EMS Meeting Room Policy

The Strauss Health Sciences Library encourages the use of its meeting rooms and facilities for events and purposes congruent with the mission of the library and/or the academic mission of the University. The library makes no guarantee of availability and reserves the right to refuse requests. This policy applies to all meeting rooms, spaces, and facilities in the library.

Please use the EMS Room Scheduler to request library rooms or spaces.

Library Meeting Rooms Available for Scheduling

Seating capacity numbers indicate furniture currently available in the room.

  • Reading Room - 3rd Floor, room 3408B, 60 person seating capacity, 100 standing
    Equipment available:
    • Projection screen
    • Data projector
    • Speakers, microphone
    • GUEST wireless network
  • Gallery - 3rd Floor, room 3408, no seating provided, 40 standing
    Equipment available:
    • GUEST wireless network
  • Breakout Small Group Conference Room - 3rd Floor, room 3303, 10 person seating capacity
    Equipment available:
    • GUEST wireless network
  • Tower Meeting Room - 3rd Floor, room 3100, 16 person seating capacity, 16 additional stacking chairs available
    Equipment available:
    • GUEST wireless network
    • Large (60") flat panel display
  • Videoconference Room - 3rd Floor, room 3203, 10 person seating capacity
    Equipment available:
    • Small (52") flat panel display
    • GUEST wireless network
  • Second Floor Conference Room - 2nd Floor, room 2104, 12 person seating capacity
    Equipment available:
    • GUEST wireless network
  • Teaching Lab 1 - 1st Floor, 15 person seating capacity
    Equipment available:
    • Projection screen
    • Data projector
    • Speakers, microphone
    • Laptops (15)
  • Teaching Lab 2 - 1st Floor, 28 person seating capacity
    Equipment available:
    • Projection screen
    • Data projector
    • Speakers, microphone
    • Laptops (28)
  • Teaching Lab 3 - 1st Floor, 12 person seating capacity
    Equipment available
    • Projection screen
    • Data projector
    • Speakers, microphone
    • Laptops (12)

Additional equipment available by request:

  • Data projector
  • Laptop
  • Podium with Microphone
  • Network cable to connect to wired network

Guidelines for Use

Library rooms can be reserved for events that support the mission of the library and/or the academic mission of the university. Reservations that fall outside of these missions might be canceled if a mission-related event requests the room.

The individual requesting room use is responsible for adherence to the following policies:

  1. Availability: Use is limited to:
    1. Monday through Thursday, 7:00 am to 10:00 pm;
    2. Friday, 7:00 am to 7:00 pm;
    3. Saturday and Sunday, 7:00 am to 7:00 pm
  2. Eligibility: CU Anschutz faculty, employees, and students are eligible to reserve rooms for events and purposes congruent with the mission of the library and/or the academic mission of the University. Use of Library facilities and space by external, non-affiliated entities requires a CU Anschutz sponsor which is a CU Anschutz member who will take responsibility for the non-affiliated group. Approval of written request is required and a rental agreement may also be required.
  3. Noise: Library rooms are not soundproof. Groups reserving rooms should be cognizant of the other users in the building.
  4. Deadline: A minimum of 24 hours advance notice is required in order to reserve and use any library space. When not being used for a scheduled function, most of the library meeting rooms are open for general use by the library’s customers.
  5. Furniture Placement: Furniture may be moved within the Meeting Rooms in order to accommodate special programs, but must be returned to the original arrangement at the conclusion of the activity.
    1. Drawings of the furniture layout are available in each room and should be consulted before room changes are made.
    2. For events held in the Tower Meeting Room, additional stackable chairs are available in the storage closet immediately outside the room. Access to this storage closet is available from library staff, and chairs must be returned to the closet at the end of the event.
    3. Failure to return furniture to its original placement will result in the assessment of a $50 fee to the individual reserving the room.
  6. Room Set-Up and Take-Down: University Facilities personnel can provide room set-up and take-down services for a fee. The individual reserving the room is responsible for making those arrangements.  
  7. Catering and Food Services: Food and beverages may be served in the meeting rooms. The University alcohol consumption policy applies to all Library rooms and spaces.
    1. A galley/staging area is available for use by catering staff for events held in the Reading and Gallery Rooms. The galley includes a sink, refrigerator and microwave.
    2. The galley is kept locked at all times; access to the room must be obtained from library staff. 
    3. Caterers and equipment rental company personnel should go to the service desk when arriving at the library to gain access to the galley or any of the meeting room spaces. Directions to the building and event spaces may be found on the Visit the Library page.
    4. Deliveries may be made at the library’s loading dock only and should not be left in any of the library’s corridors or entrances. Library personnel are not responsible for confirming deliveries.
    5. Catering personnel must clean the galley after use. Failure to do so will result in the assessment of a service and cleaning fee of $100 assessed to the individual reserving the room.
    6. Open flames and "sterno" product are not permitted.
  8. Clean-Up: Event hosts and/or catering staff are responsible for room clean-up.
    1. All trash must be removed. Large trash receptacles are available in the galley. Friday evening or weekend events require the removal of all food wastes to the dumpster located on the east side of the building along the service road.
    2. Cleaning supplies are available in the galley. Spills on the carpet are to be reported to Administration staff. Any expenses for extraordinary cleaning or repair of damages are the responsibility of the reserving individual.
  9. Audiovisual and Presentation Technology Support:
    1. Please identify requests for audio-visual equipment on the TSS Room Scheduler website.
    2. The Library has a limited number of audiovisual equipment items available on a first come, first serve basis. See the list at the end of this policy page.
    3. The GUEST wireless network is available throughout the library. If a network cable is needed, please identify that request on the TSS Room Scheduler website.
  10. Cancellation: If your event is canceled, please cancel the event in the campus event management system (EMS). If timely cancellation notice is not given, a cancellation fee may be charged

We want your event to run smoothly. Please don’t hesitate to ask about use of the rooms, or specific room details not covered by this policy document.

Directions to the Library, Deliveries, and Parking

Address: 
12950 E. Montview Boulevard
Mail Stop A003
Aurora, CO 80045

Directions: The campus is on the north side of Colfax Avenue, between Peoria Street and Fitzsimons Parkway. Click here to access the Visit the Library page.

Deliveries: Service road off Montview, immediately east of the Library. Loading dock available; ring for service. Do not attempt to park for extended periods; cars/trucks will be ticketed and/or towed at driver’s expense.

Parking: Visitor parking is available in the Ignacio, Georgetown, and Julesburg lots. Click here to access the interactive campus map for more information on parking.