Meeting Space Policy

Meeting Spaces Available

Lilly Conference Room
Location: room 1038, main floor
Capacity: 12
Room configuration: large, fixed table and chairs
Equipment: network connectivity and wireless network, conference call-ready telephone, whiteboard, whiteboard markers

Rare Book Room
Location: second floor of the library
Capacity: 40
Room configuration: conference table and chairs for 12 people + 14 upholstered chairs
Equipment: wireless network

Who can use Library Facilities

Lilly Conference Room
Students, faculty, and staff may use the Lilly Conference Room for college-related meetings. Use of the room is free of charge. Priority is given to the following groups:

  • Library staff
  • Campus committees and groups
  • Classes/class presentations for occasional use.
    Note: the Lilly Conference cannot be a class's regular designated classroom.

And then to these groups:

  • Faculty emeriti
  • Retired staff

Rare Book Room

For the Rare Book Room, preference will be given to requests that require the unique resources of the room.

Please note that it may occasionally be necessary to change or cancel reservations to accommodate meetings of high-priority groups.

Scheduling Facilities

  1. Make sure that the library will be open when you wish to use the facilities.
    Rooms cannot be reserved when the library is closed. Use of the Rare Book Room in the evening and on weekends is contingent on a member of the library staff being available to provide access.
    Meeting organizers should select meeting times that will allow sufficient time for meeting set-up and take-down/clean-up.
  2. To schedule the Lilly Conference Room, call or email the information desk (704-894-2331, 704-894-2425) or the Assistant to the Director, Lisa Smith (704-894-2160).
  3. To schedule the Rare Book Room, call or email the Special Collections Outreach Librarian, Sharon Byrd, at 704-894-2158.

Food and Beverages Guidelines

Lilly Conference Room
Food items and beverages are permitted in the Lilly Conference Room, under the following conditions:

  • Only snacks and drinks may be consumed in the Lilly Conference Room. No catered or delivered food is allowed. Food must not give off an aroma when brought in or served or require cleanup beyond basic crumb sweeping.
  • Meeting attendees must appropriately dispose of trash items, clean up the room, and restore the facility to its original condition. If a mishap does occur (i.e. a drink gets spilled on the carpet), then the meeting coordinator should notify a library staff member so that appropriate cleaning action can be taken. Electronic food preparation devices, such as coffee pots, microwaves, hot-pots, etc. are prohibited.

Rare Book Room
No food and beverages are allowed in the Rare Book Room.

Additional Information About Reserving Rooms

  • Meetings that will feature loud conversations, music, etc. are better suited for other locations on campus.
  • Neither of the facilities is sound-proof, so confidential meetings are probably better suited for other locations on campus.