Hosting Library Events

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 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.

Event Requirements

1. Pre-approval from Library staff on all plans (See Request Event in the Library for details)
2. Event hosts are responsible for organizing everything related to your event: requests, advertising, setup, hosting, and cleanup. The Librarians are experienced event planners and will happily advise on any element upon requests.
3. We expect events to be open to all Olin students, if not also staff and faculty. We approve events for specific populations on a case-by-case basis (for example, class-year game nights typically receive approval because they do not inhibit use of other Library areas and resources).

Failure to coordinate with the Library may result in

1. Event cancellation.
2. Organizers (individuals or groups) being barred from hosting future Library events
3. And/or an Honor Board report.

Request Event in the Library

Info Needed for Library Events

It is fine to provide this information as your plans develop and change. We strongly recommend confirming at least the time and date availability with us as soon as possible.

We will need to review and approve*:

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

*Approval is based on whether our space and layout are appropriate for your plans. We typically do not make judgements on the value of event topics or purposes, but all events must comply with Library and College policies, as well as all laws and regulations.

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!