BOOKING THE STERLING MEMORIAL LIBRARY:
LECTURE HALL and/or MEMORABILIA ROOM

The Sterling Memorial Library Lecture Hall and Memorabilia Room are available to Yale-affiliated or Yale-sponsored groups. The rate for booking the Lecture Hall and/or Memorabilia Room is a flat rate of $250 per day (regardless of length) per event.

This rate is before the addition of custodial and security services. Costs for those will be added to the charge.

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. The Memorabilia Room can only be booked for small (<30 attendees) receptions. Please note that neither space is air-conditioned, but both are heated. The Lecture Hall and the Memorabilia Room cannot be used for a separate event. The Lecture Hall and Memorabilia Room are regularly open Monday – Friday, 8:30 a.m. to 5:00 p.m. Any clean-up necessary after a function is the responsibility of the requestor.

SET-UP ONLY FOR LECTURE HALL:
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 may 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
• 90 desk chairs
• 8 round tables
• 64 padded chairs

Any specific set-up changes must be requested at the time of booking. 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.

EQUIPMENT ONLY FOR LECTURE HALL:
The Lecture Hall is equipped with a standard, Tier 3, Yale University Media services A/V system, which includes a podium with affixed microphone, wireless microphone, network PC, several USB ports, LCD projector and wall screen, and DVD player. Support for this equipment as well as reservations for other equipment needed are the responsibility of the requestor and is provided by University Media Services (203-432-2650).

BOOKING THE STERLING MEMORIAL LIBRARY:
LINONIA AND BROTHERS READING ROOM (L&B Room)

The Linonia and Brothers Reading Room is available to Yale-affiliated or Yale-sponsored non-University groups when the Library is not open for services. The rate for booking this space is a flat rate of $500 per day (regardless of length) per event, plus costs for custodial and security services.

This rate is before the addition of custodial and security services. Costs for those will be added to the charge.

GENERAL INFORMATION:
The Linonia and Brothers Reading Room may be booked for large scale receptions, dinners or other events. The Linonia and Brothers Reading Room has a seating capacity of 120 (150 standing). Due to its central location and high use, the Linonia and Brothers Reading Room is only available when the Library is closed to readers. Events must be scheduled outside of Library hours and set-up for events should be arranged so as to cause minimum interruption to readers’ use of the Library. Please note that this space is not air-conditioned, but is heated. Any clean-up necessary after a function is the responsibility of the requestor.

Please note that chairs, tables and any other setup must be done by the rental company being used. Chairs and tables are only used for Lecture Hall reservations.

BOOKING THE STERLING MEMORIAL LIBRARY:
NAVE and/or SELIN COURTYARD

The Nave and/or Selin Courtyard are available to Yale-affiliated or Yale-sponsored non-University groups when the Library is not open for services. The rate for booking either space is a flat rate of $1000 per day (regardless of length) per event, plus costs for custodial and security services.

This rate is before the addition of custodial and security services. Costs for those will be added to the charge.

GENERAL INFORMATION:
The nave and/or Selin Courtyard may be booked for large scale receptions, dinners or other events. The nave has a seating capacity of approximately 150 (200 standing). Due to its central location and high use, the nave is only available when the Library is closed to readers. The Selin Courtyard has capacity for 357 standing. Events must be scheduled outside of Library hours and set-up for events should be arranged so as to cause minimum interruption to readers’ use of the Library. Please note that this space is not air-conditioned, but is heated. There cannot be two separate events in the Nave and Courtyard at the same time. Any clean-up necessary after a function is the responsibility of the requestor.

Please note that chairs, tables and any other setup must be done by the rental company being used. Chairs and tables are only used for Lecture Hall reservations.

SCHEDULING:
Requests for use of any of these rooms can be made through Library Administrative Services by completing the Reservation Form. Booking is reserved on a first-come, first-served basis, following any Library events that need to be scheduled. Availability is limited to events that support Yale’s education and service mission.

The Events may be scheduled to begin or end at any point outside these hours (8:30 am – 5:00pm), but security staff must be present if this is the case. Applicable Security and Custodial overtime charges will apply. Fees for security coverage are charged at $25/hour/person for a minimum of four hours. Fees for custodial coverage and services are charged at $62.50/hour/person. The number of custodial and security staff needed for an event is determined by the relevant supervisor and dependent on staff scheduling, workload, and complexity of any necessary set-up or services.

Changes in event times, usage, or event cancellations need to be communicated to Library Administrative Services (432-1821 or 432-8600) as soon as possible so that the reservation information can be changed accordingly if possible. Costs of any staffing expenditures made prior to a cancellation will be charged.

FOOD:
Catering services are the responsibility of the requestor and should be arranged according to University catering policy. 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. Rentals are the responsibility of the requestor and must be delivered and removed in a timely manner coincident with the event.

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 containers 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 or money orders payable to “Yale University". Payment via credit card can not be accepted.

A group who reserves any of these spaces will be responsible for their 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).

Send comments to libweb@www.library.yale.edu