Room 421 Policies and Procedures

Adherence to Appalachian State University Policy Manual and Library Policies & Procedures is required for anyone using Library rooms for meetings.

Room 421 is not approved for use as a classroom.

Room 421 is used for Library meetings and events.  It may be scheduled if available by recognized University, faculty, and staff groups and departments.  In addition recognized University student groups may request scheduling.  The Library has priority for meetings and events.  The schedule for room availability is governed by the floor opening and closing schedule.  The room is not available if the Library or the floor is closed.

Live music or loud events are NOT allowed before 5:00pm. 
Failure to abide with policy will forfeit the room reservation or request.

  • The Library reserves the right to cancel or reschedule any event due to Library need.
  • Completion of the request form does not ensure room availability or event approval.
  • Room requests are processed in the order they are received.
  • Please submit your request at least 2 weeks prior to event and no less than (2) business days of event.  Request will be processed in a timely manner during regular business hours, Monday - Friday.  Any request submitted a day prior to or the day of the event will be denied. 
  • Requests for Future semesters by University Faculty and Staff will be processed; however, your event may be canceled or denied if the Library has need of the room for an event. 
    Requests by Student groups must be submitted for the current semester only.  Requests for upcoming semesters must be submitted after that semester begins all other requests will be denied.     
  • NO Tentative reservations requests are approved.
  • All events after 5pm must notify the library service desk on arrival and departure.
  • A minimum of 30 minutes is required between events.  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, which vary with holidays, breaks, and Library closings.
    • Reservation for a room request start 30 minutes after the 4th floor opens
    • The reservation will end 30 minutes before the 4th floor closes (as posted on the Rm 421 Calendar )
    • Saturday – Sunday 
    • Hours depend upon the schedule of the building, please check the Library hours, which vary with holidays, breaks, and Library closings.
    • Reservation for a room request start 30 minutes after the 4th floor opens
    • The reservation will end 30 minutes before the 4th floor closes (as posted on the Rm 421 Calendar)

 The following are prohibited in the Library

  • Tape or other adhesives on walls, doors or windows.
  • Open flames of any kind.
  • Covering of glass windows on room doors.
  • Sand, straw or glitter
  • Disarray of furniture (or moving, touching or tampering with artwork in any way.)
  • Also, anything prohibited in the Appalachian State University Policy Manual.

Violations of the regulations with regard to capacity, showing of films, or food and drink or ANY University Policy will result in the group being unable to use Library meeting rooms for the remainder of the semester upon the discretion of the Dean and Associate Deans of the Library.

Room Use

  • The Library will make an effort to meet all room seating arrangement requests between 12 to 50 individuals, but due to staffing constraints this may not be possible for meetings being held after 4:00 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 50 based on our posted seating arrangements.  Groups with less than 12 individuals or greater than 50 should seek other accommodations.

Food and Drink

  • Food & Drink setup and clean-up is the responsibility of the contact person/ group/department making the reservation and using the room.  At the end of the event they are responsible for cleanup of food, spills and trash. (consider food set-up and clean-up time needed when scheduling a meeting with food)
  • Within 30 minutes of the end time of your reservation:  ALL Food items must be removed from the room and disposed of in the appropriate trash/recycle bins provided.  When food is delivered by Food Services, you must return all food items and dishes to Food Services cart/s which will be in the hallway near the restrooms.  All tables and chairs must be returned to the original setup.
  • 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 (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. 


To CANCEL an event please do so with as much advance notice as possible and no less than 1 business day in advance by email to:  Melody Campbell