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Facilities and Policies

Library Meeting and Event Room Policy

Home  >  J.E. & L.E. Mabee Library  >  Facilities and Policies  >  Library Meeting and Event Room Policy

  • Rooms Available for Meetings and Special Events

    There are several meeting spaces in the Mabee Library that are available for use by UIW affiliates. These rooms must be reserved at least two days (in some cases longer) in advance of the event by contacting the appropriate person listed below. Non-UIW affiliated must make arrangements through the university’s Special Events Office 210-829-6045.  Please note that personal events are not hosted in these spaces.  Room Set-Up and Room Set-Back are the responsibility of the requestor.  Requestors will receive diagrams of the space for review so that spaces can be returned to their original configuration and be ready for the next space user.  Mabee Library does not provide staff to set-up or return spaces to their original configuration.

    Please notify the appropriate contact person if any changes in a reservation are needed after a reservation has been confirmed.

    Room
    Room   Number
    Seating Capacity
    Contact   Person
    Phone and Email
    Special Collections LIB   211 40 Angelica Velasquez

    210-829-3838

    anvelasq@uiwtx.edu

    Sterling International Conference Room LIB   221 16

    Angelica Velasquez

    210-829-3838

    anvelasq@uiwtx.edu

    Information Literacy Classroom LIB   230 30 Leslie Todd

    210-829-3841

    todd@uiwtx.edu

    Library Auditorium LIB   114 125

    Angelica Velasquez

    210-829-3838

    anvelasq@uiwtx.edu

    All rooms are equipped with up-to-date technology. If you need assistance with technology, please contact the Help Desk at 210-829-2721.

    Phone lines are available in LIB 221 and Special Collections. Contact 210-829-3200. The meeting rooms remain locked when not in use. Please stop by the Circulation Desk to gain access to your reserved meeting room. Campus police are not authorized to unlock doors when the library is open.

Library Meeting and Event Room Descriptions and Use Guidelines

  • Special Collections Room

    Located on the second floor of the library, the Special Collections Room (Room 211) is available for events that are aligned with the mission of this space. It holds UIW's limited, rare and first edition books and events hosted in this space should be aligned with the safeguarding and preservation of this collection. It has seating for 40 and provides technology projection and web conferencing. This room can be reserved by UIW administrators, faculty, and staff.  Please check Mabee Library hours for schedule. Reservations must be made by scheduling the room using Office 365 calendar or by emailing anvelasq@uiwtx.edu.

    Making a Room Reservation in O365.

    If an event involves Sodexo Food Service or a special set up performed by Special Events, time must be built in before and after the event for set-up, clean-up, and set-back.  Requestors of the space will be provided with diagrams of both Special Collections and the Staff Room so set-back can take place and enable the room to be ready for the next space user.  

    The meeting rooms remain locked when not in use; please stop by the Circulation Desk to gain access to your reserved meeting room.

  • Special Events - Furniture Moves

    The ability to move furniture is based on the number of other events that are scheduled during the same time period. All furniture must be moved back in place prior to the next event and is the responsibility of the requestor to see that this is completed.  Requestors will be provided with space diagrams to assist with this process.  Special Events requires they be notified three (3) weeks in advance. Special Events information. 

  • Sterling International Conference Room

    This small conference room seats 16 and provides technology for projection and web conferencing. It is available for special meetings. This room can be reserved by UIW administrators, faculty, and staff. Please check Mabee Library hours for schedule. Reservations must be made by scheduling the room using Office 365 calendar or by emailing anvelasq@uiwtx.edu

    Making a Room Reservation in O365. 

    The meeting rooms remain locked when not in use; please stop by the Circulation Desk to gain access to your reserved meeting room.

  • Library Auditorium
    Located on the first floor off the Mabee Library Atrium, the Auditorium (Room 114) is available for large group gatherings. It has seating for 125 and has computer, projection, and sound and lecture capture equipment. This room can be used when Mabee Library is closed, but this special usage must be pre-arranged. Requestors of this space will need to make arrangements with UIW Police to gain access when Mabee Library is closed and to ensure the space is secured upon conclusion of the event and that the space is cleaned if food and other additional resources are part of the event.  (More details can be found below).  Food and drink are not allowed in the auditorium but can be hosted in the Mabee Library Atrium. Reservations must be made by scheduling the room using Office 365 calendar. Making a Room Reservation in O365. 
  • Library Information Literacy Classroom
    This classroom is used primarily for information literacy instruction and other co-curricular learning activities which are central to the UIW Libraries Mission and Strategic Objectives.  It contains 30 computers and has projection capability. It can be reserved by staff but priority use is given to faculty in scheduling their information literacy instruction that best fits in their course schedule.  This is not a scheduled classroom lab. Please no food or drinks in this space. This room is not available for use when the library is closed. Please check Mabee Library hours for schedule. Reservations must be made by calling the Information Literacy Coordinator at 210-829-3841.
  • Access to Rooms When the Library is Closed

    With the exception of the library auditorium, library meeting rooms are unavailable when the library is closed.  Access to the library auditorium when the library is closed will be arranged through campus police.  Once the reservation is confirmed, the requestor will be given information in contacting UIW Police for access. The UIW Police department will:

    • Access the library room schedule online and verify that the meeting time and participants match the scheduled event.
    • Check the library to make sure that there’s no library staff person available to open the auditorium.
    • Unlock the outer library doors and the door to the auditorium only.  Secure the space when the event is concluded.

    On occasions when meetings are scheduled to end after the library has closed for the day. Library staff will notify campus police and proceed with library closing procedure – locking all doors except the outer lobby doors.

  • Procedures for Reserving and Checking Meeting Room Availability

    With the UIW Office 365 account, patrons can check availability of rooms by checking the room calendar. It lists a calendar for each reservable space. Download this handout for further instructions on the process.

    Making a Room Reservation in O365.