Meeting & Advertising
Detailed information is provided in each section below, including contact info for requesting reservations or permission to advertise in the library. Please note that while we try to respond quickly, it may take up to three business days for Library staff to process requests. Requests from outside groups working with the UP community may also be considered under these policies.
Space Reservations
Library meeting spaces are available for reservation when the facilities are not needed for classes, activities or programs sponsored by the Library. In all cases, use of the space must occur only during open library hours and participants must adhere to library policies.
Clark Library spaces are not available for regularly scheduled classes, meetings or events over the course of a semester. Exceptions to this policy may be made on an individual basis, according to space availability.
Please note that there is a separate policy and procedure for reserving group study rooms.
The library has a large conference room on the Level Two (room 222). Any UP department or UP student group with a faculty or administrative sponsor may request to use the conference room. Scheduling priority is given to meetings, events, and programs administered or sponsored by the Library. Groups reserving this space must be larger than 4. Seating capacity is 20.
The conference room has a large wall-mounted monitor which may be accessed in one of two ways:
- Users may connect their laptop to the conference room monitor via an HDMI cable available in the room. Adaptors are available for check out from the Service Desk on Level One if needed.
- Conference room equipment also includes a wireless keyboard and mouse which work with a built-in PC connected to the large monitor.
Additionally, there is a Meeting Owl in the conference room to assist with hybrid meetings.
Contact AV Services (503.943.7774 or av@up.edu) or use the technology manual in the conference room for more information.
- To reserve the Conference Room: Email library@up.edu.
The Parberry Reading Room on the Level Two is primarily an open study space with seating available on a first-come, first-served basis. However, this flexible space may be reserved for small special events such as author readings, sabbatical presentations, etc. Reservations for the use of this space are subject to approval from the Dean of the Library. Groups reserving this space must be larger than 10. Seating capacity is 25.
- To reserve the Parberry Room: Email library@up.edu.
The primary purpose of the classroom (room 211 on the Level Two) is to support information literacy classes taught by Library faculty. The classroom is available on a limited basis after the first six weeks of fall and spring terms (or the first 2 weeks of each summer term), and when the classroom is not used for quiet study space. Faculty, staff, or UP departments or student groups with a faculty or administrative sponsor may request to reserve the Classroom. Seating capacity is 40.
The classroom has a standard classroom technology podium connected to dual projection monitors and screens. Audio is available through ceiling-mounted speakers, and a microphone is provided. A document camera is also available. Support for all equipment is available through Audio Visual Services, 503.943.7774 or av@up.edu.
- To reserve the Classroom: Email reference@up.edu. Reservations for use of this space are subject to approval by the Reference and Instruction Librarians.
The Quiet Study Lounge (room 223 on the Level Two) is primarily designated as a quiet space that offers soft seating and study tables available on a first-come, first-served basis. However, any UP department or UP student group with a faculty or administrative sponsor may request to use the space for events with more than 5 people. There is an overhead projector and screen available for use. Contact AV Services (503.943.7774 or av@up.edu) for support in using the equipment.
- To reserve the Quiet Study Lounge: Email library@up.edu.
The Digital Lab, located in Shiley Marcos Center for Design & Innovation Room 301, offers a variety of spaces for creating multimedia art projects.
Main Lab
Faculty and staff may reserve the main lab (equipped with 14 Apple workstations and projection) for technical demonstrations or instruction sessions on topics related to software for creating multimedia. The lab’s coordinator can assist in creating demonstrations suited to course needs or professional development. Email velazco@up.edu, or call José Velazco, Library Digital Lab Coordinator, at 503.943.7602 for reservations.
Audio and Image Production Studios
Students, faculty, and staff may reserve the Audio and Image Production studios to create podcasts, edit video, and capture high quality photos using studio lighting. Reservations can be made in person by visiting the lab during its hours of operation.
Advertising Requests
If approved, the library has one table and 2 chairs which groups may set up for tabling activities or displays. Only one group may use the entryway at a time, and reservations are limited to 3 hours per day up to a maximum of 12 hours per month.
- To request permission to table in the entryway, email library@up.edu. In the email, include event name, sponsoring group name, and requested dates and times.
If approved, groups may distribute up to 30 table tents on Levels One and Two of the library for up to 14 days. Table tents are not permitted in study rooms, on tables designed for single-person use, or anywhere on the quiet floor (Lower Level). Groups must remove table tents within 2 days after the advertised event. No more than 2 groups at a time will be permitted to distribute table tents in the library.
- To request permission to use table tents in the library, email library@up.edu. In the email, include event name, sponsoring group name, and requested dates.
If approved, groups may use up to 3 rolling whiteboards for up to 7 days, and groups should remove promotional notes after the event date.
- To request permission to use library whiteboards, email library@up.edu. In the email, include event name, sponsoring group name, and requested dates.
If approved, groups may provide up to 30 copies of an informational handout for distribution at the main Service Desk. Handouts will be displayed for up to 14 days and no more than 2 groups at a time will be permitted to distribute handouts at the Service Desk.
- To request permission to display informational handouts at the Service Desk, email library@up.edu. In the email, include sponsoring group name, description of the handout or attached electronic copy of the handout, and requested dates.
The bulletin board in the library's printer area is managed by Student Activities and all flyers must be sent to them for approval and distribution. Posting flyers is not permitted elsewhere in the library.
Food and beverages may be served in Clark Library meeting spaces. (See the library's full Food and Drink policy).
Catering at University of Portland is provided by Bon Appetit Management Company. If you need to order catering for your event, please contact Bon Appetit (503.943.8153) to make arrangements.
If set-up time is needed, this must be noted in your space reservation request to avoid conflicts with other reservations. Similarly, users are asked to be conscientious about adjourning on time and ensuring the cleanliness of the room as they leave. Any problems should be reported to the Service Desk staff on Level One.
Changes and cancellations to existing space reservations and advertising requests should be made in writing:
- For Conference Room, Parberry Room, or Quiet Study Lounge reservations and all advertising requests, email library@up.edu.
- For Classroom reservations, email reference@up.edu.
The Library has the right to reschedule or cancel reservations up to 3 days prior to the event.
Permission to use library spaces does not constitute endorsement of any event.