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Special Event Policy

Approved by Library Management Council June 2004
Updated August 2009, April 2011, August 2012, May 2014, August 2017, October 2019, October 2023

Library contact for room reservations: Erin McSween (erin.mcsween@drake.edu, 515-271-1936)

Cowles Library has three rooms that can be reserved for special events:

Reserving a Room

  1. Review the library’s rules and policies, as well as the room’s capacity and minimum occupancy, to make sure the space is appropriate for your needs.
  2. 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 Erin McSween (erin.mcsween@drake.edu, 515-271-1936).

Rules and Policies

A principal purpose of Cowles Library is to serve as a study space for the University community.

  • Events must begin and end while the library is open; no events that extend past library hours will be accepted.
  • Groups requesting library space are responsible for their own room setup and tear down. Each room has a photograph of its standard configuration, available in EMS. Meeting organizers are responsible for moving furniture back into its standard configuration before leaving the space after their meeting.
  • Catering must be requested through Sodexo, the University’s vendor. Event organizers are responsible for making sure any food leftovers are removed promptly after the event and any trash properly deposited in trash cans. To plan your event, or for assistance, contact Drake Dining Catering Director Brett Lindman at 271-3518 or brett.lindman@drake.edu.
  • Events lasting longer than three hours must be approved by the Library Dean.
  • 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, national origin, creed, religion, age, disability, sex, pregnancy, gender identity or expression, sexual orientation, genetic information, veteran status, or any characteristic protected by law are allowed.
  • 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.
  • 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.

Room Occupancies, Furnishings, and Room-Specific Rules

Reading Room

Occupancy: 250 (100 if all participants will be seated). The Reading Room should only be used for events of more than 50 people. Student events will be moved to Room 201 if 30 people or fewer.

Standard Setup: rectangular study tables and chairs throughout the room.

Furnishings: 14 rectangular tables, 100 chairs

  • The top priority for the Reading Room is student study space. Second priority is library events; third, University events. Groups should consider other spaces on campus before requesting this space.
  • The Reading Room is not to be used for meetings unless all other campus spaces are exhausted.
  • If the Reading Room is already reserved for 2 events in one week, we reserve the right to decline other reservations.
  • Audiovisual requests need to be made at the time of reservation in VEMS. Groups may bring their own equipment as well. The library staff does not provide technical support for equipment:
    • Screen (must be requested)
    • Projector (must be requested)
    • PA Sound System (must be requested)

Room 201 (glassed-in room, aka "The Fish Bowl")

Occupancy: 32

Standard Setup: Rectangular tables in a horseshoe shape with 20 seats

  • Audiovisual requests need to be made at the time of reservation in VEMS. Groups may bring their own equipment as well. The library staff does not provide technical support for equipment:
    • 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

Occupancy: 25

Standard Setup: 24 individual chairs with arm desks

  • Audiovisual requests need to be made at the time of reservation in VEMS. Groups may bring their own equipment as well. The library staff does not provide technical support for equipment:
    • Computer
    • DVD and Blu-Ray with surround sound
    • Flat screen and 2 projection screens
    • Document camera
    • Panopto

Additional Furnishings

There are 40 folding chairs and one coat rack in the building. If the event requires more or different furniture, it 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.

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