Location   |   Equipment   |   Use Policy   |   Booking Procedures & Fees   |   Security Arrangements

Location and Description

The Ground Floor Seminar Room (commonly called "Room 121") is located inside the Library proper, on the east side of the main floor opposite the Circulation and Information Desks.

The room can accommodate 45 people (although 22 is a more comfortable number if writing tables are required) and is suitable for seminars or for demonstrations of electronic or video systems and products. Tables and chairs can be arranged in different configurations but this must be done by users of the room themselves.

Equipment

Included in the room are:

1. Instructor podium with a desktop PC [P4 1.8 GHz, 512 MB RAM, WinXP operating system, DVD and CD-RW drives] and LCD monitor, as well as data and power plugs for a personal laptop, connected to:
   • Queen's Campus Backbone and the Internet
   • Library networked databases
   • VCR
   • ceiling-mounted data projector
   • in-room audio system and speakers
   Software installed includes all standard Library and ITS applications, including the full MS Office 2007 suite and all standard Ida (Packman) applications
2. Laptop computers for the 22 "student" stations in the room
3. Projection screen
4. Blackboard (although users are advised to bring a supply of chalk)

An overhead projector and portable flipchart are shared between the Seminar Room and other meeting rooms in the building. Therefore, the need for either of these items should be specified when the Seminar Room is being booked.

Use of the Seminar Room

NOTE:   Queen's faculty, staff or students who wish to book a room for purposes which do not fit within the following guidelines are advised to contact the University's Room Reservations Office (ext 32025) in order to locate alternate space. Persons outside the Queen's Community should contact the University's Event Services (613-533-2223).

First priority use for Room 121 is reserved for Queen's Learning Commons (QLC) partners (Library, Information Technology Services, Learning Strategies Development, The Writing Centre, Special Readers' Services) instructional activities. The room may also be requested for special teaching purposes by University faculty or staff, or by educational institutions affiliated with the University, provided that:

• QLC partner staff is directly involved in the session;
• the faculty or staff member, or affiliated institution, is demonstrating Internet or library applications, or using Stauffer Library collection resources;
• the faculty or staff member, or affiliated institution, requires the use of presentation software available in the room.

During the Fall and Winter Terms: Stauffer 121 is available only while the Library is open.

During the Summer Term: Special arrangements to use Stauffer 121 must be made through the Library Administration Office (Tel: 613-533-2519 ; additional contact information). The services of Campus Security will be required and a fee will be charged accordingly.

Room Use Guidelines:

1. Equipment and software to be used during the session must be identified when booking the room.
2. If new or updated software is required for the session, Library Systems staff will be consulted before permission to use the room can be granted. In such cases, 72 hour advance notice (3 working days) is required.
3. Faculty or staff who have not used the room before must arrange to meet with a Library or ITS staff member prior to the session, to review use of the facilities.
4. Faculty or staff who book the room are expected to remain present for the duration of the session.
5. Refreshments normally may not be served in the Ground Floor Seminar Room.
6. All equipment, including the overhead projector, chairs and tables, must remain in the room (which is kept locked when not scheduled to be in use).

Booking Procedure & Fees

Contact the Library Administration Office (613-533-2519; additional contact information) to reserve the Stauffer Seminar Room. Library Administration reserves the right to approve only those requests which are deemed to fall within the policy for use of the Seminar Room.

Information required:   The following information must be provided, in order for a booking to be made:

• Name
• Phone number and e-mail address
• Purpose of the booking
• Room facilities required (including both software and equipment)
• Date needed
• Start and end time
• Estimated number of attendees

Fees for Using the Seminar Room

1. Queen's Faculty or Staff teaching sessions:
   There is no charge for these sessions, provided that they begin and end while the Library is open. However, the faculty or staff member responsible for the booking will be asked to:
   • Cover any costs related to setting up and removing special configurations of hardware, software, furniture or other equipment.
   • Cover the cost of hiring a student monitor, should the faculty or staff member be unfamiliar with running computer or video applications.
   • Cover the cost of Queen's Security, should the booking extend beyond or occur outside of the Library's normal hours of opening.
   • Attend a preliminary room orientation session, if QLC partner staff determines that this is required.
   • Ensure that the room is left in the state in which it was found.
2. Queen's cost-recovery or profit-making programs:
   
   

   Program	Charge
   Enrichment Studies, Executive MBA, Conference workshops	$ 75.00 per hour
   Queen's-sponsored educational outreach programs	$ 25.00 per hour, or $ 50.00 per day
   Non-Queen's events	minimum of $200.00