PURPOSE:
The Mann Assembly Room is designed to serve multiple purposes: seminar room, large meeting/gathering space, and reception area. The space falls under the administrative jurisdiction of the University Libraries Dean’s Office. Priority for space use will be as follows:
- Dean’s Office events
- Special Collections Library classes/lectures
- Special Collections or University Libraries events/receptions
- Special Collections or University Libraries meetings
- University-related classes/lectures utilizing Special Collections Library resources
- Other Libraries uses not specified above, specifically those utilizing Special Collections or other University Libraries’ resources
Given the heavy use of this room by Special Collections with its own non-circulating materials, use by units outside of the Libraries is generally not appropriate. Receptions and social events should be kept to a minimum.
PROCEDURES:
- A Meeting Maker organizer manages use of the room (For questions, contact the Staff Assistant to the Associate Dean for Collections, Information and Access Services, in the Dean’s Office, 865-0401 or the Staff Assistant to the Department Head in the Special Collections Library, 865-1793). While the Libraries try to accommodate as many room-use requests as possible, requests may be denied based on the above listed priorities.
- Requests for an evening or weekend event will be considered only if a University Libraries administrator, faculty member or qualified staff member can be present during hours after normal closing time (5:00 p.m.). A key is available at the Paterno Welcome Desk to access the Mann Assembly Room and must be signed out and signed back in by Welcome Desk staff.
- Requests for a meeting time must be received at least forty-eight hours before the event. All room reservations must be made by proposing the event using Meeting Maker and “inviting” Mann Assembly Room as a guest. The Assembly Room is listed as a location. The invitation should include the following information in the Comments or Agenda section:
- purpose of the activity,
- sponsoring department and how many people are expected to attend,
- indicate the University Libraries contact person responsible for arrangements, set-up and clean-up,
- room configuration setup.
- Email notification will be sent to the contact person listed on the proposal within 24 hours of acceptance, confirming the room reservation. The email will contain the hyperlink to the Guideline and Check List documents located on the Libraries’ intranet.
- For events involving external groups or classes, co-sponsorship by a University Libraries’ department is required. The Libraries’ contact in the co-sponsoring department must be present during the event.
- Equipment needs are the responsibility of the sponsor. The projector is permanently mounted in the ceiling, as in other instructional rooms within the Libraries. The podium is equipped with a laptop computer, combination DVD/VCR player, desktop and wireless microphones, as well as a document camera. A conference phone is available for meetings and may be scheduled for use by contacting the Staff Assistant in Special Collections (phone 865-1793). The phone number for the room is 865-8452. Prior to scheduling a conference call for this room, confirm that 126A Paterno is not being used for a conference call, since the phone number is “shared” for these two facilities.
- One active network port is available in the northeast corner of the room.
- Standard technical support is offered by Digital Library Technologies (DLT) technicians during regular business hours (8 a.m. to 5 p.m.). For assistance, contact them by phone at 863-0647.
- Network connectivity and equipment requirements should be discussed with DLT Technicians as soon as possible after scheduling the room, but not later than 48 hours prior to the scheduled event. Any special services, such as laptop software loads, require longer lead time. To schedule a technician’s time to set up or discuss network or computing needs for an event, invite “technician help” on Meeting Maker (located under Resources in the Public Directory).
- Set up is the responsibility of the Libraries’ sponsor, working in conjunction with the Libraries’ Facilities Office (phone 865-4633). Room configuration should be included in the comments section of the Meeting Maker proposal. It is recommended to send a separate Meeting Maker proposal for set up of the room, inviting the Mann Assembly Room as well as Facilities staff as guests to ensure proper time for set up/clean-up before and after events.
- It is the responsibility of the individual reserving the room to check and find out when the next event is scheduled so that the room may be placed into its proper set-up on time. Immediately prior to the event, post an “In Progress” sign to alert Library patrons traveling through the area of the need to quiet down during an event. A sign holder is located in the room. The sign may be changed for each event by inserting 8-1/2" x 17" paper into the sign holder. Removal of the sign may be accomplished by adhering post-it notes to the sign and gently pulling to remove the sign from the holder.
- The serving of food and drink is allowed only in the Mann Assembly Room. Food and drink may not be transported through the Special Collections Library. Use of the adjacent kitchen is allowed with pre-requested approval at the time of registration. The kitchen area is a multi-purpose area; please keep this in mind when using the room. Certain foods are restricted due to the nature of the adjacencies of the space. For example, foods that have strong aromas, are messy or greasy, or may drip and stain must be avoided.
- All food must be removed from the Assembly Room and the kitchen area as soon as possible after the event. After each event in which food and/or drinks are available, the garbage bags must be removed from the garbage canisters and replaced with new bags. Garbage bags removed from Mann Assembly Room should be placed in the Lounge/Kitchen area on the first floor.
- If food or drinks are served, the room should be vacuumed by the sponsoring unit prior to the next scheduled use. A vacuum cleaner is in the closet in the Assembly Room. Tables must be wiped with a damp cloth after each use.
- When the room is used for external classes/receptions, please notify the Curtin Road entrance service desk staff, so they may properly direct students/visitors to the appropriate place.
- Failure to comply with the above-referenced procedures will result in denial of future requests by the sponsoring department and/or assessment of a fee to the sponsor’s budget.
/alt50.jpg)
