Meeting and Event Room General Policy

This policy governs the use of all Syracuse University Libraries rooms that are available for University faculty and staff to reserve for university-related events or meetings. Failure to follow these and University policies may result in loss of room use privileges for the user and the group.

Room Reservations

Individuals holding a valid current Syracuse University faculty or staff I.D. may reserve designated Libraries meeting rooms. Room reservations should be submitted at least 24 hours prior to the event.

Room reservations must be made via the appropriate form on the Libraries’ Reserve a Room web page. Telephone and email reservations are not accepted. The Libraries will assign a room based on availability and on the specifications included in each request. To provide equitable access to Libraries spaces, the Libraries reserves the right to limit frequency and duration of use. All meeting spaces require an SU staff or faculty member be present for the entirety of the meeting or event. Due to the high volume of requests, not all requests can be accommodated.

If cancellations or changes in the reservation(s) become necessary, the registrant must notify the Libraries by phone (315.443.2573) or email (librooms@syr.edu) at least 24 hours in advance of the scheduled event.

Room Access

The event’s coordinator must present their SU I.D. at the Check Out Desk on the first floor of Bird Library to obtain access to the scheduled room.

Room Set-up

The event’s coordinator is responsible for setting up the room, using only the furniture available within the designated room. The Libraries does not provide assistance with set-up or clean-up. Individuals or groups are responsible for supplying any special supplies, such as easels, easel paper, markers, white boards, etc. It is the responsibility of the event coordinator to set up and remove these supplies promptly.

At the end of the event the coordinator is responsible for returning the furniture to its default arrangement, which is indicated on a sign posted near the room entrance. Any furniture that was removed from a storage area in the room must be returned to its appropriate space. The host may request additional help with setup and/or cleanup through Facilities Services (315.443.1234). Groups may not affix any materials to the walls or doors of the room or Libraries public areas without explicit permission from the Libraries. All signs must be posted in stanchions or other approved sign holders. Contact our Strategic Marketing and Communications department at libcom@syr.edu if you wish to post signage or other materials in Libraries spaces.

Accessibility and Accommodation

The group or individual coordinating the event is responsible for arranging special accommodations for participants (e.g., CART, sign language assistants, etc.), arranging the room's furniture to allow for accessible seating and for complying with the provisions of the Americans with Disabilities Act. If clarification is needed on meeting accommodation requests, contact the Center for Disability Resources. Additional information on the guidelines for CART and ASL interpreting can be found on The Answers Page.

Catering

All events in which food will be served must be catered by Campus Catering or a vendor approved by Campus Catering. A catering staff member must be present if a sterno or other open flame food warming system will be in use. The event coordinator is responsible for ensuring that all food, beverages and other catering items are removed or properly disposed of at the end of the event. Under no circumstances may food be left in the room at the end of the event. Click here to see the full catering policy.

Technology (A/V Support)

The technology available in each room is described on the Libraries website. This technology is available on a self-serve basis; each room contains a printed guide for operating the equipment and instructions for actions to take in the event of an equipment problem. On the meeting request form, the event coordinator must designate an individual who is familiar with the presentation equipment and who will be available to assist if the presenter cannot operate the equipment by themselves. Library staff cannot provide Technology (A/V) support for events.

Safety and Security

In the event of a medical emergency, call 711 or 911. Medical personnel will respond, as well as the Department of Public Safety. The event’s coordinator is responsible for ensuring that attendance at the function does not exceed the legal capacity established for the meeting room, which is published on the Libraries website and indicated on a sign posted near the room entrance. The group or individual sponsoring the function must inform participants of the location of emergency exits and restrooms (see floor maps). In the case of an evacuation, all event participants must exit the building via the nearest emergency exit. All four corners of Bird Library have emergency exits.

The group or individual coordinating the event is responsible for ensuring that the room is not left unlocked and unattended at any time during the event and that the room is securely locked at the end of the event. Meetings/events must be conducted so as not to disturb Libraries operations. The Libraries reserves the right to terminate any event that causes an undue disturbance or endangers the health and safety of participants, Libraries patrons and/or Library staff.

Personal Property

The Libraries is not responsible for damage or loss of any personal property or other items left in the room. Items left in room will be taken to the Lost and Found in the Bird Library first floor Security Office, room 125.

Property Damage or Loss

The group or individual coordinating the event accepts financial liability for damage to Libraries facilities and/or loss of Libraries property.

Use of Libraries Name

The name of Syracuse University Libraries or Bird Library may be used only as a designation of the location of the function, unless the Libraries sponsors the event. Promotional materials relating to the function must specify the sponsoring group. The use of the Libraries’ meeting rooms does not constitute an endorsement of the content of the meeting or event.

Personal Property

The Libraries is not responsible for damage or loss of any personal property or other items left in the room. Items left in room will be taken to the Lost and Found in the Bird Library first floor Security Office, room 125.

Check Out

The event or meeting must conclude 30 minutes prior to the Check Out Desk closing. The key must be returned to the Check Out Desk 15 minutes prior to closing at which time the room should be set up in its standard configuration, no one left in the room, and the room locked.