Room Guidelines – Memorial Library

Memorial Library Commons

The maximum occupancy of the room is approximately 65.

Purpose of the Room

• The purpose of the Memorial Library Commons is to provide a place to strengthen relationships with the partners, supporters, and friends of the UW-Madison Libraries. It is specifically designed to facilitate hospitality, social gatherings, and receptions—including events and programs that feature presentations, displays, and performances.
• The Commons is intended to be a dual-purpose space, allowing for events and staff lounge services to be available at the same time. In rare occassions and at the discretion of the Building Manager (262-6526), it is possible for the Commons to be closed to general staff during an event.
• The Commons is not to serve as a public lounge or study space.
• The Commons is not to be used as a regularly scheduled classroom or training space.
• Events scheduled in the space must have the sponsorship of the Libraries. This means there must be a Library staff person identified as the sponsor who will take on the role of supervising the event.
• All uses of the Commons should be managed, scheduled, and supervised by library staff.

Guidelines for Use

• The room should be reserved at least two weeks in advance, and is booked on a first-come, first-served basis.
• Your event will not appear on the calendar until approved by the Building Manager (262-6526). Please check the calendar to verify your reservation, although you should receive a response to your reservation request from the Building Manager.
• If audio/visual equipment training is needed, please contact the Building Manager (262-6526) at least two weeks before the event.
• The Commons is unlocked during the day on weekdays. For evening and weekend events, the event sponsor can pick up the room key from the Circulation Desk on the first floor.
• The event sponsor must be a UW-Madison library staffperson.
• The event sponsor is responsible for arranging furniture, setting up food and drinks, and monitoring the event. Library staff are not available to move furniture or monitor events.
• The event sponsor is responsible for cleaning up the room, shutting down the equipment, and (for weeknight and weekend events) securing the room and returning the key to the Circulation Desk.
• During the event, the room must be attended either by the event sponsor or the secondary sponsor.
• Food and covered beverages are permitted in the Commons. Food and drink should be brought in through the loading dock or the First Floor West Corridor elevator. Prior arrangements for food deliveries must be made with the Building Manager (262-6526).
• The Commons kitchenette is equipped with a sink, an event refrigerator, a microwave oven, and a coffeemaker. The event refrigerator is usually empty and therefore turned off. If you wish to use it, the event sponsor should turn it on 24 hours before your event so it has time to cool down.
• Failure to carry out these responsibilities may result in refusal of future requests to use the room.

Closure of the Commons for Events

Typically, the Commons is an area that should remain open to general library staff during all events. When submitting the request, the event sponsor can ask for the Commons to be closed to general staff. The Building Manager will make the decision based on the nature of the event, although it should be a rare occasion to close the Commons.

Approved by Memorial Research Services Management – 2009
Revised January 6, 2015

Memorial Room 126

The maximum occupancy of the room is approximately 80.

Purpose of the Room

This room is not a general-purpose classroom or lecture hall. It is to be used for the following library-related purposes:

• Library instruction for classes that can’t be accommodated in other library instruction rooms.
• Large group training for campus library staff.
• Friends of the Library lectures and programs.
• Lectures and programs sponsored by campus libraries or related to the collections of the UW-Madison campus libraries.
• Library administrative needs, e.g. large group meetings for campus library staff.

Room 126 can also be used for one-time instruction or conference-related sessions by Library partners. Priority and windows for scheduling room events are based on the following schedule:

Primary Uses	Library-sponsored events	Scheduled up to a year ahead of time
Secondary Uses	DoIT-sponsored events	Scheduled up to 6 months ahead of time
Tertiary Uses	Other Arts, Humanities & Social Science-related events, at the discretion of the Building Manager	Scheduled up to a month ahead of time

Guidelines for use

• Your event will not appear on the calendar until approved by the Building Manager. Please check the calendar to verify your reservation.
• The event sponsor is responsible for getting the room key from the library Circulation Desk on the first floor, and opening the room for the event. Following the event, it is the event sponsor’s responsibility to shut off all room equipment, lock the doors, and return the key. When unlocked, the room must be attended.
• Covered beverages and food are permitted in Room 126. Following the event, the event sponsor is responsible for cleaning up the room, including removing left over handouts and erasing boards.
• If equipment training is needed, please contact the Building Manager (262-6526) at least two weeks prior to the event.
• For assistance with environmental controls during a presentation, contact the Building Manager (262-6526).*
• For assistance with equipment during a presentation, contact LTG at 262-8880.*

* Note that LTG and the Building Manager are not necessarily available all hours that the building is open.

Approved by the Memorial Management Group
January 4, 2001
Revised January 6, 2015