Special Events Room, McKeldin 6137
Room Description
Description:
Located on the 6th floor of McKeldin Library, Room 6137, this is a large, bright room useful for a variety of purposes, especially lectures, group discussions and receptions.
Size and Capacity:
This room is 1,890 square feet in size. It can easily accommodate 200 people standing or 100 people sitting.
Reservation Policy
The Special Events room is available for use during hours when McKeldin Library is open. Events that will begin before the library opens or end after the library closes are not permitted, no exceptions. Only library faculty/staff may reserve the room on weekends. The room will not be available for reservation during Finals Week in order to allow additional space for student study, no exceptions.
Priority is given to library groups. All other campus groups requesting to use this room must be affiliated with a UMD academic or administrative unit.
Student groups must also fill out an internal service request (ISR), and send a copy of the ISR to Aliya Sommerly (cdav1601@umd.edu) within 10 business days of requesting a reservation.
The room is designed for special events such as talks, workshops, and receptions. It is not available for recurring classes. Recurring meetings are permitted but requests must be submitted separately after each event. Bulk requests (more than three requests at once) for student organizations or university departments are not permitted.
No events will be scheduled starting before 9am or after 5pm. Room access may not be requested before 8:30am. No event support (including IT
assistance) will be available for events running past 5pm. Groups reserving the room past 5pm will be required to shut down all AV equipment and lock the room. If equipment is not shut down or room is not secured, groups will be liable and charged for any damages/missing equipment.
There are charges for room setup and equipment use in the Special Events Room. Please see Equipment and Fees.
Food is permitted in the room. To promote sustainability, we strongly encourage the use of compostable
plates, cups, utensils, etc. (see approved list). Event liaisons (i.e. organizers) are expected to clean up after their event, ensure that all refuse (including food) is deposited in the appropriate bins (compost, recycling, trash), and return the room to its original state. Food deliveries should be brought in via the McKeldin Library loading dock and the freight elevators. The loading dock is open 8:00 a.m. to 4:30 p.m. NOTE: If a Friday event includes food, the refuse must be removed from the room and taken down to the loading dock dumpsters.
Click here to access the request form. You must know what you need before completing the form. If you have questions, please contact us prior to completion.
All communications about the room MUST be through email. Phone calls regarding the room will not be returned.
The following are typical options for room configurations within the Special Events Room. When you submit a request for the room, you will be asked to choose one of these options. Custom arrangements cannot be accommodated but groups may move furniture themselves to their liking as long as the room is reset as it was found after the event concludes.
In the left-side Configuration column, click on the thumbnail sketch to view a full-size image of the room setup options.
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CONFIGURATION TYPE |
DESCRIPTION AND RENTAL FEES |
| Room Setup Fee Applies: See Equipment and Fees section for more information. | |
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Theater Style - Basic |
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The basic set up for the room is theater style seating for about 80 people, a lectern, two tables at the front, and two large tables (36" W x 90" L) at the side of the room for display or refreshments. |
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Tables for Group Discussion |
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Eight people can sit comfortably around two tables pushed together. The room can easily accommodate up to eight groupings of two tables each (providing group discussion space for 64 people), but more is a squeeze. This configuration includes the lectern and large tables at the front and side of the room. |
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Large Rectangle |
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Specify the number of people in your audience and we will create a suitably sized open rectangle or square of tables. A maximum of 30 people is recommended, after which the rectangle becomes too large to be useful. This configuration includes the lectern and large tables at the front and side of the room. |
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Reception Style |
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This is a very flexible configuration. You can have group tables for guests to sit at or not. Tables for food can be placed in the center of the room or along the side walls, and bar tables can be set up across a corner. We will leave some chairs around the edge of the room. You decide what you need! |
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Reservations requested less than 5 (five) full business days prior to an event will incur a 50% premium on all room setup charges (see Equipment and Fees section for price breakdown).
Cancellation of a room reservation must be made at least 5 (five) business days prior to the date of event. Groups will be held liable for the 50% of the room setup charge if cancellation is received after the deadline.
