Back to Facilities Reservations

Science Library:
Facilities Reservations Policies and Procedures

Adopted 10/15/2000
Revised: 9/29/10

General Policy: The 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 an event where food and drink are served must be made at least 3 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. All events in the Standish Room must conclude 1/2 hour prior to the scheduled building closing time. The Dean and Director of Libraries has ultimate approval authority of all requests.

Fees: There is no charge for the use of the Standish Room as it is set-up for University groups scheduling events on weekdays between 8:30 am and 6:00 pm. Other fees, however, may apply; see below. For events in this venue scheduled on weekends or weekdays after 6:00 pm, the Libraries charge a use fee of $55 per event, payable to the University at Albany.

For use of this facility, 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 fee to the University at Albany. For further information about the forms required for external groups, please refer to the Web site: http://www.albany.edu/controller/revocable_permits.php.

In addition, the Libraries charge $25 for any event where food and drink are served. There is also a $50 flat fee for any event at which Library-owned audio-visual equipment is used.

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. The Science Library Circulation Staff will notify other building/campus units of any events that might affect their business; for example, custodial services.

Cancellations: If an event is cancelled, the Libraries must be notified at least 24 hours in advance; otherwise, all charges associated with the reservation remain in effect. Notice of cancellation must be sent to Peter Recore-Migirditch at prm@uamail.albany.edu.

The calendar of reservations can be viewed at http://library.albany.edu/services/reserve/#calendars.

Special Needs: The Standish Room is made available as is. It has seating for twenty around a large conference table. An additional 40 chairs are available in the room for users to arrange according to their needs. Maximum seating capacity in the Standish Room is 107.

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. To arrange for additional furniture, you may contact the following off-campus rental companies: J&B Events, 427-7152; or Whalen & Sons, 274-4412. Arrangements must also be made to remove additional furniture and catering items 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/catering_foodsales.php. Please contact the Science Library Circulation Desk at 437-3948 with questions concerning the delivery of food.

The following furniture is provided in the room:

Also available in the closet to set up as needed:

Listed below is the equipment available for use in the room. The equipment is self-service and is accompanied by detailed instructions. If there is a functional problem with any equipment, staff at the Circulation Desk will assist. Please note there is a flat fee of $50 regardless of the number of items requested. This equipment includes:

Liabilities: Persons or groups using the 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 -- eg, keeping food and drink away from equipment, covering the carpet beneath where food and drink are served, not taping materials to the walls, etc. Furniture may not be removed from the room. To gain access to the room, please request assistance at the Science Library Circulation Desk. At the conclusion of your event, please notify the Science Library Circulation Desk so the room can be locked.