How do I reserve a meeting, instruction, or event space?

Library Room Use Policies

Before you Request

Before you submit your room request form, review our entire Library Room Use Policies page to make sure you understand the level of event support offered by the library.

Room requests must be submitted at least 2 weeks in advance. Requests received with less than 2 weeks of notice are approved on a case-by-case basis.

Take note of our library’s hours of operation. We do not grant approval for events occurring outside of the library’s normal building hours.

Meeting and instruction spaces can only be reserved by Faculty, Staff, and UA-affiliated groups/ departments.

General Policies

• UA Libraries does not provide event support, technical support, or set-up/ clean-up services for groups.
• Groups are responsible for their own event’s setup and cleanup, including removal of trash and all event signage.
• All reservations automatically include 15 minutes of buffer time before and after your reservation to help you with set-up and clean-up (provided your times do not extend outside of the library’s hours of operation).

(If you need longer than 15 minutes for set-up/ clean-up, please request additional reservation time.)

• All groups are held responsible for any damage to spaces and room equipment, including technology.
• Priority of library spaces is given to library instruction, and we reserve the right to move groups to alternative library rooms in the event of conflicts.
• Failure to adhere to our Library Room Use Policies will result in a group’s inability to book rooms at the library.

Event Guidelines

• Event Set-up & Clean-up: Groups are responsible for their own event’s setup and cleanup, including removal of trash and all event signage. 
  • Note: Balloons are prohibited in our instructional/ meeting rooms as they pose a fire alarm hazard.
• Food/ Drink: Events that include food/drink must remove all perishable trash from their reserved room by the end of their reservation time.
• Catering: For groups that plan to use campus catering, please factor their set-up and clean-up time into your room request.

(Catering does not have early or late access to the library. Please plan accordingly.)

• • Note: In accordance with UA policy, all department and organization events that include food/drink that totals more than $750.00 must contact Arizona Catering Company to make food service arrangements (to view policy, see the campus catering and food service policy).

After you Submit

• After submitting your request, we will be in contact within 48 business hours to discuss room availability. Please allow us this time to review your request. We answer requests in the order they are received.
• We always strive to place groups in specifically requested spaces but will not always be able to accommodate room requests due to room availability.
• Requests received with less than 2 weeks of notice are approved on a case-by-case basis.