Back to Facilities Reservations
Adopted 10/15/2000
Revised: 7/1/07
General Policy: The Atrium and Standish Room in the Science Library at the University at Albany may be reserved for events sponsored by recognized groups affiliated with the University. Groups external to the University must have a University co-sponsor and conform to the University's policy on "Conditions for the Occasional Use of University at Albany Facilities by Non-Commercial Organizations." Reservations are made on a first-come, first-served basis, and they must be made at least two working days prior to the event. Reservations for the Atrium or any event where food and drink are served must be made at least 10 working days prior to the event. Facilities may not be reserved until 1/2 hour after the Science Library is scheduled to open on any day or for any time when the Science Library is closed. The Dean and Director of Libraries has ultimate approval authority of all requests.
Fees: There is no charge for the use of the Atrium or Standish Room as they are set-up for University groups scheduling events on weekdays between 8:30 am and 5:00 pm. Other fees, however, may apply; see below. For events in these venues scheduled on weekends or weekdays after 5:00 pm, the Libraries charge a use fee of $50 per event for the Standish Room and $150 per event for the Atrium, payable to the State University of New York at Albany.
For use of these facilities, external groups must have a University co-sponsor, fill out a Revocable Permit, an "Application for Use of University Facilities by Non-University Organizations" form, obtain a Certificate of Liability Insurance, and pay a $120.00 fee for the Standish Room, or $500 for the Atrium to the State University of New York at Albany.
In addition, the Libraries charge $25 for any event where food and drink are served. There is also a $50 set-up fee for any event at which Library-owned audio-visual equipment is used. Groups using the Atrium for an event where food will be served must pay an $80 fee for custodial services payable to the University Libraries. Groups serving food in the Atrium will be contacted by the custodial department to facilitate custodial services. Custodial services can be reached at 437-3968.
For external groups, metered or visitor parking is available on a fee-basis at several locations on campus, the nearest being adjacent to the Chemistry building.
Reservations: Reservation requests may be placed on the Science Library Facilities Reservation Request Web page at http://library.albany.edu/services/reserve/. Your reservation will be reviewed and a confirmation will be sent to the contact person. If the event involves use of the Atrium, food service, or equipment requests, the Science Library Keyboard Specialist will contact the event sponsor to make necessary arrangements. The Keyboard Specialist will also notify other building/campus units of any events that might affect their business; for example, custodial services.
The calendar of reservations can be viewed at http://library.albany.edu/services/reserve/#calendars.
Special Needs: The Atrium and Standish Room are made available as is. The Standish Room has seating for twenty around a large conference table. An additional 38 chairs are available in the room for users to arrange according to their needs. Maximum seating capacity in the Standish Room is 107. Maximum seating capacity in the Atrium is 189.
It is the responsibility of the person or group requesting the reservation to arrange for catering and food services, and likewise to provide for any extra tables, chairs, or furniture beyond that which is already in the room in question. Arrangements must also be made to remove these from the facility before the next scheduled event, or within 24 hours. If you plan to use an outside caterer, you must refer to the UAS Web site at http://www.albany.edu/uas/outside_catering.html.
The only exception to these general policies concerns certain audio-visual equipment, which the Libraries will provide and set-up upon request. Please note there is a flat fee of $50 regardless of the number of items requested. This equipment includes:
A projection screen is available for use in the Standish Room. Arrangements can be made to pipe music into any or all of these rooms, upon request; the requestor must provide CDs for this purpose. The needed equipment must be indicated when the request is made; no other equipment can be supplied. Whenever audio-visual equipment is requested, the Science Library's designated systems professional will contact the requestor for specific information. Requests involving audio-visual equipment must be made at least ten working days in advance.
Liabilities: Persons or groups using the Atrium or Standish Room are liable for any damage or loss of materials sustained during the event. The Libraries request that all reasonable precautions be taken to protect the facilities -- ex, keeping food and drink away from equipment, covering the carpet beneath where food and drink are served, using chairs with protective, non-scratch glides in the atrium, etc. Furniture may not be removed from any room. The person in whose name the facilities have been reserved must present an ID to obtain any necessary keys from the Science Library Circulation Desk, then lock up and return the keys afterwards. Circulation staff will inspect facilities before the next scheduled event.