Library Events Planning Guide

The Event Proposal Form is designed to give the Events and Exhibits Team an idea of what resources you will need for your proposed event in the University Libraries.

Proposal Approval/Denial

• The Events and Exhibits Team will make a recommendation to the Library Management Team. The Library Management Team will make the final decision about whether the event can be supported.

Time Frame

• Form should be submitted at least 30 days before the event.
• If your event is approved, the Events and Exhibits Team will work with you on the details of the event. All details of the event must be finalized at least two weeks before the event. The MU Libraries reserve the right to cancel an event if details are not finalized by this deadline.

Restrictions

• Because the library space is primarily used for student study, we cannot approve events during the last several weeks of the semester.

Occupancy

• Maximum occupancy for room is 75. For safety reasons, the Libraries will strictly enforce the occupancy limit. Some room configurations will not accommodate 75 people depending on number of tables and chairs in usage.

Room Use Expectations

• Any group using event space in Ellis Library will be responsible for leaving the room in the same condition it was found. Any group that does not do so may forfeit the ability to reserve library space in the future.

Room 114A Technology Information

• In the room are a projection screen, projector and internet access.

Laptops

• A laptop will need to be brought to use in the room, either provided by the library or brought yourself.
• The library can only provide a windows laptop. A Mac/Apple laptop cannot be provided by the library, but is compatible with room technology.

Projection Equipment

• Projection equipment is not compatible with Chromebooks or Surface devices. 

Audio & Microphones

• Audio only is compatible with HDMI cables.
• The library can provide a podium microphone if needed. If a different type of microphone is needed, please contact the Academic Support Center (asc.missouri.edu) for rental options.

Cable Compatibility

• Cables supported are VGA and HDMI.

Devices Supported

• Windows and Mac/Apple 

Room Conditions

• Any group using event space in Ellis Library will be responsible for leaving the room in the same condition it was found. Any group that does not do so may forfeit the ability to reserve library space in the future.

Furniture Set-Up

• The Libraries will configure the furniture per your request.
• Standard Set-Up is seven rows of eight chairs with middle aisle in theater style with podium at front of room.
• Panel Presentation is the standard set-up with long tables in the front of the room.
• Workshop is multiple tables forming squares with chairs around the outside of the tables.
• If you would like a different set-up, indicate this on the proposal form. 
• Only Libraries or campus facilities staff may move furniture.

Food and/or drink will only be approved in limited circumstances. Please review the campus food/drink policy and apply for a temporary food permit if applicable.

In-Person Workshops

• Librarians who are teaching workshops have priority use of 114A and do not need to submit an Events Form for workshops.
• The librarian will oversee setting up space and putting the room back together.
• Please contact LTS for any IT needs. 
• Space for workshops should be reserved and submitted to the Libraries calendar at the beginning of the semester if possible.