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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 rooms in the library building that are available for use by UIW affiliates and non-affiliates. These rooms must be reserved at least two days in advance of the event by contacting the appropriate person as listed below. Non-affiliated people must make arrangements through the university’s Special Events Office 210-829-6045.

    Changes in meeting locations after a reservation has been confirmed, must be made through the appropriate contact person.

    Room Room   Number
    Seating
    Capacity
    Contact   Person Phone and Email
    Special Collections LIB   211 40 Diana Fonseca
    210-829-3959
    dianaf@uiwtx.edu
    Sterling International Conference Room LIB   221 16 Diana Fonseca
    210-829-3959
    dianaf@uiwtx.edu
    Information   Literacy/Technology Classroom LIB   230 30 Leslie Todd
    210-829-3841
    todd@uiwtx.edu
    Library   Auditorium LIB   114 125 Diana Fonseca
    210-829-3959
    dianaf@uiwtx.edu

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

    Phone lines are available in 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 special events. It holds the library’s limited, rare and first edition books and is used for University Board Meetings. It has seating for 40 and provides technology projection and web conferencing. This room can be reserved by UIW administrators, faculty, staff and student organization advisors. Student organizations wishing to use this room must have an advisor present during their meetings. Student organization use of this room is restricted to Monday – Thursday, 8 a.m. to 9 p.m.; Friday, 8 a.m. to 8 p.m. This room is not available for use when the library is closed. Please check the library hours schedule. Reservations must be made by scheduling the room using Office 365 calendar or by calling 210-829-3959.  Making a Room Reservation in O365.

    If an event involves Sodexo Food Service or a special set up performed by Special Events, time must build in before and after the event for set up and clean up.  

  • 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.  Special Events requires they be notified three (3) weeks in advance.  Special Events information.  If patrons attempt to move their own furniture, we require that the room be put back to its original format.

  • 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, staff and student organization advisors. Student organizations wishing to use this room must have an advisor present during their meetings. Student organization use of this room is restricted to Monday – Thursday, 8 a.m. to 9 p.m.; Friday, 8 a.m. to 8 p.m.. This room is not available for use when the library is closed. Please check the library hours schedule. Reservations must be made by scheduling the room using Office 365 calendar or by calling 210-829-3959. Making a Room Reservation in O365. 

  • Library Auditorium
    Located on the first floor off the foyer of the library, the auditorium (Room 114) is available for large group gatherings. It has seating for 125 and has computer, projection, sound and lecture capture equipment. This room can be used when the library is closed, but this special usage must be pre-arranged. Food and drink are not allowed in the auditorium. Events that include food for guests can be set up in the outer foyer of the library. Reservations must be made by scheduling the room using Office 365 calendar or by calling 210-829-3959. Making a Room Reservation in O365. 
  • Information Literacy/Technology Classroom
    This computer classroom is used primarily for information literacy training. It contains 30 computers and has projection capability. It can be reserved by faculty and staff, but it is not available as a scheduled classroom lab. No food or drinks are allowed. This room is not available for use when the library is closed. Please check the library hours schedule. Reservations must be made by calling 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 by the official Contact Person. The UIW campus 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.

    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 a university Office 365 account patrons can check availability of rooms by looking the room calendar. It lists a calendar for each room where reservations can be made. Download this handout for further instructions on the process. Making a Room Reservation in O365.