Meeting Room Policy

Library meeting rooms available for scheduling

 
The Health Sciences Library encourages the use of its meeting rooms and facilities for events and purposes congruent with the mission of the library and/or the academic mission of the University.  The Library makes no guarantee of availability, and reserves the right to refuse requests.  This policy applies to all meeting rooms, spaces and facilities in the library.

Library Meeting Rooms Available for Scheduling

Seating capacity numbers indicate furniture currently available in the room.

  • Reading Room (3rd Floor, 60 person seating capacity, 100 standing )
  • Gallery (3rd Floor, no seating provided, 40 standing)
  • Tower Meeting Room (3rd Floor, 16 person seating capacity, 16 additional stacking chairs available)
  • Videoconference Room (3rd Floor, 10 person seating capacity)
  • Small Conference Room (2nd Floor, 12 person seating capacity)
  • Teaching Lab 1 (1st Floor, 15 person seating capacity)
  • Teaching Lab 2 (1st Floor, 28 person seating capacity)
  • Teaching Lab 3 (1st Floor, 12 person seating capacity)

See equipment available in each room.

Requests for use of the Library’s Teaching Labs should be directed to Lisa Traditi [303-724-2141] or Lynne Fox [303-724-2121]. 

Please see the EMS Room Scheduler for information about other available rooms and facilities on campus.

Guidelines for Use

The individual requesting room use is responsible for adherence to the following policies.

1. Purpose: Library rooms should be reserved for events that support the mission of the library and/or the academic mission of the university. Reservations that fall outside of these missions might be cancelled if a mission-related event requests the room.

2. Availability: Use is limited to:

  • Monday through Thursday, 7:30 am to 9:00 pm;
  • Friday, 7:30 am to 5:00 pm;
  • Saturday and Sunday, 10:30 am to 5:00 pm

3. Eligibility: UC Denver faculty, employees and students are eligible to reserve rooms for events and purposes congruent with the mission of the library and/or the academic mission of the University. Use of Library facilities and space by external, non-affiliated entities requires a UC Denver sponsor which is a UC Denver member who will take responsibility for the non-affiliated group. Approval of written request is required and a rental agreement may also be required.

4. Noise: Library rooms are not soundproof. Groups reserving rooms should be cognizant of the other users in the building.

5. Deadline: A minimum of 24 hours advance notice is required in order to reserve and use any library space. When not being used for a scheduled function, most of the library meeting rooms are open for general use by the library’s customers.

6. Furniture Placement: Furniture may be moved within the Meeting Rooms in order to accommodate special programs, but must be returned to the original arrangement at the conclusion of the activity.

  • Drawings of the furniture layout are available in each room and should be consulted before room changes are made.
  • For events held in the Tower Meeting Room, additional stackable chairs are available in the storage closet immediately outside the room. Access to this storage closet is available from Administration, and chairs must be returned to the closet at the end of the event.
  • Failure to return furniture to its original placement will result in the assessment of a $50 fee to the individual reserving the room.

7. Room Set-Up/Take-Down: University Facilities personnel can provide room set-up and take-down services for a fee. The individual reserving the room is responsible for making those arrangements.  

8. Catering/Food Services: Food and beverages may be served in the meeting rooms. The University alcohol consumption policy applies to all Library rooms and spaces.

  • A galley/staging area is available for use by catering staff for events held in the Reading and Gallery Rooms. The galley includes a sink, refrigerator and microwave.
  • The galley is kept locked at all times; access to the room must be obtained from Library Administration. Evening and weekend access can be obtained from staff at the 1st floor Service Desk.
  • Caterers and equipment rental company personnel should be instructed to go to 3rd floor Administration offices when arriving at the library to gain access to the galley or any of the meeting room spaces. Directions to the building and event spaces maybe found at the end of this policy (see directions).
  • Deliveries may be made at the library’s loading dock only and should not be left in any of the library’s corridors or entrances. Library personnel are not responsible for confirming deliveries.
  • Catering personnel must clean the galley after use. Failure to do so will result in the assessment of a service and cleaning fee of $100 assessed to the individual reserving the room.
  • Open flames and "sterno" product are not permitted.

9. Clean-Up: Event hosts and/or catering staff are responsible for room clean-up.

  • All trash must be removed. Large trash receptacles are available in the galley. Friday evening or weekend events require the removal of all food wastes to the dumpster located on the east side of the building along the service road.
  • Cleaning supplies are available in the galley. Spills on the carpet are to be reported to Administration staff. Any expenses for extraordinary cleaning or repair of damages are the responsibility of the reserving individual.

10. Audiovisual/Presentation Technology Support:

  • Please identify requests for audio-visual equipment on the TSS Room Scheduler website.
  •  The Library has a limited number of audiovisual equipment items (see list) available on a first come, first serve basis.
  • The GUEST wireless network is available throughout the library. If a network cable is needed please identify that request on the TSS Room Scheduler website.

11. Cancellation: if your event is

  • Cancelled please contact Library Administration, [303] 724-2143 at least 24 hours before your reservation.  If timely cancellation notice is not given, a cancellation fee may be charged

We want your event to run smoothly. Please don’t hesitate to ask about use of the rooms, or specific room details not covered by this policy document.

Directions to the Library, Deliveries, and Parking

  • Address: 
    • 12950 E. Montview Blvd 
      Anschutz Medical Campus
      University of Colorado Denver
      Aurora, CO 80045
  • Directions: The campus is on the north side of Colfax Avenue, between Peoria Street and Fitzsimons Parkway
  • Deliveries: Service road off Montview, immediately east of the Library.  Loading dock available; ring for service. Do not attempt to park for extended periods; cars/trucks will be ticketed and/or towed at driver’s expense.
  • Parking: Visitor parking is available in the Ignacio, Georgetown and Julesburg lots.

Audiovisual Equipment Available from the Library

Reading Room

  • Projection screen
  • Data projector
  • Speakers, microphone
  • GUEST wireless network

Gallery

  • GUEST wireless network

Tower Room

  • GUEST wireless network
  • Large (60") flat panel display

Videoconference Room

  • Small (52") flat panel display
  • GUEST wireless network

2nd Floor Conference Room 

  • GUEST wireless network

Teaching Lab 1

  • Projection screen
  • Data projector
  • Speakers, microphone
  • Laptops (15)

Teaching Lab 2

  • Projection screen
  • Data projector
  • Speakers, microphone
  • Laptops (28)

Teaching Lab 3

  • Projection screen
  • Data projector
  • Speakers, microphone
  • Laptops (12)

Available by request

  • Data projector
  • Laptop
  • VCR
  • DVD player
  • Podium with Microphone
  • Network cable to connect to wired network
  • Phone (only available in Reading Room, Tower Room, 2nd floor Conference Room and Teaching Lab 1)

Request Rooms/Spaces

  • After you read and agree to the policy above, please use the EMS Room Scheduler to request library rooms/spaces.
Health Sciences Library | University of Colorado Denver
Mail Stop A003, 12950 E. Montview Blvd., Aurora, CO 80045, USA Tel: 303-724-2152
09:32