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Special Event Policy & Procedures

Approved by Library Management Council June 2004

Updated August 2009, April 2011, August 2012, May 2014, August 2017

Cowles Library’s main event area consists of the Reading Room and the adjoining atrium area. Other potential event spaces include:

  • Room 201 (glassed-in room on the second floor)
  • Classroom 45
  • Collier Heritage Room

These areas are primarily used as class and study space for the university community. They may not be reserved for events during final examination periods and study days. Events are typically not accepted or scheduled the last three weeks of each semester. Generally, facilities cannot be reserved for personal use. The Library Dean has final approval of library space requests. No events sponsored by organizations practicing discrimination based on race, color, creed, sex, age, national origin, sexual orientation, or condition of physical ability are allowed.

Please request reservations for space in Cowles Library through Drake’s Virtual Event Management System (VEMS). Room reservation requests should be made a minimum of five working days in advance of the event. For questions, please contact Leslie Noble at 271-3994 or leslie.noble@drake.edu.

For more information on costs of room rentals, please contact the Drake University Office of Conference & Event Services at roomreservations@drake.edu.

Groups requesting library space are responsible for their own room setup.

 

Room Occupancies and Furnishings

  • Reading Room
    • Occupancy is 250
    • Occupancy with tables is 190
    • 12 study tables (4 round, 4 square and 4 rectangle) that each seat 4 chairs
    • The atrium has a large table that may be moved into the Reading Room
  • Room 201 (glassed-in room)
    • Occupancy is 50
    • 21 rectangle tables that have 2 chairs each and 2 large tables that can seat up to 10
  • Classroom 45
    • Occupancy is 25
    • 24 individual chairs with arm desks
  • Collier Heritage Room
    • Occupancy is 12
    • Tables may be brought in to create one large table that seats 12
  • Other furnishing options: The library has 80 extra chairs that may be used for events. If the event requires more or different furniture, they will need to be rented at the expense of the event’s organizers. Decorations or attachments to the walls, ceilings, floors, etc. require prior approval. There is one coat rack in the building.

 

 

Audio-Visual Equipment

Audio-visual requirements need to be made at the time of reservation. Wireless network access is available. Groups may bring their own equipment or request it from the Drake University Office of Conference & Event Services at roomreservations@drake.edu. Library staff does not provide technical support for equipment.

  • Reading Room
    • Screen
    • PA Sound System
  • Room 201
    • Built-in projector, screen and sound support for laptops and composite devices.
    • The library does not provide laptops or video devices.
    • Supported laptop connections are HDMI, DVI, and VGA. The library allows Drake users to check out composite, HDMI, DVI, and VGA cables and Mac mini display port adapters, but does not guarantee that we can provide adapters for all machines.
  • Classroom 45
    • Computer
    • VCR, DVD and Blu-Ray with surround sound
    • Flat screen and 2 projection screens
    • Document camera
    • Panopto

 

Event Guidelines

  • Catering needs must be requested through Sodexo, the university’s vendor. To plan your event, or for assistance, contact Drake Dining Catering Director Brett Lindman at 271-3518 or brett.lindman@drake.edu. Because of the academic nature of the facility, serving alcoholic drinks is not encouraged. At the time of making the room reservation, a separate written request to allow alcohol must be submitted to the Office of Conference & Event Services for approval from the Dean of Students and/or Director of Public Safety.
  • Book signings require using the University Book Store. Please contact manager Katie Wilz at 274-3401 or drake@bkstr.com.
  • Photography is not provided and will need to be arranged by the event’s organizers. Cowles Library reserves the right to take photos of an event for its own archives.
  • Event promotion and advertisement is the responsibility of the event’s organizers. The event will be listed on the Cowles Library Event Calendar.
  • Entrance to the building for all events is the front of the building (North Side). The exception is for handicap accessibility.