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
No. The Library provides oblong tables (5 ft x 2.5 ft.) and armless wood/metal chairs . Round tables, cocktail tables with stools, padded chairs, table cloths, etc. may be ordered through Spartan Catering at a cost to the group sponsoring the event/meeting.
There are 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 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.
No. The Meeting Rooms do not have platforms, staging equipment, curtains, specialized lighting or spotlights.
Each Meeting Room is equipped with electronic media that may be requested on the room reservation form. The Library does provide laptops for meetings or presentations (we provide laptops for use at the lectern ONLY - available upon request. 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 (especially during school semesters when support is also required in classrooms). If you wish to use a library loaner laptop (at the lectern), please bring your presentation on a portable storage device, make it accessible in the cloud or via e-mail. Plan to arrive early so that you may test your presentation before the event.
Loaner laptops are restored to their original configuration and state after each event to eliminate viruses that might be transferred to laptop, and so that no personal or private information is retained. We use a product called "DeepFreeze" to accomplish this.
The Library can provide a free WIFI Guest account for large groups whose attendees may not have a campus SJSUOne account or a King Library account. Requests for a guest account should be made at least 2 weeks in advance of the event. The guest account ID and password will be made available to the event coordinator either before or during the event, at which time the account credentials may be freely distributed to the meeting attendees. Each Guest account may be used by an unlimited number of attendees. The guest account will expire at the end of the last day of the event.
1. The Library does not provide desktop computers.
2. The Library does not provide flip charts, markers or white boards or easels.
3. 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 (you might also check in the Media Services office, room 215 on the 2nd floor, at the end of the hall near the classrooms).
4. The Library does not provide storage space for equipment, art or meeting supplies.
5. The Library does not provide cleaning or staff to rearrange furniture
6. The Library does not provide media staff to be in the room throughout your meeting
Clients should provide their own laptops for use with the projection systems in the meeting rooms. To access the wired public network in the rooms, a client’s laptop must be able to use DHCP to obtain an IP address dynamically. To change the laptop’s network settings, the client 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.
Computers with Non-VGA Video Output Ports:
Many computers have new or unique video output ports, such as mini-DVI, Firewire, Thunderbolt, Display Port or HDMI. The video connection cable supplied with the meeting room projection systems has a standard VGA connector. Clients with computers which have the above (non-VGA) display outputs are advised to bring any video connection adapters they may need to connect to our VGA projector system.
SJSU Guest Wi-Fi Set Up
Faculty, staff and registered students can connect to SJSU_Premier using their SJSUOne accounts. If you do not have a SJSUOne account or otherwise cannot connect to SJSU Premier, you can self-register for a one-week SJSU Guest Wi-Fi account. http://its.sjsu.edu/resources/wifi-guides/wireless-guest/index.html
BE SURE TO WRITE DOWN THE USERNAME AND PASSWORD BEFORE CLICKING "OK". (The screen with this info will disappear when it returns you to the login portal after clicking OK.)
Yes. The wired Internet connection at the lectern (and other ports around the room, when activated by special request) is adequate for video conferencing that uses Skype, WebEx, GoToMeeting, etc. The Lectern Internet cable is always Internet enabled.
HOWEVER, the library does not provide a webcam, video camera or microphones for such events. These devices will have to be provided by your conference organizer.
San Jose State University sponsored events are the only exception to this rule. The Library Media Services will provide the necessary equipment to accommodate SJSU needs if we have the equipment you need. Please contact the Library Meeting Room Coordinator to verify that we have the necessary equipment for your event.
ALSO, the meeting room (wired) Internet connections may not be adequate for video/audio streaming - especially if there are a large number of connections. You may want to schedule the room for a day, well in advance of your event, to perform some bandwidth testing.
Yes. Rooms 225, 255 and 525 have Polycom, wireless, conference phones. These phones may be placed anywhere in the room and do not require power or a phone cord. They will accept phone calls from outside the University and may call out within certain limitations (800 numbers are OK).
The volume of the speakers and the microphone pickup on these phones is usually adequate for most people (within 10 or 12 feet of the phone). However, if necessary they may be amplified, by using a microphone, into the room audio.
The library does not (yet) provide Cisco Telepresence equipment in our meeting rooms - so Telepresence meetings cannot be hosted in Library meeting rooms at this time.
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. Persons wishing to make recordings must provide their own microphones and recording devices.
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 TWO wireless microphone receivers. Each receiver works with only one microphone at a time. (Other meeting rooms may have only 1 wireless microphone and 1 receiver).
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.
Flyers, hand written signs , cards, arrows, etc. taped/posted on walls or windows outside or inside the meeting room area are prohibited (unless special permission is given by the Events Coordinator).
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) will 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 two weeks prior to the date. NOTE: Event Posting forms can be found on the SJLibrary.org website under “Meeting Rooms King.”
Convenient parking is available at the Fourth Street Garage across from the Library on E. San Fernando Street and 4th Street. Fees are subject to change. Check out http://www.sjdowntownparking.com/parking_map_new.html or call 1-408-535-3850
King Library does not validate.
Yes. Bike racks are located on South Fourth St. near E. San Fernando Street.
- Complete the Meeting Room Reservation Request Form. The form includes instructions on where to fax or deliver the form after completing it. Completed forms must be submitted to the Library at least one month prior to the meeting for approval by the Library Co-Managers.
- When the Meeting Room Coordinator receives the reservation form, he or she will enter a two-week hold for the requested date(s).
- Once your request has been approved, you will receive an email reservation confirmation. Approval usually takes 1- 2 weeks.
- If the reservation is to be cancelled, please contact the Meeting Room Coordinator as soon as possible, so that the room may be made available for Library use or other approved meetings and events.
There is no rental fee. Use of the Meeting Rooms in King Library is free.
For all cancellations, please contact the Meeting Room Coordinator (SJSU: 808-2011; SJPL 808-2163) ASAP, so that the room may be made available to others.
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.
Groups may reserve a Meeting Room up to six months in advance of the event.
Yes. Tours are by appointment only. Contact the Meeting Room Coordinator 1-408-808-2011 to make an appointment.
Private Security is not allowed in the King Library. Library and Campus security is provided within the library during library open hours. 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 924-2230. You will be required to submit a Special Event Request Form/Event Summary Form (SERF) and pay the cost for providing security.
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.
Nothing may be hung, taped, or attached to the walls, doors, exhibit panels and podiums.
Flip charts, markers or white boards are not provided by the Library.
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 estimated overtime rate of $75 per hour being paid to the University Police Department through the Library Security Manager at (408) 808-2481 in advance.
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 does not store meeting materials or equipment prior, during or after meeting dates.
Private Security is not allowed in the King Library. Library and Campus security is provided within the library during library open hours.