Room Policies

Policy Documents

SOU Facilities Usage Policy

Effective November 2022

The Hannon Library facilities are to be used in a manner consistent with their intended purpose. Facilities must be used in a lawful, safe, and respectful manner. Failure to comply with the requirements set forth in the following procedures may lead to the cancellation of the event, space limitations, or the loss of privilege to use Hannon Library facilities and surrounding property. Other penalties may be considered and/or assessed as appropriate.

Users will be held responsible for damage to Hannon Library facilities, equipment, property, etc.

Hannon Library reserves the right to deny, restrict, limit, cancel, or postpone any functions.

The following assumptions guide the booking of rooms in Hannon Library:

  1. Events will only be scheduled during open Library hours.
  2. The use of Library rooms and/or resources is contingent upon their availability.
  3. No events or classes will be scheduled on an ongoing basis by the Hannon Library.
  4. Classes and class activities will be restricted to designated classrooms.

Procedures

Event organizers can check the availability of all Hannon Library rooms via EMS (the campus-wide event management system). However, we do not accept requests through this system.

Instructions for requesting all available Hannon Library facilities are available to internal-SOU guests on the Hannon Library website. Please note that the pathway for requesting each type of accommodation is different, but can be summarized as follows:

All conference rooms—Meese Room (LIB 305), Whiteboard Room (LIB 352), Higgs Seminar Room (LIB 329), and Guttenberg Room (LIB 216)

Conference rooms can be requested using the on the Conference Room Reservation Form Hannon Library website. If you have questions, contact libraryevents@sou.edu, but please note that in the interest of providing accurate service when booking conference rooms, we ask that all groups make their official requests through our Conference Room Reservation Request form only.

Please be aware that submitting the request form is not an approval or confirmation of your event.

All general classrooms—LIB 117 and LIB 206

Please contact the academic scheduler at schedulerequest@sou.edu for general classroom requests. Classrooms can be reserved for one-time use when not scheduled for regular classes.

Specific policy regarding general classroom usage is not described in this document.

All computer classrooms—LIB 113 and LIB 114

Please contact Melissa Anderson, the Campus Engagement and Research Services Librarian, at andersm18@sou.edu to request electronic classrooms. SOU faculty may request this space when it is not in use by a librarian.

All study rooms—LIB 204, LIB 205, LIB 224, LIB 230, LIB 231, LIB 232, LIB 233, LIB 243, LIB 244, LIB 245, LIB 246, LIB 337, LIB 346, LIB 347, LIB 348, LIB 349, LIB 354, LIB 355, LIB 356, LIB 358, and LIB 359

SOU students, faculty, and staff may visit the first floor of the Hannon Library and check out a key from the Tech Help desk. Study room keys are available to be checked out on a first-come, first-served basis and by reservation, through LibCal, from the Hannon Library website.

Please visit the Study Room page for more information or email techhelpstaff@sou.edu with questions.

Conference Rooms Guidelines

On-campus groups may reserve a conference room up to 3 months in advance of an event.

OU student groups may request conference rooms for club meetings or events by asking their faculty/staff advisor to complete the Conference Room Reservation Form on their behalf.

We ask that guests kindly do their part as courtesy members of the SOU community to keep our conference rooms clean and presentable for the benefit of the next group using the space after them. If furniture is moved during the course of your event, please return it to its original configuration before departing. If furniture is left in disarray or there are substantial messes outside the scope of regular custodial services cleaning, your group will be charged a cleaning fee. Index codes are required at the time of booking for this reason.

Special setups are available for the Meese Room only. Restrictions to comply with fire codes are non- negotiable.

