Library Conference Hall Policies

General Requirements

Overview

  • Texas State faculty and staff may request to use the library's conference halls for events, meetings, workshops, or training sessions that align with the TXST University Libraries Mission. You will be asked to explain why the room is the best venue for your event.
  • Fees are charged through Interdepartmental Transfer (IDT) for room usage when certain levels of support are required. (See Levels of Support Packages below.)
  • Room requests must be made via the library's room reservation system by the event sponsor at least two weeks prior to the event date and are subject to approval by the University Libraries Event Specialist. Various factors including presidential events, UL-sponsored activities, and event purpose will be considered as part of the approval process.
  • The conference halls are not to be used for classroom instruction or student organizations.
  • Computers and technology equipment in the rooms may not be moved or unplugged. Rebooting the technology is complicated and will result in additional fees charged.
  • Events lasting longer than 8 hours (including setup, cleanup, and reset) will not be approved. Events should begin and end within the Alkek Library's hours of operation. If your event requires staff services before 8 a.m. or after 5 p.m. weekdays or anytime during a weekend, there will be charges applied. See Customized Package below.
  • Use of candles, glitter, bubbles, confetti and flammable materials is prohibited.
  • Extensive spills or stains to room carpeting, tables or walls that require additional custodial service will result in added fees.
  • Non-adherence to these written policies may result in cancellation of the event and may influence approval of future event requests. 

Sponsor Responsibilities

The event sponsor must: 

  • Be TXST faculty or staff
  • Follow all room policies and agree to assigned fees
  • Coordinate all activities with  the UL Events Specialist
  • Do your own event promotion. UL will not be responsible for creating or displaying event marketing materials [Note: the Alkek Library or UL logos is only allowed on materials when coordinated with the UL Marketing & Communications Coordinator.]
  • Pay applicable staff and resource fees through (IDT) by cost center and fund numbers provided to the Mazevo room reservation system - cost centers will only be charged when service packages or fees defined below are needed
  • Be responsible for costs due to damage or loss
  • Contracting and paying any other university service providers utilized for the event including materials management, parking services, Chartwells, UPD, etc.
  • Be on-site 30-45 minutes prior to the event start time to direct and supervise hired service personnel (e.g. caterer), finalize room setup, test technology, and greet early arrivals
  • Remain on site during and after the event
  • Sign for any deliveries or service charges (UL staff will not signs on behalf of the sponsor)
  • Coordinate room setup, including table decorations with the UL Event Specialist at least two weeks before the event
  • Get approval from UL Event Specialists for all deliveries and outside equipment rentals
  • Ensure that reset and cleanup of the conference hall is completed no more than 30 minutes following the event conclusion or within the event reservation time
  • Submit guest parking requests through Parking Services for off-campus guests. [Note: There are six accessible parking spaces in the Alkek Parking Garage, Directions & Parking, available on a first-come, first-serve basis. Even if you park in a Wittliff & Alkek Visitor parking space, Parking Services must be notified to avoid a citation.]
  • Coordinate audio or video equipment use and setup with Events Specialist using room computer for visual presentations [Note: please plan a test-run of the presentation before the event.]
  • Manage online events using Zoom (room does not support MS Teams technology) with registration and waiting room enabled
    Submit webinar requests through ITAC when hosting a Zoom webinar event
  • Notify the Events Specialist if security is required for the event [Note: Additional fees will be applied for these requests]
  • Adhere to University Catering Policy when food and beverages are part of the event 
  • Provide all serving equipment such as serving spoons, cups, plates, utensils, linens, and napkins
  • Provide a TABC-licensed bartender from Auxiliary Services' list of approved caterers and submit the Alcoholic Beverage Activity Form with all required approvals to the UL Event Specialist before the event [Note: The start and end times on the form indicate when the alcohol service will begin and end. No sale of alcoholic beverages is permitted.]

