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Hosting Library Events

We love events! The Library makes every effort to accommodate event requests. The Librarians are experienced event planners and will happily advise on any element. However:

  • You are responsible for organizing everything related to your event: requests, advertising, setup, hosting, and cleanup.
  • Failure to coordinate with the Library with a planned event may result in you or your group being barred from hosting future events and/or a report under the Community Expectations Policy.

Event Definition

In this policy, “event” means a gathering that has one or more of the following elements:

  • Pre-announced/advertised
  • Expected to be attended by more than 10 people (largest table size)
  • Potentially disruptive to others using the Library, including: activities, rearranged furniture, lectures (implying others should remain quiet/avoid areas), amplified noise (beyond using our record player or speakers at reasonable levels), etc.
  • Includes any amount of non-Oliners, such as: elementary/HS field trips, companies, guest speakers, general public, etc.
  • Occur regularly, such as SLAC or ACRONYM (which do have Library approval)

Large, unscheduled groups using Library areas as intended (sitting at tables, using whiteboards, chatting, etc.) for any reason (study, gaming, creating, etc.) are fine and not considered events!

Event Requirements

Before: pre-approval from Library staff. See Request Event in the Library 

During:

  • Keep exits, exit paths and stairway clear (fire code)
  • Maintain access to bookshelves, Quiet Reading Room and Team Rooms

After: Clean as soon as your event ends.

  • Trash/recycle,
  • Reset any lightweight furniture UNLESS that furniture was moved by Facilties. In that case, you may leave it for the Facilities crew to reset.
  • Remove all food.
  • Vacuum any crumbs and spray down all surfaces.

Request Event in the Library

Note: the Library does not use any Olin scheduling software. You must contact us directly to book the Library space.

1. Make your request as soon as you have a potential date

Requests must include the following information. If any element is unknown, acknowledge it and the Librarians will work with you to figure it out.

  • Desired date
  • Time block AND setup time block (if applicable)
  • Library area (See Event Locations)
  • Basic event description/idea

2. No later than ONE week before the event, send:

  • Outside attendees (school visits, BOW, guest speakers)
  • Furniture needs (moving furniture, additional furniture, etc)
    • You must speak with us if you plan to move bookshelves so that we can ensure safety.
    • Decorations
  • IT needs (microphones, other A/V, etc.)
  • Food/Catering (“catered dinner,” “bags of chips,” etc. We don’t need a full menu!)

If you are struggling with decisions about your event, need guidance on IT/Facilities/Catering or other departments, or would just like some feedback, please reach out. We need to know these details and can help you figure them out. We have a lot of event experience!

Event Locations

Available:

  • Open Library areas: both the upper- and lower-areas are great event spaces.
  • Workroom: co-curriculars and other small workshops may occur in the Workroom. Non-participants must be able to use the Workroom during any event. Do not block common areas (sink, screenprinter, vinyl cutter)

Restricted Locations:

  • Quiet Reading Room: No events permitted, to preserve the integrity of the space and its purpose. Rare exceptions are considered for highly sensitive events with no alternative.
  • Team Rooms are not reservable. Ask if you have a need. Post-its saying “reserved for […]” will be taken down without contacting you.

And…

  • The Sound Studio while not an event space, is the only Library space that is bookable via Scheduling Assistant on Outlook.