Event Space and Services with University Library

Are you planning an on-campus event or program? Request the McDonald Library First Floor Garden Area (reservation is for inside; outdoor garden may not be reserved but may be used during events) or the Conaton Learning Commons (CLC) 3rd floor Atrium. Use of space is free and open to all current Xavier faculty, staff, and students. Non-Xavier-affiliated events are not allowed without a current Xavier faculty or staff sponsor. Use of any library spaces for activities other than study must be approved in advance by the Library's Assistant Director of Public Services, Alison Morgan.

Request Space

To request space, submit the Event Space Request Form. Form should be submitted at least ten days prior to event.

Faculty members wishing to plan an event in University Library space that is co-sponsored by or in collaboration with University Library should reach out to their librarian liaison, as these events include more input and participation from library staff.

Available Venues:

      

First Floor Garden Area: Perfect for small to medium gatherings up to about 50 people. This area is "tucked away" from the general public.

 

CLC Atrium: Perfect for larger gatherings. Often used for poster presentations by students. This area is centralized and highly visible to the general public.

Setup:

Food & Drink: 

• Allowed in both areas.
• Event sponsor is responsible for providing all food and drink, whether through Xavier Catering or external vendors.

Furniture: 

• Event sponsor may rearrange existing furniture and is responsible for restoring the space to its original layout once the event is complete.
• University Library has a wooden podium that may be requested for use in either space and 75 padded folding chairs that may be requested for use in the First Floor Garden Area. Library staff will set up podium on the day of the event. Event sponsor is responsible for setting up chairs prior to event and returning chairs to rack once event is complete. 
• Event sponsor may order additional furniture provided by Physical Plant to be delivered and set up by Plant or the event sponsor the day of the event. Event sponsor is responsible for making sure Plant picks up additional furniture once event is complete.

Equipment: 

• The First Floor Garden Area is equipped with built-in speakers, three hand-held microphones, and one lapel microphone. 
• University Library has a Samsung BET-H 65" Class HDR 4K UHD Commercial LED TV that may be requested for use in either space. Library staff will set up LED TV on the day of the event.
• Event sponsor is responsible for requesting additional A/V technology from Classroom Technology and/or arranging for a recording of the event through the Digital Media Lab.

Clean Up:

• Event sponsor is responsible for all clean up of either space to include leftover food, drink, and serving ware in arrangement with Xavier Catering, and/or removal of all leftover food, drink, and serving ware provided by requester or external caterers; decorations; all additional furniture in arrangement with Physical Plant; all additional A/V equipment in arrangement with Classroom Technology; and anything else that was brought in for the event.
• University Library will remove library-supplied podium and/or LED TV.

Event Space Request Form

Questions? Contact Alison Morgan, Assistant Director of Public Services.