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One of the Library's most popular services is also one of our most impacted: meeting rooms and gallery spaces! Our comfortable spaces, central location and free price tag keep our rooms in demand all year. Here are our top ten tips for booking events and meeting rooms in the Library.
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Remember that we are a Library, first and foremost!
Providing spaces for intellectual and social exploration is a value we embrace. However, we are not an events center. Our staff prioritizes library services first and foremost. We appreciate our campus colleagues remaining flexible with what we can provide.
- Respect our unique spaces.
Rooms like the Table Mountain Rancheria Reading Room (TMRRR), the Ellipse Gallery and Balcony Gallery were all designed for specific reasons. For example, the TMRRR's core function is as a silent reading and meditation room for students and a gathering place for Native American groups. The Chukchansi tribal elders have even blessed elements of the room, including the ceremonial benches and custom tables! As such, using the TMRRR requires special permissions and occasionally a moving fee when the event requires furniture reconfiguration.
While spaces like the TMRRR, Ellipse Gallery and Balcony Gallery make excellent event locations, there are always considerations regarding what we can offer there. If you want to use one of those spaces for your event, contact Library Spaces Coordinator Jennifer Lewis (lewis1566@mail.fresnostate.edu) in advance.
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Plan ahead.
"In advance" is a favorite phrase in the Library! Because our rooms are so in demand, booking for your meeting or event as early as possible is essential. For a meeting space, we recommend at least two weeks' notice. Event spaces should be booked at least three months in advance, six months if planning an entire exhibition.
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Designate a point person.
Fresno State faculty and staff can book meeting spaces in the Library, but students can only book study spaces. Having a single point of contact for meetings and events helps to avoid confusion and to assist communication.
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Use our Library Events Spaces Checklist for a smooth process.
This checklist can take you step-by-step through booking a meeting room or events space. It even lists the equipment used, where you can book table and chair rentals, and the forms you will need to fill out for an event. Everything you need "in advance!"
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Request spaces in 25Live.
... but only assume you have it once you receive a confirmation. It may take up to five working days to confirm a reservation through 25Live, even if it shows availability. Our staff must coordinate setup, clean up and configuration changes between meetings. Have a backup space in mind if you are booking at the last minute!
- Nail down the details.
Have as many event details as possible when booking. It also helps to have dates, times and setup details for your meetings when requested so we can ensure that your space is ready when you arrive!
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Plan for wayfinding.
Finding your way around the Library can be confusing, so plan to guide people to your space. Signs taped to walls and elevators are not allowed because of the number of meetings and events in the building each day. However, you can request A-frame bulletins and whiteboards from Library Administrative Services to identify your space or to direct people near elevators. Let us know in advance, and we will do our best to assist you.
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Visit the Library often.
By visiting the Library as a patron, attending events, viewing exhibitions and using our library services, you will become familiar with the types of exhibitions, events, meetings and tech needs that work best in the Library. Some rooms are better than others for presentations, film screenings, projections, catering and other considerations. And you will help our 1 Million Visits Campaign!
- We want your event to succeed within our capabilities.
Reach out and we can make that happen together!
For more information on booking meeting and gallery spaces in the Library, email libraryevents@mail.fresnostate.edu or call Library Administrative Services at 559.278.2403.
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