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MEETING ROOMS KING LIBRARY - PUBLIC USE
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Statement of Policy & Text
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The Meeting Rooms are located on the second floor of the library. They are not available to the general public or for student use, but rather for internal library business, programs, forums and events sponsored by organizations and groups affiliated with the Library. Members of the public interested in using meeting rooms for meetings of their organization or group are encouraged to contact their local branch library for availability, and interested SJSU students are encouraged to contact the Student Union or Associated Students for available campus meeting room space.
Meeting room usage is available to the following groups sponsoring the following events with Dean and Director approval:
- Programs held by City, University and other approved organizations that support the Library’s mission of providing excellence in information resources and services for a lifetime of learning. In support of this, programs must be free and open to the public, of interest to both academic and public communities, and must be advertised through a wide variety of media.
- Business meetings held by University or City Government groups that are not recurring and meet the criteria outlined in “Requirements and Guidelines” below. In light of this criteria, consideration will not be given for meetings involving regularly scheduled courses, class meetings or presentations for course credit, student club or chapter meetings, monthly meetings including city and campus departmental meetings, non-Library fundraising events, reception-only events, or meetings that charge an admission fee or are closed to the public. Library Administration reserves the right to approve or deny requests for room reservations.
- Business meetings held by community groups not directly associated with the City or the University generally has approved room reservations granted only once each year.
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Need for the Policy
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The King Library is committed to providing equitable access to the Library meeting rooms for groups and organizations affiliated with the Library, San Jose State University, and the City of San Jose. Due to high demand and internal use, the Library must restrict external use of the rooms to meetings, programs, and events in support of the Library’s mission to provide excellence in information resources and services for a lifetime of learning.
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Requirements & Guidelines
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All requests for meeting rooms must that meet the basic criteria in the “Statement of Policy & Text” above may generally qualify for approval of room usage if they meet the following specifications:
- The meeting or program is to be held entirely within the Library’s open hours
- The meeting or program does not use all the available rooms for an extended period of time
- A program is advertised through a variety of media (i.e., newspaper advertising, printed brochures, flyers, posters, email list servs, internal publications). Flyers and posters must be provided to the King Library Events Coordinator (408) 808-2476 at least one week prior to the meeting, so that it may be adequately publicized within the Library.
Room Descriptions
The following information describes the room capacities and standard set ups for each room or group of rooms. It is requested the standard set up be used to allow more flexibility of other groups using the rooms during the same day. There is no custodial staff available for the purposes of changing room set ups during the day.
- Room 225: As a separate room can seat up to 105 people. The standard set up is theater style.
- Classroom style will seat 48
- Reception style will hold 215 without any seating
- Banquet style will seat 60-70
- Room 229: As a separate room can seat up to 49 people. The standard set up is a hollow square of tables with chairs (conference style).
- Classroom style will seat 24
- Theater style will seat 50
- Reception style will hold 50 without any seating
- Banquet style will seat 35-40
- Rooms 225/229: As combined rooms can seat up to 230 people. Standard set up is Theater style.
- Classroom style will seat 72
- Reception style will hold 349 without any seating
- Banquet style will seat 100
- Rooms 255/257: As combined rooms hold 72 people with the standard set up of Classroom style and the partition open. These rooms are not generally divided into two separate rooms.
- Classroom style will seat 36 per individual room
- Theater style will set up to 80
- Reception style will hold 81 without any seating
- Banquet style will seat up to 50
Note: Any flip charts, markers or white boards will be the responsibility of the reserving group.
Scheduling Process
- Requestors who wish to reserve a meeting room must legibly complete the specified event specific Meeting Room Reservation Request Form, which is available for downloading and printing from the King Library website at www.sjlibrary.org, or may be obtained via fax by contacting the King Library Administration Receptionist at (408) 808-2355. Please contact the receptionist before completing the form to make sure that meeting room space is available. The form includes instructions on where to fax or deliver the form after completing it. Completed forms must be submitted to the library at least two weeks prior to the meeting,
- The Receptionist will enter a two week hold for the requested date and time in the Room Reservation Manager database.
- Meeting room requests are then forwarded to the Library Co-Managers for approval.
Approval Process
- The requestor is notified by the Events Coordinator of approval or non-approval, usually within a week after the completed form is submitted to the Library. If a room reservation is approved, the booking will appear as Confirmed on the Room Reservation Manager computer program, and this information will be available from the Events Coordinator, Receptionist, or from the Library Information Desk on the first floor.
- The Events Coordinator will fax a confirmation notice to the requestor with important information about the reservation. If the reservation is to be cancelled, please contact the Receptionist or Events Coordinator at least one week prior to the event if at all possible, so that the room may be made available for Library use or other approved meetings and events.
Reservation Information
- The current day’s room reservation information is posted at two kiosks on the second floor adjacent to the meeting rooms, and specific meeting titles and times are posted outside the meeting room doors.
