Library Public Events Policy

Policy:

The purpose of the Library's events is:

• To highlight the strengths and diversity of the Library's collections and services
• To promote Library programs and exhibits
• To acknowledge gifts and to encourage giving
• To celebrate Library and University milestones and accomplishments
• Create an inviting and educational setting for Library users

Conditions:

All events are subject to the following conditions:

• All Library events must be sponsored by the Library.
• The Library Administration manages and approves events.
• All sales associated with any event must be approved by Library Administration.
• The person submitting the application is responsible for the event and will be the contact person between the Library Administration and the event team kind.
• The Library may photograph or digitally display events for public announcements and/or their website.
• The event coordinator is responsible for all aspects of the event planning and the event itself.
• The event coordinator is responsible for the setup and takedown of the event.

Event Approval Process:

• Individuals/groups must submit proposals using the Events Request Form.
• Proposals normally must be submitted a minimum of six weeks in advance of the desired event date.
• The event date must be checked on the calendar to assure that it does not conflict with other activities.
• Proposals are evaluated for their stated purpose based on policy goals, educational content, costs, and timeliness.
• Any costs associated with the event must be specified and approved by Library Administration.
• Publicity for the event must meet the guidelines established:
  1. Provide the Grants/University Relations Officer with complete and accurate information on your forthcoming library events, exhibits, tours, and programs a minimum of twenty working days before the event.
  2. In order for the event to appear in monthly publications such as “El Paso Scene” and “Desert Exposure,” the information is needed a minimum of thirty working days before the event.
  3. Please organize the program series as a whole, so the series can be publicized as a whole.

Once an event proposal has been accepted, the individual/group will meet with the Associate Dean of the Library to finalize plans for the event.

Event proposals will be kept on file in the Library Administration office for a minimum of two years.