Tabling, Event and Collection Box Guidelines for Bird Library

The Libraries welcome tabling activities in the Learning Commons by Syracuse University administrative or academic departments or Registered Student Organizations (RSOs). Information tables can offer general education or information to the campus community about an organization or department’s resources, services, or programs as well as academic projects. The Libraries can accommodate up to two tables per group. (For situations requiring more than two tables, see Information Fairs, Displays and Other Events.)

Tabling Guidelines

• Hours: Tabling is allowed only during staffed hours. Reservations are limited to five hours per day. Most tabling occurs Monday through Friday, 9-5pm. Please note that limited support is available for individuals tabling outside of these hours.
• Sponsorship: All requests to reserve tables must be sponsored by a Syracuse University administrative or academic department or a Registered Student Organization (RSO). Note: Student tabling requests must include the name and email address of a University faculty/staff member who will be responsible for the tabling activity.
• Set-Up and Breakdown:
  • The Libraries will provide 6-foot tables and 2 chairs per table. Outside tables and chairs or other equipment are not permitted unless approved in advance.
  • Tables will be available 15 minutes prior to the reserved tabling time, unless otherwise requested. Please vacate your table by 15 minutes after your reserved tabling time.
  • The Libraries are unable to store tabling materials.
  • Club/organization-branded tablecloths/coverings are allowed.
  • The sponsoring group should provide signage clearly indicating the name of the group and/or purpose of the table.
  • All walkways, hallways, and service desk areas must be kept clear.
  • The sponsoring group is responsible for the removal of all trash, decorations, signage, and all other items on and around the table(s) at the end of the allotted time.
• Violation of tabling guidelines or any other Libraries policies may result in denial of tabling privileges.

The Libraries will not permit the following at information tables:

• Activities that promote, advocate for, or attempt to persuade others to adopt a specific religious or political belief.
• Music or amplified sound.
• Selling of items and/or exchange of money.
• Food other than prepackaged items.
• Corporate promotions or sign-ups.
• Promotion of student government candidates.

The Learning Commons can accommodate information fairs, poster displays, art exhibits, and other events by request.

Information Fair and Event Guidelines

• Hours: Most events occur Monday through Friday, 9-5pm; other hours may be accommodated by request. Please note that limited support is available for events occurring outside of these hours.
• Set-Up and Breakdown:
  • The Libraries will provide 6-foot tables and 2 chairs per table. Outside tables and chairs or other structures are not permitted unless otherwise approved.
  • Tables will be available one hour prior to the event, unless otherwise requested. Please vacate all tables 30 minutes after your event.
  • All walkways, hallways, and service desk areas must be kept clear.
  • The group is responsible for the removal of all trash, decorations, signage, and all other items at the end of the allotted time. You will be asked to provide a chart string in case extra custodial services are needed.
  • Any posters to be displayed on provided easels should be mounted in advance.
  • The Libraries are unable to store event materials.
  • The Libraries are not responsible for loss or damages to posters or other materials supplied by event organizers and participants.
  • At least one representative from the department organizing the event must be present throughout the duration of the event, with the exception of multi-day events such as displays and exhibits.

• For University-wide events that involve multiple campus partners, please contact libcom@syr.edu to discuss promotion.
• Violation of event guidelines or any other Libraries policies may result in denial of tabling privileges.

The Libraries will not permit the following at information fairs and other events in the Learning Commons:

• Activities that promote, advocate for, or attempt to persuade others to adopt a specific religious or political belief.
• Music or amplified sound.
• Selling of items and/or exchange of money.
• Corporate promotions or sign-ups.
• Promotion of student government candidates.

Administrative or academic departments, Registered Student Organizations (RSO) and other members of the campus community may request to set up collection boxes or bins for items such as clothing, canned food, etc.

Contact libref@syr.edu with your request, including:

• Name of hosting campus department, Recognized Student Organization, or individual.
• Description and purpose of drive, including organization to receive donated items.
• Items to be collected.
• Preferred dates of drive.

Approval for requests is determined based on details of the drive and space needs.

• Set-up and Breakdown:
  • All walkways, hallways and service desk areas must be kept clear.
  • The hosting group or individual is responsible for the removal of all collection boxes at the end of the allotted time. You may be asked to provide a chart string in case extra custodial services are needed.
  • The Libraries are unable to store any boxes or items.
  • The Libraries are not responsible for loss or damage to boxes or items.

Collection/donation boxes must be:

• Clearly labeled with information about the drive, including:
  • Items being collected.
  • Timeline of collection.
  • Donation recipient.