Meeting Room Business/Public Use

ID#: 
PL_349
Supersedes/Appends/Amends: 
PL 316

Statement of Policy & Text

The Meeting Rooms are located on the second floor of the Library. Meeting Rooms are available for:

  • Programs. The program must be advancing the Library’s mission to provide opportunities for a lifetime of learning. 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.
  • University or City Government Non-recurring Business meetings. These meetings are not open to the public and have a restricted invitation list. 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, private celebratory event , or meetings that charge an admission fee or are closed to the public.
  • Business meetings held by community groups. These meetings are not open to the public and have a restricted invitation list. They are not directly associated with the City or the University. Generally this type of request is only approved once each year for any particular group. People interested in using meeting rooms for regular meetings of their organization, group, or club are encouraged to contact their local branch Library for availability. SJSU students are encouraged to contact the Student Union or Associated Students for available campus meeting room space. Library Administration reserves the right to approve or deny requests for room reservations.

 

Need for the Policy

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 that further the Library’s mission.

 

Requirements & Guidelines

General Requirements

  • Use of the meeting rooms is limited to a) programs that are open to the public, b) university or City Government non-recurring business meetings, or c) community business meeting (one request per calendar year).
  • The meeting or program is to be held entirely within the Library’s open hours unless prior approval has been issued by Library Administration and SJSU police.
  • The meeting or program does not use all of the available rooms for more than one day or an extended period of time.
  • Programs must be 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 SJSU King Library Meeting Room Coordinator (408) 808-2011 or SJPL Meeting Room Coordinator (408) 808-2163 at least one week prior to the meeting, so that it may be adequately publicized within the Library.
  • Each group is responsible for ensuring that attendance at its meeting does not exceed the maximum occupancy for the meeting room as set by the Fire Marshall.
  • Live music is allowed in the meeting rooms, as long as the volume is not disruptive to other library customers or events.  The Library reserves the right to decide if the noise level is too loud and must be reduced.
  • 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. No admission fees may be charged or solicited. No donations of money or other property may be solicited or collected from the audience. No promotions or sales of services, products, merchandise, materials or other items are allowed.

 

Room Descriptions and Room Setup

The following information describes the room capacities and standard set ups for each room or group of rooms. Rooms are setup in certain standard styles (e.g., classroom, theater) to suit the requestor’s requirements within the maximum occupancy permitted by the Fire Marshall, and in compliance with the Americans with Disabilities Act (ADA). Room arrangements that differ from the standard set up must be approved by the Meeting Coordinators prior to the event. Any changes in room setup from the original approved meeting room request must be made at least one week in advance of the meeting and is dependant on the 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.
 “Theater style” is a room configuration with all of the chairs in rows facing the podium, center aisle, and no tables.  “Classroom style” is a room configuration with rows of 5 ft tables and 3 chairs per table, all facing the front, set in rows with an aisle down the middle.

Rooms 225/229: As a combined rooms can seat up to 200 people with the standard set up of Theater style.

  • Standard set up is Theater style which will seat 200 people.
  • Classroom style will seat 66
  • Hollow Square or U shape will seat 30
  • Reception style will hold 200 without any seating (special requests for high or low top cocktail tables (must be ordered from an outside vendor (the library does not supply this type of table) at cost to the group booking the room)
  • Luncheon Style with 30” x 60” tables and 6 chairs per table, will seat 100; with 3 food tables in the back of the room for self-serve.
  • Banquet style with 30” x 60” tables and 6 chairs per table, will seat 100, except food prep will be done in 255/257 (all four meeting rooms must be reserved).

Rooms 255/257: As combined rooms can seat up to 60 people with the standard set up of Classroom style.

  • Classroom style will seat 60
  • Theater style will set up to 90
  • Reception style will hold 80 without any seating
  • Luncheon Style with 30” x 60” tables and 6 chairs per table, will seat up to 50; with 2 food tables on the side of the room for self-serve.

 

Catering

If catering is desired, Spartan Shops (408) 924-1756 is recommended. They are the most knowledgeable with setting up catering in King Library and are competitively priced. Catering must be requested separately. The Library does not provide this service. No food is to be served in the foyer area outside the Meeting Rooms. By SJSU campus policy, only Spartan Shops can be contracted to open and serve alcohol in the library.