Meese Room (LIB 305)

Please consider the following before making a request:

  • Reservation requests must be completed a minimum of 10 days in advance of your event. Requests received after the advanced notice period may not be approved.
  • The Meese Room is the only Library conference room with variable furniture setups. Custom setups are not available. Guests may select from the following options:
    • Lecture(102chairs)
    • Hollowsquare(12tables, 6chairs)
    • Classroom(20tables, 60chairs
    • Banquet—small (6 round tables, 36 chairs)
    • Banquet—large (9 round tables, 54 chairs)
  • "Lecture" style is the default orientation of the Meese Room and free to all SOU affiliated entities. All other setups (and requisite breakdowns) will be assessed at the FMP campus support team’s rate of approximately $55.00 an hour.
  • Cancellations may be made up to the time of the event, but be aware that if a special setup has already been completed by the FMP campus support team, guests will still be charged a setup (and requisite breakdown) fee.

Whiteboard Room (LIB 352), Higgs Seminar Room (LIB 329), and Guttenberg Room (LIB 216)

Please consider the following before making a request:

  • Reservation requests must be completed a minimum of 3 days in advance of your event. Request received after the advanced notice period may not be approved.
  • Cancellations may be made up to the time of the event.

Computer Classroom Guidelines

These electronic classrooms are used primarily for supporting Hannon Library’s instruction and information literacy programs. SOU faculty may request this space when it is not in use by a librarian. Considerations for electronic classroom use are made on a case-by-case basis.

Library General Classrooms (LIB 113 and LIB 114)

Please consider the following guidelines before making a request:

  • Library electronic classrooms are in high demand by librarians during weeks 1–5 of the term. Availability usually opens up weeks 6–Finals.
  • Priority will be granted to faculty planning research sessions.
  • o classes or events will be scheduled on an ongoing basis.

General Regulations

  1. The User agrees to comply with all SOU regulations, federal, state, and local laws. These regulations, ordinances, and laws are to be adhered to by all participants, staff, volunteers, and audience members present at the event.
  2. The User agrees to comply with all SOU regulations, federal, state, and local laws. These regulations, ordinances, and laws are to be adhered to by all participants, staff, volunteers, and audience members present at the event.
  3. The User will ensure that hallway and exterior noise is kept to a minimum to prevent disrupting classes or studying students.
  4. Facilities may not be used in any manner to imply Hannon Library endorses an ethnic, political, sectarian, or religious position.
  5. Facilities are not available to organizations whose activities illegally discriminate on the basis of race, sex, sexual orientation, gender expression, religion, national origin, age, veteran status, marital status, or disability.
  6. All promotional and informational material including display and classified advertisements, press releases, media announcements, flyers, programs, brochures, program tickets, etc., must not contain the name of Hannon Library in such a way as to suggest co-sponsorship of any event.
  7. The User shall relinquish the facilities in good condition with no more than reasonable wear to be expected to take place in normal use during the event. The User shall be responsible for general cleaning after each rental. Failure to do so may result in additional fees.
  8. Confetti, glass, open flame (candles, pyrotechnics, grills, etc.), fog machines, and/or helium filled balloons may not be used on the premises. Tape, stickers, paint, and/or markers may not be applied to the flooring or walls.
  9. The User will reimburse Hannon Library for any damages, theft, or vandalism to the building or equipment committed by participants, staff, volunteers, and/or audience members associated with the event.
  10. Hannon Library’s Tech Help desk can assist with troubleshooting technical issues of our own equipment, but may not have knowledge of any additional AV equipment brought in by the user. We encourage guests to test all equipment prior to their event.
  11. All groups serving food on campus are required to use SOU Catering service. The User may arrange for food service by calling 541-552-8000 or emailing souadmin@aladdinfood.com.
  12. Alcoholic beverages are only permitted in certain areas of Hannon Library. If it is the intent of the User to serve alcohol at their event, an OLCC Request Form must be submitted to SOU a minimum of 14 days prior to the event.
  13. In the event that the SOU campus is closed or has a delayed opening due to inclement weather, emergency maintenance, or other unforeseen circumstance, any events scheduled at the Library during those times will automatically be canceled. Hannon Library shall not be responsible for delays or failure to perform due to mechanical failure, any acts of God, strikes, or other causes beyond its reasonable control.

