Event Planning Information

This document provides information on the use of The Gallery in Room 100.  It was last updated on July 21, 2008.  Contact Karen Jordan, Exhibit and Outreach Librarian, kjordan@umich.edu, 734-615-5783 with any inquiries.  To propose an event, please complete the Event Proposal Form and submit to: Karen Jordan, 8076 Hatcher Graduate Library South, Ann Arbor, MI 48109-1205; Fax: 734-763-5080.

Purpose
Because the library is the hub of any university as the source of support for research and the repository for knowledge and information, we want to nurture a forum for discussion and a spirit of cooperative exploration. We seek to have a lively use of the space reflecting the dynamic nature of the University of Michigan’s activities.  That said there are practical matters to be addressed.

Room 100 and the Hatcher Lobby cases are primarily used for exhibits, programs, and activities of the MLibrary.  Other departments of the University or community may use the space provided the request is related to the general mission and activities of the MLibrary and can be accomplished within the administrative and logistical capacity of the MLibrary staff.

The space is very recently available with a renovation in fall of 2007; an Exhibits and Outreach Librarian was hired in June 2008 to curate the space.  We anticipate a period of experimentation as we form a cohesive program of events.We particularly welcome faculty who wish to use the space for public programs and educational or scholarly events or discussions.  You are encouraged to contact the Exhibits and Outreach Librarian. Events maybe formal  (eg symposia) or informal (eg discussion groups), but should be arranged sufficiently in advance to permit promotion in the MLibrary’s communication calendar of events.

Events that are 'invitation only' must be so indicated.  Activities in Room 100 may be published/advertised as part of the MLibrary's overall calendar of events.

All events – whether sponsored by the MLibrary or others in the University community -- will be attended by at least one member of the MLibrary staff who will welcome visitors on behalf of the MLibrary.   Typically this will be the Exhibits and Outreach Librarian or her designee.  If there is a printed program or similar invitation, the MLibrary requests that it be included as a host.

Exhibits are planned well in advance.  Typically exhibits highlight MLibrary collections and activities.  Discussions to develop collaborative exhibits and/or programs are welcomed, again, provided some level of relatedness to the MLibrary’s activities and/or collections – this is a broad scope.  The MLibrary is responsible for the presentation of materials and content and will coordinate exhibits and programs for editorial and curatorial control.

Event logistics
Currently, there is no rental charge to use Room 100.  We are not a rental facility – instead we want to use MLibrary facilities as a public good to foster our learning community.  Direct costs and any damage to the facility are your responsibility.

Parking
Street parking is available as is public parking.  For directions and parking, see:

http://www.lib.umich.edu//hatcher-graduate-library/directions-harlan-hatcher-graduate-library

Nearby lots include:

South Forest and University
Liberty and Maynard

Valet parking may be arranged if needed.  The Library has used Kerby's Kurbside for valet services with drop-off and pick up in the small street between Hatcher and Shapiro Libraries – street entrance from South University.

Vendors: Catering, Furniture Rental, Florists
Kindly contact Harriet Teller, Manager of Stewardship and Events, Library Development, harriett@umich.edu, 734 615-4801 to discuss catering options for your event.  We do not have a list of approved vendors but have worked with a variety of sources.  Some caterers will also handle rental of furniture or arrange floral arrangements.  Because access to Room 100 is via a Loading Dock, deliveries and pick-ups must be coordinated in advance with Library staff.

Vendors: Parking, Deliveries and Access
Deliveries are brought to the Loading Dock between Hatcher and Shapiro Libraries accessible from South University.  Items move on carts via elevator to the Room 100 level.  The elevator accesses a hallway that permits entry into Room 100 from a door behind the 'false wall' created by bookshelves (these shelves are the ones you were thinking of having the audience face during the awards).  Caterers and related vendors may use that space behind the shelves for staging.  No cooking is permitted during the event on the premises or in the Loading Dock. 

To date, we have been unable to prearrange with the parking authorities parking for caterers and similar event deliveries.  A staff member waits for the delivery, walks the delivery upstairs.  The truck leaves the loading dock and parks elsewhere.  The Library has in the past paid parking tickets for tickets given to its event vendors; this may be a direct cost that you must include in your budget.  This applies to ALL deliveries.   Your staff must be present to accept deliveries. 

Food
There is no cooking in the Library or in the Loading Dock.  Caterers may not fry foods in the Loading Dock.  Sterno may be used in chafing dishes in Room 100 but must be carefully attended to minimize any risk of fire.

Equipment Available from MLibrary
MLibrary owns certain furniture and av equipment that may be used for events provided it is not otherwise being used.  Plan ahead to ensure our av staff are able to accommodate your event.

Coat rack – there is a coat rack in Room 100.
Chairs

• 60 Burgundy stackable chairs
• 160 Black stackable chairs

Tables - folding tables - brown top:

• 10 - 5 foot by 30-inch tables
• 8 – 4 foot by 30-inch tables

Podium – the Library owns a podium (dimensions ###) with hardware for a fixed microphone if desired.  The podium has the MLibrary name on the front.  We request that the logo be visible for all events.
Event signage – information will be place in the Lobby stating the nature of the event taking place.  Kindly discuss with us any other signage you plan to use (eg directional signage).  We ask that you provide any such signage.
AV – The Library has:
Microphones – We have 2 handheld wireless microphones and 1 wireless lavolier.  Only 2 at a time may be used due to technical limits.
Speakers – we have a public address system.  The speakers are placed for each event.  When you provide event or seating information, we will place the speakers for the best possible result based on your information.
LCD Projector – we have one dedicated to Room 100
Laptop computer – no computers are dedicated to Room 100
A member of our staff will be present or available for set-up and clean-up for events. 
Library Hours – Hatcher Library
    Most events will take place during regular Library hours.  Events that take place when the Library is closed will be the exception, and require additional planning for security associated with the closing of the building.  You must have staff present to assist with the clean up and ensure the exit of all your visitors.

Summer Hours 

Winter Hours

Ideally, clean up and removal of all items is complete at the end of the event.  On rare occasion, pick up of rental furniture may be arranged for the following day.  Rentals must be stacked or otherwise consolidated and placed behind the shelves near the staircase (but not blocking the staircase).