Use of Library Space for Events

Overview

Most reading rooms and general study areas in the library are not available for booking as these spaces are an integral part of the 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:

  • Fireplace Reading Room (Stauffer)
  • Terrace (Stauffer)
  • Staff Student Learning Centre (Stauffer)
  • 1923 Reading Room (Douglas)
  • 1966 Reading Room (Douglas)

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

What is provided

  • Members of the Queen’s and Kingston communities may request to book these rooms for special events.
  • Bookings will be limited to minimize disruption to patrons, and at the discretion of the Office of the Vice Provost and University Librarian.
  • Group Photograph Sessions can be booked but must be scheduled before 9:30 a.m.
  • If food and drink is to be served, all bookings need to be coordinated with Queen’s Event Services and the Library. 
    • Queen’s Event Services will charge a fee for this service.
  • For non-Queen’s users, a fee of $200 for the use of the space will be charged by the Library.
  • The sale of goods or services is generally not permitted in our facilities.
  • For Queen’s Users, there is no fee for the use of the space.
  • For Queen’s and non-Queen’s users,
    • Layout adjustments will be charged to the users when movers are required.
    • Special cleaning needs will be charged to the user.
    • Special security needs will be charged to the user.

The Spring/Summer terms allow for more flexibility for bookings as the use of spaces is reduced during the term.

Typically, these spaces cannot be booked for events which are scheduled to take place when the library is closed. However, such booking requests may be approved at the discretion of the Office of the Vice Provost and University Librarian.

How to book a space

Email library.business@queensu.ca to request a booking.  Please provide the following information:

  • Name (event organizer)
  • Contact information
  • Purpose
  • Room required
  • Date and time required.
  • Room Layout
  • Requests must be one week in advance of requested booking date.

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

Process after completion and follow up:

  • Once the request has been received, reviewed and approved, the OVPUL will work with the event organizer to determine needs:
    • Room setup and signage
    • Moving of tables and cleaning
    • AV requirements
    • Communication - Event that we can promote or partner in
    • Food requirements
    • Access to the space
    • Security requirements
    • Connection with Liaison Librarian if for a speaker or other
  • If there are any concerns about some of the recommendations, please reach out to the Director of Finance and Administration directly

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