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Presentation Space Usage Guidelines

Library Data Services offers a flexible event space for programs and presentations.

The space may be reserved by UNC Affiliates for purposes aligned with the work of Library Data Services. Bookings from organizations and groups lacking University sponsorship or affiliation are not accepted.

The Library reserves the right to judge the appropriateness of the event for the space, and to arbitrate between events seeking the same date and time. Preference will be given to events that demonstrate a direct relationship to scholarly research. Social events are acceptable if they promote connections between researchers.

  • Availability: The presentation space is available for events during regular business hours, 9 am to 5 pm weekdays. All reservations must end by 4:30 pm.
  • Exclusions: Events may NOT be held during exams or reading days. The presentation space may not be reserved for semester-long courses or more than three times by the same group in a year.
  • Maximum Occupancy: 50 people
  • Guest Responsibility: The Library does not have an event staff to assist with events. Guests are responsible for setup, and for cleaning up after an event.
  • A/V Equipment: If needed, presenters will be introduced to special equipment by a staff member and provided with basic instructions. Consequently, presenters who wish such assistance are asked to schedule a brief meeting with a staff member prior to the date of their presentation. See list of equipment below.
  • Furniture Arrangement: It is possible to rearrange the tables and chairs in the presentation space. The furniture has wheels, folds up and can be nested out of the way. The curved baffles around the perimeter, however, are not moveable. If guests rearrange the tables and chairs, they are responsible for maintaining the fire exit lanes required (as per the diagram below) and for returning the furniture to its original arrangement before departing.
  • Cleaning Up: Guests are responsible for removing all trash generated by their event immediately after use to designated collection areas. Failure to do so may impact future reservation requests by your group.

The Library provides use of the space free of charge. We depend on your efforts to keep the room clean and put furniture back in its standard arrangement in order to maintain this no-cost approach.

Audio Visual Equipment

  • Lenovo Computer (PC)
  • Projector
  • Screen
  • Podium
  • Microphone
  • DVD Player
  • Extension cords (request in advance, specifying cord length if possible)

FAQs

How do I reserve the presentation space?

Request a reservation using the Space Use Request Form after reading the usage guidelines above and these FAQs.
Submitting a request does not guarantee your reservation; you will receive an email confirmation from Library staff. Decisions about reservations are at the sole discretion of the Library.

How many people does the room hold? 50

We are having a presentation. Should I bring my laptop?

It is possible to project from a laptop, via VGA or HDMI- be sure to bring an adapter if needed. There is also a PC in the room with a standard Windows setup, Internet access, and USB drive.

What type of audio-visual equipment is available?
Audio Visual Equipment:

  • Lenovo Computer (PC)
  • Projector
  • Screen
  • Podium
  • Microphone
  • DVD Player
  • Extension cords (request in advance, specifying cord length if possible)

Is there someone that can help me with the audio-visual equipment?

Yes. Ask for an appointment when you submit your request.

Where should we put trash?

Trash cans will be provided.

Can the room be re-arranged to accommodate my program needs?

Yes, tables and chairs may be moved, provided that the fire lanes are kept clear and furniture is returned to its original location when the event is over. Your group is responsible for setting up the room and putting it back when the event is over as we have no event staff. Please note: the curved baffles around the space are not moveable.

Are there tables available?

24 four-foot tables are part of the default classroom-style setup (with chairs) and there are a few counters at bar-table height (with tall chairs) built into the curved baffles around the edges of the presentation space.

How far in advance can I make a reservation?

Reservations may be made up to three months in advance.

Can groups not affiliated with the University reserve the presentation space?

No.

Do you provide tablecloths?

No.

Is parking available?

Visit https://move.unc.edu/parking/ for parking information.

Can we put up decorations or posters?

No. Nothing should be attached to the walls or ceiling.

Does the room have wireless access?

Yes.

I left something in the presentation space after an event and it’s gone. What do I do?

The Library assumes no liability for lost or stolen items. You may check the lost and found at the Davis Library Circulation Desk on the first floor to see if someone turned in the item.

Submit a Space Use Request