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. 

If the original reservation is approved without food but at some point food is ordered for the event without approval the reservation will be CANCELLED.

This room is not available if the Library or the 4th floor is closed. All requests for use when closed will be denied.

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

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, 8am-5pm.  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 no more than six months from the requested date and after the library's hours are posted for the upcoming semester; however, your event may be canceled or denied if the Library has need of the room for an event. 

Requests by Student groups (Groups that are approved and recognized by Student Engagement & Leadership) 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 first floor upon arrival and departure.

A minimum of 30 minutes is required between events but if the event has food a minimum of 60 minutes is required after for clean-up and setup for the next scheduled event. Please enter and exit the room in a timely manner to accommodate other group’s schedules.
 

Events scheduled in room 421 are subject to the following:
 

  • 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 without food request start 30 minutes after the 4th floor opens.

  • Reservations that include food will end 60 minutes before the 4th floor closes.

  • The reservation will end 30 minutes before the 4th floor closes (as posted on the Rm 421 Calendar) 

  • If the event will have alcohol the university permit must be prior approved with all signatures and final copy in the library before event. You can find the form here:

    http://policy.appstate.edu/images/6/66/Alcohol_Permission_Form.pdf

  • If the permit is not finalized the event will be cancelled.

  • If food is/was available for event, the responsibility for clean-up lies with the group/individual/department using the room. Failure to clean up is subject to review by the Library Dean and/or Associate Deans.

The following are prohibited in the Library:

Tape or other adhesives on walls, doors or windows.

Open flames of any kind (exception of sternos used by food services).

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 and upon the discretion of the Dean and Associate Deans of the Library.

Room Use

Room 421 will accommodate groups of 12 to 50 based on our posted seating arrangements. The Library will make an effort to meet 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 group/individual/department using the room 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.  

  • All day events with food can not be accommodated with 50 theatre setup. A group of this size should seek other accommodations.

  • 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 group/individual/department requesting the reservation and using the room (consider food set-up and clean-up time needed when requesting a room for a meeting where food will be available). 
 

Consider food clean-up within 60 minutes of the ending reservation to allow for next scheduled event.  The group/individual/department will be responsible for cleanup of food, spills and trash.
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, the group/individual/department using the room must return all food items and dishes to Food Services cart/s which will be in the hallway near the restrooms.

  • FAILURE TO DO SO WILL BE REVIEWED BY DEAN OF LIBRARY AND/OR ASSOCIATE DEANS AND RESULT IN CANCELLATION OR DENIAL OF ANY FUTURE REQUESTS during the semester. 

Alcoholic Beverages

With the prior approval of the Dean of Libraries or Associate Dean of Libraries Alcoholic Beverages, limited to beer and wine, will be allowed during Special Events in areas designated for Socials and Receptions.  Appropriate request and approval form must be completed and approved with appropriate signatures before room request is completed.  If alcohol request form is not completed and approved WITH ALL SIGNATURES FINAL the room reservation will be cancelled. The form may be found on Academic Affairs website at this location: http://policy.appstate.edu/images/6/66/Alcohol_Permission_Form.pdf

The Library will adhere to all Alcohol Policies outlined in the University’s Resource Manual which are found at this location http://policy.appstate.edu/Alcoholic_Beverages .

For any event approved with alcoholic beverages the group/individual/department using the room has the responsibility to follow university policy, to clean up all food, spills and collect all trash removing from the building immediately after the event all alcoholic beverage containers both empty and unopened.  Failure to follow procedure is subject to review by the Library Dean and/or Associate Deans.
 

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 (link sends e-mail) (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 EMAIL IN HAND!

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:  Andrea Tester testeran@appstate.edu