William R. and Erlyn J. Gould Auditorium
The Gould Auditorium can be scheduled for library sponsored events and University sponsored events no more than 90 days prior to the event. The Gould Auditorium cannot be scheduled for use by groups or individuals outside the University of Utah.
Private Event – events to which only a defined set of attendees is invited, either with or without charge. These may include banquets, workshops, meetings, employee retreats, training sessions, parties, etc.
Public Event – events that are open, either with or without charge, to the campus and/or local community.
All private events will assess a $250 fee for the use of the auditorium, all public events will be free of charge.
A billable chartfield must be provided to the Marriott Library before a reservation can be confirmed. This chartfield is needed for either a public or private event reservation to verify the request is for a University Department. The Marriott Library reserves the right to cancel an event if a valid chartfield is not provided prior to the scheduled time.
If you would like to view the calendar for the auditorium, please visit the scheduler.
When requesting a reservation, please fill out the online request form, which will ask:
- Name, email, phone number, and department of requester.
- Name, email, phone number, and department of the person(s) who will be in attendance and in charge for duration of event.
- Primary department in charge of event.
- Other departments involved.
- Event title.
- Public or private event (see above).
- Description of how event supports the educational or professional purpose of the University.
- Valid chartfield from your University department.
- Number of expected attendees and who is invited to attend.
- Participant fees.
- Date of event.
- Arrival time of person(s) in charge.
- Any food service including the name of your caterer, their arrival time, and who will be meeting them at a public entrance.
- Whether you have event permits or food handler permits that may be necessary to provide food to the public.
- Timeframe for event.
- Signage intentions.
- Audio/Video Recording of the event (fees may apply and must be coordinated 2 weeks in advance of the event date)
- Setup style:
- Lecture style (a maximum of 193 total attendees)
- U-shaped boardroom style (a maximum of 35 total attendees)
- O-shaped boardroom style (a maximum of 46 total attendees)
- Banquet style (a maximum of 128 total attendees - 16 round tables with 8 tables at each table)
- Custom setup (requires additional approval)
- Please provide a description of furnishings or equipment being provided by third party vendors for an event and the schedule of their delivery and installation. Decorations or modifications to the Gould Auditorium should be limited to temporary decorations that do not require mounting objects from the ceiling or walls using implements or adhesives, including tape. 3M command products are permitted but are not provided by the library.
- Number of catering tables or extra tables required if applicable. The guest seating arrangement may limit the number of catering tables permitted.
A reservation in the Gould Auditorium includes the use of tables and chairs in one set up from the style options indicated above and the use of the presenter's podium. For a description of AV equipment available at the podium and in the room, click on the equipment tab above. All other needs for your event need to be supplied by you or a vendor (i.e. tablecloths, centerpieces, etc.).
There will be a $200 charge if your event creates a need for cleanup/custodial services beyond the typical daily maintenance.
You may use the caterer of your choice as long as they are licensed and insured. Marriott Library staff cannot meet caterers for coordination and cannot sign for goods or services. Caterers must use public entrances at all times; you must be their contact and able to meet them to accept delivery. If your caterer is not met by you and library staff needs to step in, a minimum of $50 will be charged.
Buying or selling of goods or services, panhandling, and soliciting donations of any kind is not allowed in the Library.
Sales in the Gould Auditorium must be approved by the Director of Facilities & Operations.
Events must begin and conclude within the posted library hours. Check Library hours for breaks and holiday hours prior to scheduling an event. Any event that extends beyond posted library hours will be subject to a $50 charge per hour or partial hour past closing or prior to opening.
The Gould Auditorium must be reserved a minimum of 5 business days in advance.
If the private event is canceled less than 24 hours before the scheduled time, the $250 fee will still need to be paid in full.
If the public event is canceled less than 24 hours before the scheduled time, a $100 fee will be imposed.
To maintain quality service and ensure that the Gould Auditorium can be cleaned and prepared for each event, there is only one event per day and one per weekend.
The Gould Auditorium has the following AV equipment installed in the room, which is available for your use.
One of our technicians will be on hand to provide assistance with operating this equipment when requested.
Wireless Lavalier Microphone
Wireless Handheld Microphone
Podcast recorder (requires a Podcast Producer Account to avoid technician fees)
Please include request for custom services from the list below in the Gould Request Form.
Regardless of the event type, all off-site events and large projects (requiring greater than 10 total staff hours, including recording and post-production) require approval from the Associate Dean of IT&DLS or the Dean of the Marriott Library.
Library events include Marriott Library staff meetings and candidate presentations, events organized by the Library and marketed as Library events, and events organized by University administration (Vice President level or higher). Audiovisual services are available at no charge. In order to conserve staff resources, a two-person recording crew will be used only if Student Computing Services deems it necessary for the production, or if it is approved by the Associate Dean of IT&DLS or the Dean of the Marriott Library.
Sponsored events are organized with participation from the Marriott Library and include the Marriott Library logo in marketing. Logo usage is subject to approval by Marriott Library Public Relations. The Event/Sponsors Review Group will review these events, and the Associate Deans will make a final decision regarding what audiovisual services are offered and at what rates.
Non-Library events include all other staff meetings, private events, and public events. Audiovisual services are available at full price. The Associate Dean of IT&DLS or the Dean of the Marriott Library may waive additional fees.
Approved by Library Services Committee 8/25/2016
Approved by Executive Committee 3/27/2017
Two weeks prior notice required. When scheduling a room, please include recording setup and cleanup time: 30 minutes before and after for option 1; one hour before and 30 minutes after for options 2 and 3. Questions about audiovisual services and fees can be directed to Devin Donaldson at 801-587-9552.
|Setup of in-room audiovisual equipment||Free|
|Projector and/or audio in Katherine's Courtyard
(Subject to approval and the Katherine's Courtyard Policy)
|$30 setup + $10 per hour|
|Recording option 1 - Audio and screen capture||Free|
|Recording option 2 - Two stationary cameras||$45 setup + $30 per hour recording|
|Recording option 3 - One staffed camera, one stationary||$45 setup + $60 per hour recording|
|Video on demand on stream.lib.utah.edu||Free|
|Post-production (editing, DVD authoring, graphics)||$30 per hour|
|DVD, basic||$2.50 per disc|
|DVD, printed label and jacket||$10 per disc|