Non-SOU Facilities Usage Policy

Effective July 2022

The Hannon Library facilities are to be used in a manner consistent with their intended purpose. Facilities must be used in a lawful, safe, and respectful manner. Failure to comply with the requirements set forth in the following procedures may lead to the cancellation of the event, space limitations, or the loss of the privilege to use Hannon Library facilities and surrounding property. Other penalties may be considered and/or assessed as appropriate.

Users will be held responsible for damage to Hannon Library facilities, equipment, property, etc.

Hannon Library reserves the right to deny, restrict, limit, cancel, or postpone any functions.

The following assumptions guide the booking of rooms in the Hannon Library:

  1. Off-campus groups may reserve space up to 3 months in advance of an event.
  2. Events will only be scheduled during open Library hours.
  3. The use of Library rooms and/or resources is contingent upon their availability.
  4. SOU internal offices and campus entities shall be given priority consideration for the use of Library rooms and/or resources.
  5. Facilities are not available to organizations whose activities illegally discriminate on the basis of race, sex, sexual orientation, gender expression, religion, national origin, age, veteran status, marital status, or disability.

Procedures

All requests and reservations for the use of the Hannon Library must be submitted to the Hannon Library scheduler at libraryevents@sou.edu.

Organizations or individuals seeking to use Library facilities must complete the Hannon Library Faculties Use Agreement in its entirety. If any portion of the packet is missing, the application will be considered incomplete and will be returned to the requester.

A complete application packet consists of:

  1. A Hannon Library Facilities Use agreement
  2. Proof of insurance
  3. Proof of Non-Profit Status—501(c)3 if applicable
  4. Payment in-full for the cost of the room rental by a minimum of 14 days in advance of the event.

Facilities must be officially reserved and completely through the approval process prior to the start of the event.

