Meeting Rooms

What are the Meeting Room Restrictions?

 

 


 

It is the responsibility of Requestor to ensure that their group members comply with the Library’s policies and building’s fire codes.

  • Candles, lanterns, oil lamps, non-secured balloons are not allowed in the Library.
  • Meetings, workshops or presentations requiring glue guns, soldering, welding, cooking (hot plates, butane, gas) or abrasive chemicals are not allowed.

  • All catering/food will be provided by Spartan Shops.

Can I post directional signage to guide people to our Meeting Rooms?

King Library does not provide directional signage. The meeting host may place free standing signs in the following areas only: 1st floor between the escalators; 2nd floor at the top of the escalators along the wall and near the double glass doors. Signage may not block exhibits or displays in the exhibit area.

Signs will be posted by the Library for your meeting at the entrance to the room, and your meeting will be listed in a daily schedule posted on the Today’s Meetings kiosks located in the 2nd floor exhibit and display area. Large meetings or events will be publicized on the King Library website and on the LCD screens on the 1st floor.

Describe the Wireless Microphones, provided by the Library, in various meeting rooms for public/private events

Each of the individual second-floor meeting rooms is equipped with one wireless microphone receiver. A receiver works with only one microphone at a time. When separable rooms are combined (i.e. the partition is open) to create one large room (e.g. 255/229 or 255/257) a maximum of two wireless microphones can be used at a time.

Can the Library support Audio Recording (aka "Line Out" or "Line Feed")

The audio systems in the King Library Meeting Rooms do not have a direct connection for an outside client (e.g. news organization) to record the sound being amplified by the in-house audio system. However, Library Media Services may have some equipment to provide limited access to microphone audio (e.g., splitter adapters, MUX box), please contact Media Services before you make plans (808-2129). Persons wishing to make recordings should plan on providing their own microphones and recording devices.

Can the Library support Telephone Service and Audio Conferences?

University Communications Systems (UCS) is responsible for all telephone lines in the library.  Library Media Services (408-808-2129) is responsible for providing equipment and assisting with phone operations, as necessary, for approved library events. Media Services may also assist in coordinating telephone services with UCS. Contact Library Media Services before contacting UCS to see if services are already available.

Can the Library support Videocoferences?

Yes. The library network infrastructure will support videoconferencing equipment and data rates.  However, Videoconferencing and Webcasts are not services provided by, or supported by the King Library at this time. NOTE: The public network connection speed is sufficient for satisfactory performance of Internet-based telephony services such as Skype (our wired network is 100BaseT), but users must provide their own videoconferencing equipment (cameras, microphones, encoders, etc.). Please provide 3 to 4 weeks ADVANCED NOTICE concerning your Internet connection requirements.  For more information please contact Library Media Services (408-808-2421 or send e-mail to Library-MediaServices-Group@sjsu.edu).

Is Wireless Access to the Internet Available?

Anyone wishing to connect wirelessly to the Internet must have a library card, or a guest account. Arrangements must be made in advance for obtaining a guest account as this is not handled by staff in the library. Please note this on your reservation form and discuss with the Meeting Room Coordinator. Additional Information is available at: http://its.sjsu.edu/services/wireless/wireless-guest-accounts/index.html

To access the wired public network in the rooms, a client’s laptop, Mac, iPad or other mobile device must be able to use DHCP to obtain an IP address automatically. To change a laptop’s network settings, the user must have administrator access (i.e. an “admin password”). Clients with laptops configured to work on a non-DHCP network will not work with the public network in the meeting rooms. If the client does not have administrator access to change the laptop’s network settings, no one in the library will be able to make the client’s laptop connect to the network. Mac’s, iPads or other mobile devices rarely have such restrictions, but check with your IT person BEFORE your event to make sure.

What do I need to know about connecting my laptop to the Library’s Projection System?

Clients typically provide their own laptops for use with the projection systems in the meeting rooms (a limited number of Windows XP laptops are available for use from Media Services, BUT they may ONLY be used at the lectern, and are subject to availability.  Please call in advance to see if one is available.).

All lecturns are permanently wired to the rooms ceiling mounted projector, by means of a VGA video connector, which can connect to the external video port on your laptop, Mac, iPad or other mobile device (but may require an adapter). If your device does not have a standard VGA-Out port you must provide your own VGA adapter to connect to the projector (e.g., Macintosh computers use a variety of video out connectors, all of which require a special VGA adapter.  The same is true for iPads and other mobile devices.)

What doesn’t the Library provide?

  • The Library does not provide computers but may have laptops available for use at the lectern ONLY.
  • The Library does not provide flip charts, markers or white boards or easels.
  • The Library does not provide security for personal items or business equipment left in the meeting rooms. Please contact the Library Lost and Found at the "Welcome Desk" on the main floor of the library for lost items.
  • The Library does not provide storage space for equipment, art or meeting supplies.
  • The Library does not provide cleaning or staff to rearrange furniture.
  • The Library does not provide media staff to be in the room throughout your meeting.  (However, Media staff will usually be available, either in person or on-call, at the beginning of your meeting.  If you need assistance please go to room 215 on the 2nd floor or call Media Services at 408-808-2129.)

