William R. & Erlyn J. Gould Auditorium

1. Policy Scope
   1. The primary purpose of the Gould Auditorium is to provide the J. Willard Marriott Library with a multipurpose space suitable for large gatherings of more than forty people.
   2. A secondary purpose of the Gould Auditorium is to provide a multipurpose space for other campus events of more than forty people.
   3. Scheduling policies preserve the Gould Auditorium’s ability to fulfill its primary purpose, while also permitting secondary uses wherever practical and appropriate.
2. Definitions
   1. 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.
   2. Public Event – Events that are open, either with or without charge, to the campus at large and/or local community.
   3. Academic Event – A class session, lecture, meeting, workshop, performance, or training related to a University course offered by a degree or certificate granting program at the University of Utah
3. Policies
   1. The Gould Auditorium, may only be scheduled by a formally constituted University of Utah college, department, or organization and must be able to provide a valid University chartfield at the time of the scheduling request.
   2. The Marriott Library may reserve the Gould Auditorium for library events at any time to meet the business needs of the organization.
   3. The Gould Auditorium may be reserved for use by University of Utah organizations on a first-come/first-served basis, no more than 120 days prior to the event and no fewer than 5 days prior to the event.
   4. University of Utah instructors may hold a one-time academic event or class session with expressed needs for a large space once each semester per course in the Gould at no charge, subject to availability and to the other rules outlined in this policy.
   5. Recurring meetings or events may not be scheduled in the Gould by non-library individuals or organizations.
   6. There is a $400.00 fee for each private and public event.
   7. There is no charge for an academic event (class session) or a library event.
   8. If a scheduled event is canceled fewer than 24 hours prior and setup has been completed, a $100 fee will be imposed.
   9. Only one event may be scheduled in the Gould per weekday or per weekend. Events that conclude outside normal business hours Monday – Friday 8:00 am – 5:00 delay the availability of the next possible reservation so maintenance can be performed in between events.
   10. Decorations or other modifications to the room must be temporary and fully removable or reversible; adhesive products such as cellophane tape, duct tape, and glues are not permitted; nails, screws, or staples on the walls or ceiling are not permitted; glitter and confetti are not permitted. There will be no exceptions to this policy.
   11. A reservation will be confirmed upon receipt of a billable University of Utah chartfield. The Marriott Library reserves the right to cancel an event if the chartfield provided is incorrect or incomplete. Payment will be processed during the first week of the month following the event.
   12. Additional fees may be assessed after the event has taken place under these circumstances:
       1. All events must begin, including setup and catering time, within the posted library hours and conclude one hour prior to the posted library closing. Holidays and breaks have reduced hours. Exceptions may be allowed on a case-by-case basis and must be approved by the Dean prior to reservation. Such events are subject to a $50 charge for each hour (or portion thereof) that the event extends beyond the Library’s posted hours.
       2. If the event creates a need for cleanup and custodial beyond typical daily maintenance, a $200 cleanup fee will be charged.
       3. Fees may be assessed in the event of damage to the room or its equipment in line with the extent of the damage.
       4. Fees may be collected according to the Audiovisual package and recording option.
   13. Library employees are responsible for the setup of the Gould Auditorium for all events and for enforcing occupancy limits and accessibility standards.
   14. Events external to the library must have their own event coordinator and are responsible for coordinating with caterers and any external service providers. Caterers and other outside service providers must use public entrances to the building.
   15. All event attendees, whether or not affiliated with the University of Utah, are required to abide by the Library’s policies of patron behavior .
   16. In unusual circumstances, events may be granted an exception to the policies listed, particularly for campus-wide events, but must be approved by library administration prior to reservation.
4. Services Provided
   1. A reservation includes the use of tables and chairs for one setup in one of the following styles:
   2. Lecture style (maximum 193 seats)
   3. U-shaped boardroom style (maximum 44 seats up to 52 with a backrow)
   4. O-shaped boardroom style (maximum 52 seats)
   5. Banquet style (maximum 128 seats – 16 round tables with 8 chairs at each table)
   6. Customized setups must be approved at least two weeks in advance of a reservation and are subject to additional fees.
   7. A reservation also includes use of the speaker’s podium with microphone, and the computer and projection equipment currently installed in the room. Basic setup assistance will be provided at no charge, upon request. Additional audiovisual and custom technical support is available at an additional charge and must be requested at least two weeks prior to the event. A description of the equipment and services available can be found under Facility Fees. The Gould Auditorium contains installed audiovisual streaming and recording equipment that may only be operated by Library personnel.
5. Responsible
   1. 1. Policy owner: Facilities Management
      2. Policy approved by:
         1. Executive Committee: May 23, 2016
         2. Executive Committee: June 8, 2020
         3. Executive Committee: June 10, 2024
6. History
   1. 1. Revised: March 6, 2017 Executive Committee
      2. Revised May 20, 2020
      3. Earlier Versions: Policy Archive Folder 

Note: Policies should be reviewed at minimum every three (3) years.