Scheduling Process

  • Requestors who wish to reserve a meeting room can find the Meeting Room Reservation Request Form on line on the King Library website which is available for downloading and printing or may be obtained via fax by contacting the City Meeting Coordinator at (408) 808-2163 or the University Meeting Coordinator at (408)808-2011. The form includes instructions on where to fax or deliver the form after completing it. Completed forms must be submitted within 2 weeks of the date that the reservation was put on HOLD (reservation holds can only be placed in advance up to 6 months of the requested meeting date) for approval by the Library Co-Managers.

Approval Process

  • The requestor is notified by the Meeting Room Coordinator of approval or denial, within approximately 48 hours after the completed form is submitted to the Library.
  • The meeting requestor will receive an email notifying them that the meeting has been approved along with important information about the reservation. Meeting Room reservations are not considered confirmed without the confirmation email. If the reservation needs to be cancelled, please contact the appropriate Meeting Room Coordinator as soon as possible, so that the room may be made available for Library use or other approved meetings and events.

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 Meeting Room 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.
  • A Media Services Representative will be available to answer questions and support your media request prior to your event start time.

 

General Meeting Room Guidelines

  • Requestors should bring with them their confirmation email;
  • Meeting Rooms must be left clean with the furniture in its original setup;
  • All catering/food will be provided by Spartan Shops;
  • Nothing may be hung, taped, or attached to the walls, doors, and podiums;
  • Flip charts, markers or white boards are not provided by the Library;
  • The King Library assumes no responsibility for private property brought into the building;
  • Private Security is not allowed in the King Library.  Library and Campus security is provided within the library during library open hours.  
  • 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 payable 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 foyer space is Library space and is not considered a part of the meeting rooms. Exceptions for a registration 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 foyer 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. In the event that cancellation by the Library is necessary, every reasonable effort will be made to notify the applicant within 48 hours. The Library is not responsible for any damages if it has to cancel use of the room or cannot fulfill the reservation request;
  • Signs will be posted by the Library for the meeting at the entrance to the meeting room. Large meetings or events (e.g., author readings) can be publicized on the King Library website LCD Screens located at both Library entrances.  It is the responsibility of the requestor to submit to the Meeting Room Coordinator the information regarding the event one month prior to the date.  NOTE: Event posting forms can be found here
  • Two signs (8 1/2 inches by 11 inches) may be posted on free standing sign holders, which the Requestor provides, just prior to the event.  Sign holders may be placed in between the 1st floor escalators and in the corner of the 2nd floor meeting room foyer entrance doors.  Sign holder may not be placed in the 2nd floor exhibit gallery area;
  • 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 meeting rooms or meeting room foyer;
  • Maximum room capacities are set by the Fire Marshall and may not be exceeded. If the program draws more people than the room’s maximum capacity, the Requestor is responsible to turn people away. The Meeting Room Coordinator, UPD and the Fire Department have final authority regarding compliance issues;
  • The Library is not responsible for personal items or business equipment left in the meeting rooms;
  • Meeting Rooms may be locked when you arrive. If this should happen, please contact the Administration office at (408) 808-2355 weekdays during normal business hours or call Security after hours and on the weekends at (408) 808-2635.  Someone will respond as soon as possible;
  • Advance notice and arrangements must be given if meeting materials or equipment are being delivered to the Library for meetings.(Note:  the Library loading dock is only available Monday thru Friday 9:30-11:30, 1:30 – 3:00 pm;
  • The Library does not store meeting materials or equipment prior, during or after meeting dates;
  • Live music is allowed in the meeting rooms, as long as the volume is not disruptive to other library customers or events.  The Library reserves the right to decide if the noise level is too loud and must be reduced;
  • Reference the King Library Customer Conduct policy regarding other Customer Conduct guidelines.

Applicable Personnel/Departments

All

Approval(s)

Reviewed and approved by: Signature/Name Date of Approval
SJSU Library Dean  KMT  2/16/06 

Distribution

Both

History & Dates

Category of Policy: Facilities
Author(s):):SJSU Meeting Room Coordinator, Candice McGee; SJPL Meeting Room Coordinator, Marti Zarate
Authorized by:KMT
Date Written:1/10/06
Date Effective:2/16/06
Date(s) of Revision(s): 11/15/2010, 2/14/2013

References

Alcohol Policy
Event Posting Form