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Scheduling Events/Exhibits in the Libraries

Events and/or temporary exhibits or installations may be proposed by any Carnegie Mellon student, faculty or staff member, as an individual or on behalf of a campus organization. If you are In considering using library facilities for an event or exhibit, keep in mind that space is limited, and that library users' rights and expectations are the University Libraries' priority.

Events may be proposed for Hunt Library's Maggie Murph Cafe venue, which is the greater cafe seating area and does not include the Cafe proper.

Exhibits or installations may be proposed for Engineering and Science Library, Hunt Library, or Mellon Institute Library.

• Obtaining Permission
• Libraries' Obligations
• Event Planners' Obligations
• Exhibitors' Obligations
  

Obtaining Permission

• At least two (2) weeks before desired event or exhibit set-up date, you must submit a written proposal to Ignatios Alexander, Dean's Office, Hunt Library.
  • Maggie Murph Cafe Venue Proposal print & submit in hardcopy 2-pp pdf
  • Library Exhibit/Installation Proposal print & submit in hardcopy 2-pp pdf
    
    
• Your proposal will be reviewed at the next regular (weekly) meeting of University Libraries Council.
• You may be asked to explain or clarify your proposal before a final decision is made by Council.

Libraries' Obligations
You will be informed promptly if any clarifications are needed, or about the final decision on your proposal.

Event Planners' Obligations

• Scheduling
  • Events may be scheduled ONLY Monday through Friday, between 4:30 and 6 p.m.
  • Events must not interfere with the commercial activities of the Cafe proper, if it is scheduled to be open.
    
    
• Support services
  • Event catering may be arranged through the Cafe or with Campus Dining Services, at your own cost.
  • Audiovisual and/or computing support may be arranged with Campus Media Technology, at your own cost.
    
    
• Set-up and clean-up
  • Event organizer is responsible for arranging the venue as needed for the event, and clean-up and return to normal arrangement following the event.
  • Event organizer must not damage any library structure or furnishings.
  • Event organizer will be charged for damage or clean-up if required following the event.
    
    
• Signage
  Information (title, date, time, etc.) about the event must be posted in the greater Cafe area before and during the event to assist public understanding and manage cafe users' expectations for the area.

   

Exhibitors' Obligations

• Installation and disassembly
  • Exhibitors must provide all materials and labor for installation/disassembly.
• Exhibitors must not damage any library structure or furnishings.
• Exhibitors must return the library area to its original condition at the exhibit end date.
• Exhibitors will be charged for damage or clean-up.
  
  
• Signage
  The name of exhibitor(s), title of work(s) and dates of the exhibit must be posted in the installation area. Exhibitors are encouraged to post an explanatory statement about the exhibit to assist public understanding of the work.
  
  
• Security
  Security is the responsibility of the exhibitor. The University Libraries cannot insure or guarantee the safety of the exhibition installation or objects in the exhibition.