Bishop’s University

    Reserving the Old Library

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    General Information

    Eligible events can only be held outside the regular opening hours of the Old Library (after 5:30 or on the weekend), when it is not open to the public for research and study.

    Events most suited to be held in the Old Library are:

    • lectures
    • workshops
    • seminars
    • small receptions (not involving food or beverages)
    • book launchings

    The room may only be reserved by a university faculty or staff member.

    Events eligible to be held in the Old Library are to be related to the university in some way; outside parties cannot reserve the room.

    The Old Library can comfortably seat 30 people (in-house available chairs). Extra chairs can be ordered from the Buildings and Grounds Department.

    All tables and chairs may be easily moved within the room to suit the needs of the event – assistance to move the furniture is the responsibility of the person booking the room.

    Reserving the Old Library

    Arrangements to book the Old Library for a university-related event are made directly with the University Archivist:

    Anna Grant
    University Archivist / Special Collections
    819-822-9600 ext. 2609
    anna.grant@ubishops.ca
    Office: MCG – Old Library

    To request a room booking, please provide the following details:

    1. Nature of the event
    2. Date of the event
    3. Hours of event
    4. Approximate attendance
    5. Name of the person responsible for the reservation (a.k.a. the keyholder)

    If the room booking request is approved, here are the responsibilities of the keyholder:

    Prior to event date, the keyholder is responsible:

    • To consult the University Archivist at least 48 hours (not including weekends) prior to the event if a re-arrangement of tables and chairs is required.
    • To order extra tables and/or chairs, submit a service request with Buildings & Grounds through the myBU portal, and keyholder is responsible to arrange their removal on the first working day after the event.
    • To arrange for any special items (e.g., screens or projectors), and to arrange their removal.

    On the event day, the keyholder:

    • Signs out the key to the Old Library door at the Old Library, (For weekend events, the key would be picked up on the last working day before the event.)
    • Is responsible for the Old Library and its valuable contents for the duration of the event.
    • Never leaves the Old Library unsupervised while unlocked.
    • Makes sure the room is vacated after the event.
    • Restores the original order of the room immediately following the event, as much as is possible.
    • Turns off the lights.
    • LOCKS THE DOOR.

    On first working day after the event:

    • Return keys to the University Archivist.
    • NB: If extra tables, chairs, or special items were brought into the room, then they should be removed by the end of this working day.