Cancellation notifications must be confirmed in writing.
| Student Group | 50% premium | University Dept. | 50% premium | |
|---|---|---|---|---|
| Room setup |
$100 |
$150 |
$150 |
$225 |
|
Administrative fee (billed in minimum one hour increments) |
$20 |
$30 |
$30 |
$45 |
|
Projector/Screen/Computer in room with IT setup and walkthrough |
$25 |
$37.50 |
$45 |
$67.50 |
|
Lectern or Wireless Microphone (each)* |
$15 |
$22.50 |
$25 |
$37.50 |
|
Lapel Microphone (maximum of one)* |
$15 |
$22.50 |
$25 |
$37.50 |
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Additional Audio Connection |
$5 |
$7.50 |
$10 |
$15 |
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DVD Player |
$15 |
$22.50 |
$30 |
$45 |
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Webcam |
$5 |
$7.50 |
$10 |
$15 |
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Macbook VGA Adaptor |
$5 |
$7.50 |
$7 |
$10.50 |
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Laser Pointer/Slide Advancer |
$5 |
$7.50 |
$7 |
$10.50 |
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Flipchart/easel (each, up to 3) |
$5 |
$10.50 |
$10 |
$15 |
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IT Support on site (billed in minimum 15 minute increments) |
$50/hour |
$75/hour |
$75/hour |
$112.50 |
*Total number of microphones may not exceed five (maximum of four wireless and one lapel).
Reservations requested 5 (five) full business days or less prior to an event will incur a 50% premium on all room setup charges (see second column above for price breakdown).
AV support requested 5 (five) full business days or less prior to an event will incur a 50% premium on all related charges (see second column above for price breakdown).
IT Support will not be available after 5pm. Groups reserving the room past 5pm will be responsible for shutting down AV equipment and will be liable for any damages if it is not shut down properly.
Cancellation Deadlines:
50% charge on all fees if reservation is cancelled 5 (five) full business days or less before an event.
Cancellation notifications must be confirmed in writing.
Is there a fee to use the Special Events Room?
There are fees for setup and equipment use within the Special Events Room. An administrative fee will also be charged for each hour that the room is reserved. See "Equipment and Fees" and "Room Setup" pages for additional details.
How many people can the room hold?
The McKeldin Special Events Room can easily accommodate over 200 people standing or 100 people sitting. Maximum seating is currently 130, limited by the number of chairs owned by the Libraries. Seating over 100 will only be allowed under special circumstances.
Can we have food at our event?
The Special Events Room permits food and drinks subject to the following conditions:
- Prepared food may be brought in or catered for an event. However, food must be brought in through McKeldin Library's 1st floor loading dock located off of South Library Lane.
- Cleaning up after the event is required (i.e. cleaning up food and removing trash by taking bags to the 1st floor loading dock dumpster).
- The use of cooking utensils and the cooking of any foods are not permitted.
Can the McKeldin Special Events Room be set up to my specifications?
Yes, we have a list of standard options available. Please see the Room Setup Options Section. If none of these fit your specifications, you are free to move the furniture to better suit your needs. Please return the furniture to how it was found.
What technology is available in the room?
A list of technology options can be found under the Equipment and Fees section. These include: a projector with a PC-based computer, a slide clicker, microphones, and a CD/DVD player. These items are all provided for a fee.
Can I bring my own laptop?
We prefer you to use our computer, which is configured for the room. If you must bring your own laptop, we cannot troubleshoot this connection. The computer located in the room is required to use the room's built-in cameras.
What time can I reserve the room?
No events will be scheduled that start before 9am or after 5pm. Events that run past 5pm are allowed, but no event support (including IT assistance) will be available after 5pm. Groups reserving the room past 5pm will be required to shut down all AV equipment and lock the room. If equipment is not shut down or room is not secured, groups will be liable and charged for any damages/missing equipment.
What if I need to change something regarding my reservation?
For changes to your request, please contact the Dean's Office.
AV support requested less than 5 (five) full business days prior to an event will incur a 50% premium on all related charges.
Cancellation Deadlines:
Cancellation of a room reservation must be made at least 5 (five) business days prior to the date of event. Groups will be held liable for the 50% of the room setup charge if cancellation is received after the deadline.
There is a 50% charge if technical service is cancelled 5 (five) business days or less before an event. Cancellation notifications must be confirmed in writing.
Why do I need to provide a KFS number?
We need a KFS number to confirm your reservation. We will charge it for your rental fees. You are responsible for ensuring that the room is clean and tidy once your event concludes. Straighten chairs. Recycle used flip chart sheets. Recycle handouts. Remove food trash by taking bags to the 1st floor loading dock dumpster. A payment of $75 will be assessed if the room is not cleared and restored to original condition after the event. An additional charge (minimum $75) will be applied if special cleaning of room is required after the event.
How are IT Service Fees calculated?
IT Service fees are calculated based on 15 minute increments for IT staff assistance within the Special Events Room. Please note in your request form if you would like to book IT service.
You will be assessed a fee for lost or damaged technology equipment and/or if technology items are not returned in their original condition.
For questions related to the Special Events Room, contact:
Aliya Sommerly
cdav1601@umd.edu
All communications about the room MUST be through email. Phone calls regarding the room will not be returned.