Regulations

  1. Use of facilities shall be authorized by a written agreement between Hannon Library and the organization or individual that has requested the use of the facility, hereafter identified as “the User”. The agreement shall outline the title of the event, event date and time, number of attendees, and costs associated with using the facility.
  2. The User agrees to comply with all SOU regulations, federal, state, and local laws. These regulations, ordinances, and laws are to be adhered to by the User and all participants, staff, volunteers, and audience members present at the event.
  3. The User understands that Southern Oregon University or other users may conduct other activities in or around the Library during the reserved time period.
  4. Facilities occupied by the organization or individual shall at all times be under the control of the University, and all personnel from the University shall have the right to enter facilities on official University business at any time when necessary.
  5. Facilities may not be used in any manner to imply the University endorses an ethnic, political, sectarian, or religious position.
  6. Facilities may not be used for political campaigning by or for candidates running for public office or for ballot measures unless the format it pre-approved and all candidates or issues are presented in a fair and impartial manner. Fundraising for political reasons is not allowed.
  7. All promotional and informational material including display and classified advertisements, press releases, media announcements, flyers, programs, brochures, program tickets, etc., must not contain the name of SOU or Hannon Library in such a way as to suggest co-sponsorship of any event.
  8. Advertising, associated contracts, and other irreversible pledges must not begin until after the Facilities Use Agreement is approved by SOU and Hannon Library. Any violation of University regulations, including this directive, shall be sufficient cause for cancellation and/or limitation of the event.
  9. Hannon Library will not guarantee numbers, audience, or participants.
  10. Special setups are available for the Meese Room only. Restrictions to comply with fire codes are non-negotiable. Users are asked not to move any furniture in the reserved room or surrounding area.
  11. The User shall relinquish the facilities in good condition with no more than reasonable wear to be expected to take place in normal use during the event. The User shall be responsible for general cleaning after each rental. Failure to do so may result in additional fees.
  12. Confetti, glass, open flame (candles, pyrotechnics, grills, etc.), fog machines, and/or helium filled balloons may not be used on the premises. Tape, stickers, paint, and/or markers may not be applied to the flooring or walls.
  13. Smoking is prohibited while inside Hannon Library and within 25 feet of any entrance.
  14. Hannon Library is not responsible for injury, damage, theft, or loss of property to the User or any member of their group.
  15. Should SOU’s Office of Risk Management determine that security is required for the event, payment for security services shall be the responsibility of the organization or individual. The Office of Risk Management will determine the type, qualifications, and number of security officers required and paid for by the User.
  16. All off-campus groups or individuals seeking the use of Hannon Library facilities must secure at their own expense and keep in effect during the term of this agreement comprehensive general liability insurance, including contractual liability, with the minimum limit of $2,000,000.00 per occurrence. Events serving alcohol must include an additional liquor liability of $2,000,000.00, for $4,000,000.00 aggregate. The insurance policy is to be issued by an insurance company authorized to do business in the State of Oregon. Southern Oregon University, a university with a governing board, and their officers, agents, and employees shall be included as additionally insured in said policy. The insurance policy must also cover all participants, staff, volunteers, and audience members at the proposed event. SOU’s Office of Risk Management may opt to decrease or increase the amount of required insurance based on the potential risk of the event.
  17. The User must pay the facilities use fee in-full by a minimum of 14 days in advance of the event. The first $75.00 of the total cost of each reservation is a non-refundable processing fee. This applies to all spaces and groups and does not go towards damages, fines, or service costs.
  18. Cancellations may be made at a minimum of 5 business days before an event for a partial refund of the total amount, minus the $75.00 processing fee. Cancellations made after this point will result in Hannon Library retraining 100% of the rental fee.
  19. If the required fee is not paid when due, or if during the event the User should violate any of the terms of the agreement, Hannon Library may deny, restrict, limit, cancel, or postpone space utilization for the event and retain all sums received prior to termination of the agreement. Users with delinquent accounts may be denied use of Hannon Library facilities in the future and subjected to state collection procedures.
  20. The User will reimburse the University for any damages, theft, or vandalism to the building, surrounding university property, or equipment committed by participants, staff, volunteers, and/or audience members associated with the event. Repairs not considered routine maintenance and deemed necessary by the University must meet state law and OSHA requirements.
  21. Hannon Library’s Tech Help desk can assist with troubleshooting technical issues of our own equipment, but may not have knowledge of any additional AV equipment brought in by the user. We encourage guests to test all equipment prior to their event.
  22. All groups serving food on campus are required to use SOU Catering service. The User may arrange for food service by calling 541-552-8000 or emailing souadmin@aladdinfood.com.
  23. Alcoholic beverages are only permitted in certain areas of Hannon Library. If it is the intent of the User to serve alcohol at their event, an OLCC Request Form must be submitted to SOU a minimum of 14 days prior to the event.
  24. Hannon Library staff will not hold or otherwise reserve parking spaces for the event. There is no free parking on campus and space is limited during normal business hours. For more information on SOU parking, please call 541-552-PARK or email parking@sou.edu in advance of your event.
  25. In the event that the SOU campus is closed or has a delayed opening due to inclement weather, emergency maintenance, or other unforeseen circumstance, any events scheduled at the Library during those times will automatically be canceled. SOU and Hannon Library shall not be responsible for delays or failure to perform due to mechanical failure, any acts of God, strikes, or other causes beyond its reasonable control.
  26. If, prior to the date of usage, facilities or equipment is destroyed or damaged by some casualty or become unusable due to situations beyond the control of Hannon Library, then we may elect to terminate the agreement with the User, return the rental fee minus the $75.00 processing fee, and have no further obligation.
  27. The User may not assign or in any way transfer rights under the Facilities Use Agreement to any other parties. Nothing in this agreement shall imply any partnership, joint venture, or other association between the User and Hannon Library and/or SOU.
  28. The User shall defend, indemnify, and hold harmless SOU, its officers, agents, and employees, from and against any and all claims, damages, costs, expenses, including reasonable attorneys’ fees, losses, or liabilities, arising out of or in any way connected to this Facilities Use Agreement including, without limitation, claims for loss or damage to any property, or for death or injury to any person or persons.