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Mabee Library Meeting and Event Rooms

Meeting and Event Room Policy and Reservations Open

The J.E. & L.E. Mabee Library is pleased to provide a space for Faculty and Staff engagements that promote the mission of UIW. When reserving the facilities at the Mabee Library, all arrangements become the responsibility of the person or group making the room reservation.

There are several meeting spaces in the Mabee Library that are available for use by UIW affiliates. These rooms must be reserved at least three days (in some cases longer) in advance of the event through the 25Live scheduling system.. Please note that personal events are not hosted in these spaces. We ask you to please be cognizant of the facility, staff, and other events that are scheduled before and after your event. Mabee Library does not provide staff to set-up or return spaces to their original configuration.

The 25Live Reservation System is available in Cardinal Apps. For instructions on the 25Live Scheduling System please use the following link: Events Reservations

Please notify the appropriate contact person if any changes in a reservation are needed after a reservation has been confirmed.

All rooms are equipped with up-to-date technology. If you need assistance with technology, please contact the Help Desk at (210) 829-2721.

Phone lines are available in LIB 221 and Special Collections. Contact (210) 829-3200. The meeting rooms remain locked when not in use. Please stop by the Circulation Desk to gain access to your reserved meeting room. University Police are not authorized to unlock doors when the library is open.

Library Meeting and Event Room Descriptions and Use Guidelines

Special Collections Room Open

Located on the second floor of the library, the Special Collections Room (Room 211) is available for events that are aligned with the mission of this space. It holds UIW's limited, rare and first edition books and events hosted in this space should be aligned with the safeguarding and preservation of this collection. It has seating for 40 and provides technology projection and web conferencing. This room can be reserved by UIW administrators, faculty, and staff. Please check Mabee Library hours for schedule.

If an event involves Sodexo Food Service or a special set up performed by Special Events, time must be built in before and after the event for set-up, clean-up, and set-back. Requestors of the space will be provided with diagrams of both Special Collections and the Staff Room so set-back can take place and enable the room to be ready for the next space user.

The meeting rooms remain locked when not in use; please stop by the Circulation Desk to gain access to your reserved meeting room.

Special Events - Furniture Moves Open

The ability to move furniture is based on the number of other events that are scheduled during the same time period. All furniture must be moved back in place prior to the next event and is the responsibility of the requestor to see that this is completed. Requestors will be provided with space diagrams to assist with this process.

Sterling International Conference Room Open

This small conference room seats 16 and provides technology for projection and web conferencing. It is available for special meetings. This room can be reserved by UIW administrators, faculty, and staff. Please check Mabee Library hours for schedule.

The meeting rooms remain locked when not in use; please stop by the Circulation Desk to gain access to your reserved meeting room.

Library Auditorium Open

Located on the first floor off the Mabee Library Atrium, the Auditorium (Room 114) is available for large group gatherings. It has seating for 125 and has computer, projection, and sound and lecture capture equipment. This room can be used when Mabee Library is closed, but this special usage must be pre-arranged. Requestors of this space will need to make arrangements with UIW Police to gain access when Mabee Library is closed and to ensure the space is secured upon conclusion of the event and that the space is cleaned if food and other additional resources are part of the event. (More details can be found below). Food and drink are not allowed in the auditorium but can be hosted in the Mabee Library Atrium.

Library Information Literacy Classroom Open

This classroom is used primarily for information literacy instruction and other co-curricular learning activities which are central to the UIW Libraries Mission and Strategic Objectives. It contains 30 computers and has projection capability. It can be reserved by staff but priority use is given to faculty in scheduling their information literacy instruction that best fits in their course schedule. This is not a scheduled classroom lab. Please no food or drinks in this space. This room is not available for use when the library is closed. Please check Mabee Library hours for schedule. Reservations must be made by calling the Information Literacy Coordinator at (210) 829-3841.

Access to Rooms When the Library is Closed Open

With the exception of the library auditorium, library meeting rooms are unavailable when the library is closed. Access to the library auditorium when the library is closed will be arranged through University Police. Once the reservation is confirmed, the requestor will be given information in contacting University Police for access. The University Police department will:

Access the library room schedule online and verify that the meeting time and participants match the scheduled event.
Check the library to make sure that there’s no library staff person available to open the auditorium.
Unlock the outer library doors and the door to the auditorium only. Secure the space when the event is concluded.

On occasions when meetings are scheduled to end after the library has closed for the day. Library staff will notify university police and proceed with library closing procedure – locking all doors except the outer lobby doors.