Levels of Support Packages

University Libraries offer three levels of support packages for consideration. Please note that the package prices are for services and resources, not a room usage fee. A la carte services are not available; therefore, select the package which includes all the services required. We create an invoice AFTER the event takes place.

Standard (No Cost)

The standard package is basic level support for anyone reserving the conference rooms. Room furniture remains in original layout – seminar style. Event Sponsor is responsible for cleaning tables, throwing trash in trash cans, resetting furniture, and turning off lights.  

 

  1. Key available for pick up from the Administration Office, room 204. 
     
  2. Tech Support will start up projectors and computers and provide basic computer training.  
     
  3. Event Staff provides parking information and directions but does not coordinate it for you. 

Please see fee schedule below for costs that result from damage or services not requested at the time of reservation.

Customized ($100)

You must purchase a Customized Package if your event satisfies one or both criteria: 1) Your event consists of 40 people or more 2) Your event requires support during Non-Business Hours (before 8 a.m. and after 5pm Monday through Friday). 

 

  1. Key available for pick up from the Administration Office, room 204.
     
  2. Tech Support will start up projectors and computers and provide computer training.  
     
  3. Parking will be coordinated for you if you need spaces within the Alkek garage.
     
  4. Room furniture rearrangement according to request. [Note: Due to lack of storage, removal of all furniture is not an option. When chairs only are needed, tables will be pushed up against walls of the room.]
     
  5. Library staff will clean tables, throw trash in trash cans, reset furniture, and turn off lights.  

High-Level ($200)

Requires UL Community Partnerships involvement  
 

 

 

  1. Key available for pick up from the Administration Office, room 204. 
  2. Tech Support will start up projectors and computers and provide computer training.  
  3. Parking will be coordinated for you. 
  4. Room furniture rearrangement according to request or requires closing room partitions.  
  5. Library staff will clean tables, throw trash in trash cans, reset furniture, and turn off lights. 
  6. The Event Specialist is assigned to assist for the duration of the event. 
  7. Coat check and refreshments available for VIPs. 
  8. Attendance Management (i.e., sign in, name tag assistance, etc.). 
  9. Tour of the University Libraries conducted by a UL staff member. 
  10. Remarks provided by AVPUL or other administrative staff.

Additional Fee Schedule

The following will result in added fees:

Event Cancellation & No Shows ($50) 

The Event Sponsor is responsible for canceling all UL services scheduled for the event at least 24 hours before the commencement of the event. If the event requires customized or high-level Support, the Event Sponsor must cancel 48 hours (about 2 days) in advance.  

 

Additional Custodial Support ($15 per hour) 

The Event Sponsor is responsible for spills, carpet stains, excessive trash, etc. requiring additional time and effort. The Event Sponsor will incur a minimum of one hour charge as there are no prorated charges.  

 

Additional Facilities Support ($25 per hour) 

The Event Sponsor is responsible for ensuring the furniture and equipment are in the standard seminar layout. The Event Sponsor must ensure the furniture and equipment match the provided picture and diagram located in the room. Should the room reset require additional facilities support, such as closing the room partition, there will be a charge billed on the final invoice. The Event Sponsor will incur a minimum of one hour charge as there are no prorated charges. 

 

Damages (Various) 

The Event Sponsor is responsible for broken tables, chairs, equipment, appliances, etc. The cost will be calculated based on repair or replacement.  

 

Lost Key ($75) 

The Event Sponsor should return the key in the drop box located on the wall next to each door entrance once the event is over. If the key is not accounted for by 9am the next day, a Lost Key fee will be incurred.  

 

Support Outside of Business Hours ($25 per hour) 

The Event Sponsor is responsible for requesting additional Support provided for events scheduled before 8am and after 5pm Monday through Friday. The Event Sponsor will incur a minimum of one hour charge as there are no prorated charges. 

Payment

After your event, you will receive an invoice from University Libraries. The cost center fund you provided at registration will only be charged for service package/charges agreed upon in advance or if there were additional fees incurred as identified above.