Yale University Library

 

Library Policies: Sterling Memorial Library Room Reservations

Policies
Sterling Memorial Library Room Reservations

STERLING MEMORIAL LIBRARY ROOM RESERVATIONS

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

PLEASE NOTE:
The Lecture Hall will not be available for booking events from May 10, 2013 - September 1, 2014 due to the restoration project. 

The Sterling Memorial Library Lecture Hall and Memorabilia Room are available for University and Academic events. Depending on availability, the Sterling Memorial Library Lecture Hall is available to student groups for an administration fee of $150 (regardless of length).

This fee 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 with 90 desk chairs (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 for a custodial fee. In Addition to the chairs usually in the room, Custodial Services can provide:

• 9 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. Effective January 3, 2012 there will be a custodial charge of $46 for any setup other than the standard setup between the hours of 8:30am-5:00pm.  Overtime charges of $72 will apply to setups after 5:00pm. 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. The Memorabilia Room has 2 6ft tables already in the room.  The requester is responsible for completing a setup request for Custodial by completing the “Facilities Work Order” at the following link: http://www.facilities.yale.edu/

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:
INTERNATIONAL ROOM

PLEASE NOTE:
The International Room will not be available for booking events from June 1,  2013 - September 1, 2014 due to the restoration project. 

The International Room is open during Library Hours. Yale-affiliated or Yale-sponsored groups can book the room for short meetings, day-long seminars, lectures, conferences, receptions and other events with an international focus.  

Custodial and security fees apply when the room is booked after Library hours. 

GENERAL INFORMATION:

The room has a seating capacity of 40. Any specific seating set-up (i.e., lecture style, with all chairs facing front) must be requested at the time of booking.

The normal setup for the room involves 10 wooden chairs around a 10 ft table (combination of 2 5ft x 3ft tables).  In Addition to the chairs usually in the room, Custodial Services can provide:

  • 40 padded folding chairs
  • 1 eight-foot table

The requester is responsible for completing a setup request for Custodial by completing the “Facilities Work Order” at the following link: http://www.facilities.yale.edu/

The International Room is equipped with a projector, screen, sound (computer only) and podium.  Groups using the room need to supply their own laptop to connect to the AV equipment.  There is no audio in the room.  If needed, this can be requested through media services

Food is not allowed in the International Room.  Receptions for events may be held in the outer vestibule of the room.  Non-alcoholic beverages may be consumed in the room, as long as they are in approved containers such as:

        • Spill-proof mugs with secure lids and a drinking hole that can be closed
        • Sports bottles with a drinking spout that can be closed
        • Water in capped plastic water bottles

Any clean-up necessary after a function is the responsibility of the requestor.

The room is used to display books on international topics by Yale faculty and alumni, periodicals, maps, media, and electronic resources, featuring Yale's intellectual contributions to the world. Exhibits of the international activities of Yale’s schools, individual faculty and students, as well as materials drawn from Yale’s art, natural history, and other collections are a major focus.


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

PLEASE NOTE:
The L&B Room will not be available for booking events from December 15, 2012 - September 1, 2014  due to the restoration project. 

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 administration fee for reserving the L&B room is $500 per day (regardless of length) per event. 

This fee 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

PLEASE NOTE:
The Nave and Selin Courtyard will not be available for booking events until September 1, 2014 due to the restoration project. 

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 administration fee for both spaces is $1000 per day (regardless of length) per event. 

This fee 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 property of the Sterling Memorial Library 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. Please contact Susan Chase Jones in Library Administrative Services at (203) 432-1810 or susan.jones@yale.edu for more information.  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 $30/hour/person for a minimum of four hours. Fees for custodial coverage and services are charged at $72/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 (432-1810) 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 cannot 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 (432-1810).