Policy No: 043
Approval Date: September 2, 2009
NMSU Library provides meeting room space (room 225, Zuhl Library) for use by University personnel for official University meetings.
Meeting Room Capacity and Features
The Library meeting room is located on the 2nd floor of Zuhl Library. Capacity is ca. 35, depending on seating arrangements. The room features a conference table with 14 chairs. In addition, seating for 20 is available around the room's perimeter (chairs, couches). The room has a whiteboard, podium, and 50 inch monitor that may be used for television/computer displays. Teleconferencing is possible, though equipment is not provided (see Teleconferencing section).
Requests for scheduling the Library meeting room are submitted electronically. All requests are tentative until they are confirmed by email from the library's Calendar Administrator.
Meeting room reservations may only be made from 8:00 a.m. - 4:45 p.m. Monday-Friday when the Library's Administration office is officially open.
The meeting room is available for use by University personnel for official University meetings only. This room may not be scheduled for teaching classes, group study, or use by unsponsored outside groups.
Cancellations or schedule changes to a confirmed meeting room reservation should be made in advance to the Calendar Administrator.
If the library is officially closed because of weather, emergencies, etc, all room reservations are automatically cancelled.
Library departments receive priority in scheduling. Library Administration reserves the right to preempt any reservation in case of emergency and to cancel any reservation where misrepresentation is involved.
The contact person/organizational unit is responsible for any and all damages to the meeting room and its contents.
Chairs and tables are to be returned to their original positions.
The Library is not responsible for lost items or any liabilities arising from the use of the meeting room.
The Library does not make arrangements for additional equipment not already provided; support staff will not assist or operate equipment needed for scheduled meetings; support staff will assist with basic set-up.
If food/beverages are to be served, the contact person/designee must be present to accept any deliveries of such services. No alcoholic beverages are permitted to be served. Seating capacity for sit-down luncheons is 14.
The clean-up of any food products and associated items is the responsibility of the contact person/department.
Meeting room occupants are subject to the same safety procedures as other occupants of the library e.g. evacuation due to a fire drill.
The unit scheduling is responsible for teleconferencing equipment, arranging teleconference calls with ICT, and any resulting long distance charges or any other charges.
Use of NMSU Library Classrooms (Policy #009)