Use of Library Space for Events

Special Bookable Spaces in Stauffer Library

Reading rooms and general study areas in Stauffer Library are not available for booking by members of either the Queen's or Kingston communities. As these spaces are an integral part of the Stauffer Library public research space, events in these areas while the Library is open would be disruptive to Library use. The exceptions to this general policy are the Library's two special rooms: the Fireplace Reading Room and the Ground Floor Seminar Room.

Use Policy and Booking Procedure for Special Rooms

NOTE: Queen's faculty, staff or students who wish to book either of the two special rooms 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).

1. Persons using a room must ensure that the room is left as it was originally set up and that it is tidied and cleaned after the event.
2. Refreshments normally may not be served in the Ground Floor Seminar Room. Special arrangements can be made only at the discretion of the Library Administration. Separate policies govern the provision of refreshments in the Fireplace Reading Room.
3. Meetings or events which extend beyond Stauffer Library hours require special security arrangements. The cost of these arrangements will be charged to those making the reservation.
4. Library rooms and space normally cannot be booked for events which are scheduled to take place when the Library is closed, except during the summer months (May 1 - August 30) when the Library hours of opening are considerably reduced from those during the Fall and Winter Terms.
5. Summer events (May-August): Summer reservations for the Fireplace Reading Room must be made through the Office of the Vice-Provost and University Librarian (613-533-2519). Summer reservations for the Ground Floor Seminar Room must be made by emailing library@queensu.ca.
6. Information required: In all cases, the following information at least will be requested (see additional information requirements for the Ground Floor Seminar Room):

• Name(s) of event organizer and sponsor
• Phone number and e-mail address of primary event contact person
• Group name
• Purpose of event
• Space required or desired
• Date needed
• Start and end time
• Estimated number of attendees

Additional Information for Specific Rooms

Fireplace Reading Room

An exception to the Stauffer Library space use policy is the Fireplace Reading Room, which may be booked for special University receptions and events under the following circumstances:

Summer Term   (May 1 - August 30)

• Reservation Procedure: Booking is handled exclusively through the Office of the Vice-Provost and University Librarian (613-533-2519), who consult with the Library Administration before accepting reservations and contract with Queen's Campus Security once the reservation has been approved. A fee is charged for these events.
• Refreshments: Events arranged through Queen's Event Services may include refreshments. Further details must be discussed with Event Services.

Fall and Winter Terms

Bookings may be made at the discretion of the Office of the Vice-Provost and University Librarian (613-533-2519) and will be limited to:

• Friday afternoons or evenings
• Weekends
• NOTE: Normally a maximum of one event per month will be allowed.
• Reservation Procedure: Contact the Office of the Vice-Provost and University Librarian (613-533-2519).

Group Photograph Sessions

• These sessions must be scheduled before 9:30 a.m.
• Reservation Procedure:   Contact the Office of the Vice-Provost and University Librarian (613-533-2519).

Ground Floor Seminar Room ("Room 121")

Additional information on the Ground Floor Seminar Room can be found as part of Stauffer Library Location Information.

The Loggia

The Stauffer Library lobby and entrance area -- known as The Loggia -- are not available for booking.