What does the Library provide?

Each Meeting Room is equipped with electronic media (VHS, CD, MP3, DVD, cassette tape) that may be requested on the room reservation form. The Library does not provide computers but may have laptops (available for use at the lectern ONLY) for meetings or presentations. Requests for changes in media must be made with the Meeting Room Coordinator (SJSU 808-2011; SJPL 808-2163) at least one week in advance of the meeting. A media technician will show you how to use the media equipment in the room. Minimal media support is available during the meeting.

What are the options for how the tables and chairs are arranged?

There are standard set-ups for each room or combined room. Typically the standard set up must be used to allow more flexibility for other groups using the rooms during the same day. (The Library does not have staff available to change room set-ups during the day.) However, you can request an optional setup when you are making your room reservation. Any changes in room setup from the original approved request must be made at least one week in advance of the meeting and approved by the Meeting Room Coordinator. Library exhibits, furniture, or other Library equipment may not be moved by your group without prior approval of the Meeting Room Coordinator.

If my event requires Security, what do I need to know?

Special Event Request Form/Event Summary (SERF) – This form must be completed by a person responsible for the payment of fees for the event security. It is critical that all appropriate information be provided on the SERF. Billing/payment information must be complete and accurate. Departments must list the account number to be charged. Student groups must list the ASBO account or purchase order number to be billed. A billing address must be listed.

SPONSOR GROUP RESPONSIBILITIES
The event sponsor must identify a single person to be in charge of the sponsoring group’s responsibilities and act as the sponsor group supervisor (SGS). This person will be the point of contact for the Officer in Charge (OIC) and will maintain supervision of all student security and maintain liaison with the site supervisor.

Arranging Security – The University Police Department (UPD) will review and recommend the level of security required based on expected attendance, geographic areas of advertisement, presence of alcohol, event history, other campus and events during the same time period, time of the event, location or site of the event and duration of the event. For more information contact University Police at 924-2230. NOTE: Special Event Security Policy

Charges –The following rates reflect estimated costs for services, note that actual costs may vary.
$60.00 per hour, per officer.
$20.00 per hour, per police student assistant.
3 hour minimum charge per officer/student assistant.
A penalty fee of 25% will be added to all events that file their SERF with the University Police less than 14 days prior to the date of the event. No charges are made for the administrative time involved in planning and arranging security.

Attendance – The expected attendance listed on the SERF is used to determine the level of staffing that will be provided to the event. It is important that due consideration be given to an accurate prediction of the attendance level. The OIC has authority to limit attendance to the expected level or waive the limit and set a new limit contingent on the arrival of additional officers to assist with security for the larger attendance level.

Alcohol – Alcoholic beverages will only be allowed at events when properly licensed, dispensed and controlled in accordance with state laws and the San Jose State Presidential Directive Regarding Use of Buildings and Grounds. Failure to properly check identification of drinkers or violations of licensing requirements may result in the issuance of a citation, arrest of violators and/or closure of the event. Any anticipated use of alcoholic beverages must be listed on the SERF.

Guest Lists – It will be the responsibility of the SGS to appoint a person to be responsible to monitor admittance by a guest list. The person appointed must have full authority to make such decisions and must remain accessible at the event entry point.

Timelines – The times listed for the event are used in making staffing decisions for the event and are expected to be accurate. Additional time may be charged beyond the actual event times to allow for pre-event briefing, post event activities, time expended investigating crimes/incidents, and writing reports associated with the event.

Closing time – The listed end time for the event is expected to be met. Any changes in the end time must be negotiated with, and agreed to by the OIC and the library building manager. Any extension of the end time will be contingent upon the capability of maintaining an acceptable level of public safety at the site during the extended period.

Clearing – The event will not be considered ended until the crowd has been disbursed from the area, all clean up is concluded, and all people have left the building.

The SERF form can be submitted in the following ways: Special Event Request Form
Delivered to: Events Coordinator, Dr. Martin Luther King Library, 4th floor Administration. 1-408-808-2011
By FAX: 1-408-808-2020 Attention: SPECIAL EVENTS/Events Coordinator

What are the Library’s security requirements during my event?

In general, no additional security staffing is needed for events held during the regular open hours of King Library. For special events or meetings held before or after regular Library hours, please make arrangements with the University Police Department (UPD) at 408-924-2230. You will be required to submit a Special Event Request Form/Event Summary Form (SERF) and pay the cost for providing security.

Can my group reserve a recurring Meeting Room date for an entire year?

No.   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 opportunities for learning. Generally, business meetings held by community groups not directly associated with the City or the university are approved for room reservations only once each year.

Pages

Subscribe to RSS - Meeting Rooms