EFFECTIVE SEPTEMBER 5, 2007

As of September 5, 2007, the Sterling Memorial Library Lecture Hall and Memorabilia Room will once again be available to Yale-affiliated or Yale-sponsored non-University groups. The rate for booking the Lecture Hall and/or Memorabilia Room is a flat rate of $40 per day (regardless of length) per event.

GENERAL INFORMATION:
The Lecture Hall can be booked for short meetings, day-long seminars, lectures, conferences, and receptions. It can also be booked for multiple days. Please note that the Lecture Hall is not air-conditioned, but is heated. The Memorabilia Room can only be booked for small (<30 attendees) receptions. There cannot be two separate events in the Lecture Hall and Memorabilia Room at the same time. If the Lecture Hall is booked, the Memorabilia Room cannot be used.

SCHEDULING:
Requests for use of the Lecture Hall can be made through Library Administrative Services by completing the Lecture Hall Reservation Form. The form must be submitted with the appropriate information, and specific set-up requests must be included at the time of booking. Booking is reserved on a first-come, first-served basis, following any Library events that need to be scheduled.

The Lecture Hall and Memorabilia Room are regularly open from 8:30am to 5:00pm, Monday – Friday. Events may be scheduled to begin or end at any point outside these hours; however a Security Guard must be secured and present at the Wall Street entrance if this is the case. The fee to have a guard is $25/hr for a minimum of 4 hours.

Changes in event times, usage, or event cancellations need to be conveyed to Library Administrative Services (432-1821 or 432-8600) as soon as possible so that the reservation information can be changed accordingly if possible.

SET-UP:
The Lecture Hall has a seating capacity of approximately 120 (140 standing). Normal seating set-up is full lecture style (all chairs facing front with one aisle in the middle). Various configurations of chairs, tables, and/or standing arrangements can be requested at the time of booking. In addition to the chairs usually in the room, Custodial Services can provide:

• 30 metal folding chairs
• 8 eight-foot tables
• 6 six-foot tables

Any specific set-up changes must be requested at the time of booking (fees vary; please see "Custodial Services" below). In the Memorabilia Room, the exhibit cases cannot be moved. However, up to four long tables may be set up in the room for displays or food.

CUSTODIAL SERVICES:
Groups requesting a Lecture Hall set-up other than the standard configuration will incur additional custodial charges, currently $62.50/hour/person. The number of custodial staff needed for the request is determined by the Custodial Supervisor and dependent on staff scheduling, workload, and complexity of the set-up request.

EQUIPMENT:
The available Audio/Visual (A/V) Equipment in the Lecture Hall currently consists of:

• Laptop with wireless Internet capabilities
• LCD Projector and wall screen
• Permanent Microphone fixed to the podium
• VCR
• DVD Player
• One whiteboard/flipchart unit

Notification that you request to use any of this equipment should be made at the same time as the room reservation. Please note that, while the requested equipment will be in the room for your booking, it is the requestor’s responsibility to set up and restore the event’s particular A/V needs.

Reservations for other equipment needed are the responsibility of the requestor. Please contact university Media Services at 432-2650.

FOOD:
Catering services are the responsibility of the requestor. Please be advised (and alert your caterer) that there are no red liquids (fruit punch, red wine, spaghetti sauce, etc.) or open flames (sterno cans, candles, etc.) allowed in the Library at any time.

Any clean-up necessary after a function is the responsibility of the requestor. Please arrange for clean up with your catering provider. All food and paper garbage must be removed at the end of the event and placed outside in the garbage area on the Wall Street side of the Library.

PAYMENT:
The preferred payment method for all reservation charges (including Security and Custodial) is through a University Account Number (PTAEO). If fees assessed will not be paid via PTAEO, payment must be made to Library Administrative Services (SML 152) one week prior to the day of the scheduled event. Please make checks payable to "Yale University".

A group who reserves the Lecture Hall or Memorabilia Room is responsible for its use and care. Any charges that are assessed for damages or excessive cleaning may be passed on to the individual or the sponsoring organization.

If you have any further questions about the above policies and procedures, please contact Library Administrative Services (432-1821 or 432-8600).