Room 421 Policies and Procedures

Regulations for using Room 421

Library room 421 may be scheduled for University administrative, faculty, and staff functions, and for recognized University student groups. This schedule is subject to change based on the Library hours, which vary with holidays, breaks, and Library closings.  Room 421 is not typically used as a classroom.

Reservations      

  • Completion of the request form does not ensure room availability or event approval.
  • The Library reserves the right to cancel or reschedule an event due to Library need.
  • Events may NOT be scheduled on days or at times the Library is closed.
  • All events after 5pm must notify the circulation desk on arrival and departure.
  • A minimum of 30 minutes is required between events/programs. Please enter and exit the room in a timely manner to accommodate other group’s schedules.
  • Events can be scheduled:
    • Monday – Friday
      • Hours depend upon the schedule of the building, please check the Library hours
      • Starting 30 minutes after the 4th floor opens
      • Ending 30 minutes before the 4th floor closes (as posted on the Rm 421 Calendar)
  • Saturday – Sunday 
    • Hours depend upon the schedule of the building
    • Starting 30 minutes after the 4th floor opens
    • Ending 30 minutes before the 4th floor closes (as posted on the Rm 421 Calendar)
    • Violations of the regulations with regard to capacity, showing of films, or food and drink will result in the group being unable to use library meeting rooms.
  • The Library will make an effort to meet all room seating arrangement requests, but due to staffing constraints this may be impossible for meetings being held after 5:00 pm.  It is the Contact person's responsibility to return the tables and chairs to the "Setup" position as they were found, so that any following group may utilize the conference room.  Failure to do so may result in cancellation or denial of any future requests. 
  • Room 421 will accommodate groups of 12 to 70 based on our posted seating arrangements.

Food and Drink

  • Scheduled groups are required to clean up spills and trash.
  • Groups who hire Food Services must return utensils to their carts and leave carts in an unobstructed location.
    (consider food set-up and clean-up time needed when scheduling a meeting with food) 
  • Groups must hire Food Services to clean up if the group cannot clean up afterwards

  • Effective April 1, 2014 events held in the Library will no longer be allowed to serve any alcoholic beverages. 

AV and Public Performances of Films

  • Use of the room for public performances of films, regardless of the nature or source of the film, requires proof of compliance with the United States copyright laws and the University's policies with regards to film exhibitions.
  • The facility includes a Star Board, computer (Windows), projector, VHS player, DVD player, and wireless lapel and handheld microphones. Connections exist for the use of your own laptop.  AV equipment in the room can only be used if one member of the group has completed training with a library staff member. 

For AV training contact: Katherine Alford alfordka@appstate.edu  or (828) 262-4972

  • Proof of public performance rights must be provided to Katherine Alford at least 48 hours prior to a scheduled event.
    Failure to do so will result in the cancellation of the reservation.

Please complete the Scheduling Request Form to request booking. The completion of this form does not insure room availability or event approval.  PLEASE DO NOT ADVERTISE YOUR EVENT UNTIL YOU HAVE A CONFIRMATION IN HAND!