- If the meeting requires flyers and posters, copies of these may be found at these two kiosks, and on blue stanchions at both the campus and East San Fernando Street entrances to the King Library, and at the entrance to the meeting room suites lobby on the second floor
Setup & Catering
- Rooms are setup in certain standard styles (e.g., classroom, theater, or conference), but may be customized to suit the requested meeting within the maximum occupancy permitted by the Fire Marshall, and in compliance with the Americans with Disabilities Act (ADA). The King Library Events Coordinator will assist with these requests. Any changes in room setup from the original approved request must be made at least one week in advance of the meeting.
- If catering is desired, Spartan Shops (408) 924-1756 is the approved caterer for King Library meetings, and the requestor must initiate any catering requests separately (the Library does not provide this service). No food is to be served in the lobby areas outside the meeting rooms.
Media
- Each meeting room is equipped with a variety of electronic media access that may be requested on the room reservation form; however please note that the Library does not provide computers or laptops for meetings or presentations. Requests for changes in media requirements must be made with the Events Coordinator at least one week prior to the meeting.
- Rooms 225, 229, and 255/257 each offer the following capabilities:
- Live sound reinforcement via wired and wireless microphones and ceiling-mounted speakers.
- Assisted listening devices
- Computer data projection and audio, VHS or DVD playback, through a ceiling-mounted front projection system and wall-mounted stereo speakers
- CD or cassette tape playback through wall-mounted stereo speakers
- Wireless, computerized remote-control system
- A front projection screen that may be operated independent of the computerized remote-control system
- Internet access.
Media Services Staff usually will be available to support meetings with media requests as long as those requests are made a minimum of one week in advance of the meeting day. Media Services can be reached at kingmediaservices@sjsu.edu or (408) 808-2129.
General Meeting Room Guidelines
- Requestors should bring with them the faxed confirmation notice.
- Meeting rooms shall be left clean and furniture in their original setup.
- All catering/food is to be provided by Spartan Shops.
- There is to be no charge for the meeting or event, i.e., no fees or money may be collected in the Library. Certain approved events such as Library fundraisers, or professional workshops for Library staff development may charge an attendance fee, however, the provider of the event, prior to the scheduled reservation, must collect such fees from registrants.
- Nothing may be hung, taped, or attached to the walls, doors, and podiums.
- The King Library assumes no responsibility for private property brought into the building.
- Meetings are to be held during the Library’s public hours. Exceptions to this may be approved subject to co-manager approval and availability of extra library security, subject to the standard overtime rate of $100 per hour being paid to the University Police Department through the Library Security Manager at (408) 808-2481 in advance.
- Responsibility for reimbursing the King Library for any damages or missing equipment resulting from the meeting or event lies with the requestor. Liability insurance coverage (through Driver-Alliant) may be required for certain meetings and events.
- Responsibility falls upon the requestor or the representative of the requesting organization to make certain the group is aware of, and abides by Library regulations. Failure to do so may result in denial of future room reservation requests.
- The lobby space is Library space and is not considered a part of the meeting rooms. Exceptions for a registration chair and table outside the meeting room door may be made on a case-by-case basis if such a setup does not pose any egress problems or non-compliance with the Americans With Disabilities Act (ADA). No food is allowed to be served or stored in the lobby area.
- The Library reserves the right to change room assignments as deemed necessary. The requestor will be notified of any such changes as soon as possible.
- Signs will be posted by the Library for the meeting at the entrance to the room door, and listed in a daily schedule posted on the Today’s Meetings kiosks located in the second floor exhibits and displays area just outside the lobby of the meeting room suites. Large meetings or events (e.g., author readings) will be publicized on the King Library website and on the “Rosetta Stone” electronic billboard at the top of the second floor escalator landing.
- Meetings that require publicity must have 100+ flyers delivered to the Receptionist or Events Coordinator two to three weeks prior to the event. Required also for the meeting will be 3 signs (11 inches by 14 inches or larger) to be posted to stanchions on the day of the meeting. These signs should be delivered to either the Receptionist or the Events Coordinator (both located at adjacent workstations in the fourth floor Library Administration suite) one week prior to the event.
- It is the responsibility of the Meeting Room user to ensure that Fire Marshall codes are obeyed in the maximum room capacities.
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Applicable Personnel/Departments
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All
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Approval(s)
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Reviewed and approved by:
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Signature/Name
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Date of Approval
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SJSU Library Dean
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KMT
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2/16/06
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Distribution
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http://www.library.sjsu.edu/legal/policies.htm
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History & Dates
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Category of Policy: Facilities
Author(s):): Candice McGee, Assistant to the University Library Dean
Authorized by:KMT
Date Written:1/10/06
Date Effective:2/16/06
Date(s) of Revision(s): 11/6/06 CM
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References
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A. Business/Public Meeting Room Reservation
B. Small Group Study Rooms
C. Listening Rooms
D. Teen Center
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ID#: PL_349
Supersedes/amends: PL 316
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