cannot be held on University holidays.

Reserving the Space

• Initial inquiries can be sent to library@stkate.edu. 
• The request form must be completed by the point person for the event (the person who will be in ongoing communication with the Library Space Use Committee).
• All requests will be reviewed and approved by the committee, in coordination with University Events staff.
• Library staff cannot accommodate requests submitted less than two weeks in advance.

Conditions of Use

• Event staff are responsible for providing their own supplies, signage for the space, and managing clean-up of the space immediately after the event, including any food/beverage, or equipment used.
• All event staff must review our space guidelines, the Library Use Policy, and the University's Space Use Policy prior to the event. Library staff may terminate the use of the space if these policies are violated.
• There must be library staff present in the library during any event.
• Any summer camp requests must be submitted through ServiceNow. 
• Event staff are responsible for being in compliance with the University Policy on Protection of Minors. All participating staff must have completed the Child Safety HR employee training by the beginning of the event.

Use of Library Furniture and IT Equipment

• The space’s furniture and equipment have a standard layout. If anything needs to be specifically arranged, event staff are responsible for moving and returning the furniture and equipment to the original layout immediately after the event.
• Moving furniture from other parts of the Library into the space is not permitted unless permission is given by Library staff.
• Requests for a generic login for the Library 127 computers for non-St. Kate’s participants must be submitted through ServiceNow.
• Computers cannot be moved or changed without explicit permission from IT staff through the submission of a ServiceNow ticket. No other arrangements are acceptable. 

Valuables and Storage

• Do not leave valuable items in the Library when your event is not in session as reservable spaces are not lockable. The Library is not responsible for the loss, theft, or damage of any property not owned by St. Catherine University.
• Unlocked storage options may be available upon request in advance, depending on other scheduled events. 
• The event host is responsible for any damage to Library property.

AV and Equipment, Parking, Catering, and ASL Interpreters

• Arrangements must be made in advance through University Events (UEvents@stkate.edu or 651-690-8829). Contact them for the appropriate form.
• All event hosts and participants must be in compliance with the University’s Space Use Policy.

Right of Refusal

Library staff reserve the right to refuse a space request if it does not meet our criteria for usage.