University of Pittsburgh Library System

Hillman Library contains various spaces that may be available for event reservations. These spaces vary in size and capacities but are generally flexible to accommodate different table and chair arrangements. These spaces can accommodate up to sixty (60) people, depending on the furniture arrangement. Most spaces contain basic technology equipment such as video project/display and sound.

The Inclusion and Belonging Place (IBP) is developed and operated as a partnership between the ULS and the Office of Equity, Diversity, & Inclusion (OEDI). The IBP event space has a maximum capacity that ranges from 30 people with current armchair type seating or close to 45 people with more compact classroom type seating.

Upon the submission of the request, ULS personnel will consult with the requestor to determine which space, if any, may be best for their event.

Reservable space is intended to be used for academic purposes other than standard class gatherings.

Requests for event space in Hillman Library must be submitted in the form of a completed Event Request Form.

Requests specifically for the IBP should be made using this form.

Please submit all requests for space at least three (3) weeks in advance of the requested event date.

Requests for the fall semester may be submitted no earlier than July 1 of the corresponding calendar year. Requests for the spring semester may be submitted no earlier than November 1 of the corresponding academic year. During finals week and the two (2) weeks prior, spaces are typically not available for events.

Requested events should occur during the library’s operating hours, including time for setup and teardown of any spaces. Any request for hours outside this range will be denied.

Requests from external groups (non-Pitt affiliated) must be sponsored by a University of Pittsburgh school/department. The sponsoring school/department will be expected to serve as the primary contact for the event and assume all associated responsibilities. External groups are not permitted to reserve the IBP.

Requests will be accommodated in the following priority order:

1. ULS events
2. The Office of the Chancellor and the Office of the Provost events
3. ULS co-sponsored events (this includes SIGINIFICANT ULS involvement in the program)
4. University community and other groups and organizations events

Student organizations wishing to use the ULS’s facilities must properly identify their group and obtain written support to hold their event from their faculty advisor. All requests from student organizations will be cross-referenced with Student Affairs to verify the status of the group. Requests coming from unregistered groups will not be approved.

Not every request can or will be approved. The ULS reserves the right to deny any request for space. This includes cancelling/terminating events where the reserving parties do not adhere to the policies of the ULS.

All requests for space submitted at least three (3) weeks in advance of the requested event date will be provided with written notice of approval or denial. If written notice has not been received, the request has not yet been reviewed or is in the process of being reviewed. Notification of denial will be sent in the form of an email to the address listed on the request form. Notification of approval will be sent in the form of an agreement sent, via DocuSign, to the email addresses of the Lead Program Coordinator, Onsite Event Contact, and Sponsoring Dean/Director/Faculty Advisor listed on the request form. Any requests submitted less than three (3) weeks prior to the requested event date are not guaranteed a response.

If notified that a hold has been placed along with a request for additional information, a response must be issued. If one fails to respond in a timely manner, the hold will be released.

Those looking to reserve space may not advertise said events prior to receiving written approval. Additionally, no work orders in relation to the event may be submitted prior to event approval.

By submitting a request and receiving approval, the requesting party agrees to share all relevant documents with the ULS, including but not limited to: Facilities work orders, catering orders, a copy of the event program. This includes any changes made to the aforementioned documents.

Any requests determined to have originated from any party other than that which is explicitly stated may be denied and/or have approval rescinded. All requesting parties must properly and clearly state their identity and purpose of request. If any part of the request is determined to be fraudulent, the request may be denied/rescinded.

Access to reserved space is a privilege and should be treated as such. Failure to adhere to this or other ULS policies may result in the loss of this privilege and may result in a referral to the Office of Student Conduct or the head of the respective school/department/organization, among other appropriate consequences.

All events that plan to have minors in attendance are required by the University of Pittsburgh to register the event with the Office of Human Resources. This should be done after reviewing the Programs Involving Minors on Campus policy and must be completed at least three (3) weeks prior to the scheduled event date. A copy of the application and roster is due to the ULS prior to the event.

The University of Pittsburgh Library System serves as the main academic research hub for the Pitt community. As such, any activity or event authorized by the ULS should be free from any disruption, while also not causing disruption or obstruction to the regular operation of the library. This includes abiding by instructions coming from any ULS staff member. Additionally, it is the responsibility of the event contact to arrange the timely delivery and pickup of catering and/or other items or services related to the event.

The University of Pittsburgh aims to promote dialogue, engage our community, and contribute knowledge on complex topics. We are committed to fostering an environment of respect, concern for others, diversity, inclusion, and belonging, which are the foundation of our community. Events and attendees are expected to follow the University’s policies and guidelines listed on freespeech.pitt.edu.

ULS resources may be available for events upon request. Use of ULS resources is not guaranteed and may be revoked at any time.

Upon request, the ULS may provide: an easel to display materials, proper signage indicating the event, smaller breakout rooms for meetings, among other things. If one is unsure if a resource is provided, please inquire about it in your request.

The ULS does not provide: linens for tables, AV equipment in spaces where technology is not already integrated or additional technology beyond existing AV, technical support for the duration of the event, printing services of any sort, or stanchions. These items may be arranged through Facilities, other University departments, or University approved vendors. In those situations, proper notice of work/deliveries is required.

The ULS does not allow any materials to be attached to surfaces in any permanent manner. This includes using nails, screws, push pin tacks, etc. If one is found in violation of this policy, it may result in the loss of ULS reservation privileges and fines associated with damage.

The sponsoring school/department is expected to reimburse or provide payment for services to render any damaged, destroyed, or lost property of the ULS or library patrons that occur during and in association with the event or its attendees.

Events must adhere to the University’s Conference and Events Catering and Restaurant Services policy and the ULS’s food and beverage policy. The ULS does not permit aromatic foods, meals, and hot foods.*

The ULS is not responsible for the timely and proper clean up of catering equipment; this should be organized with the caterer by the organizing party.

In accordance with University policies, any event involving alcohol is required to enact additional security measures. Further, alcohol consumption and distribution must be confined to only those guests who are over the age of 21, regardless of affiliation. Any event found in violation of this policy may be immediately terminated, with further disciplinary action possible.

*Certain requests may be exempt

The ULS does not typically provide storage space for materials involved with events. It is the responsibility of the event organizer to secure proper storage for any materials used at the ULS. The ULS is not responsible for any materials that are left after the conclusion of an event or overnight.

Events must occur in an orderly manner to limit any potential for dangerous situations to arise. To maintain an orderly and safe environment for all library patrons, some events may be required to use additional security measures. This may include, but is not limited to, the use of stanchions to secure an area or staffing additional security guards in specific areas.

All events including alcohol will be required to implement further security measures. ULS events staff will advise on this matter.

The ULS prohibits any and all forms of solicitation or proselytization without prior consultation and approval. This includes, but is not limited to commercial solicitation, canvassing, and distribution of materials of any kind. This prohibition includes all methods of distribution including verbal, written, or electronic delivery. Failure to adhere to this policy may result in the removal from the ULS facilities of any patron found in violation.

Events occurring within the library are subject to all ULS policies as well as the broader University of Pittsburgh Student and Employee Codes of Conduct.

By agreeing to our policies, one also agrees to limit the noise created by any events. This can be accomplished by closing any doors during the event, limiting the duration of the event, reducing technology sound levels, and maintaining noise created by event attendees, among other noise-reduction methods.