The rooms are only available Monday-Thursday (8am-6:30pm) and Fridays (8am-4:30pm). We cannot accept requests for weekends. Please update your reservation accordingly.
Equipment requests must be made at least two weeks prior to the event. Depending on the complexity of the Sponsor's audio-visual requirements, Sponsor may be allowed to bring in Sponsor's own equipment.
In such Event, Sponsor is responsible for ensuring that the equipment is compatible with the George A. Smathers Libraries system. The George A. Smathers Libraries cannot provide technical support. Sponsor is responsible for any damage to George A. Smathers Libraries' system.
7. Set-up:
A. The doors at the main entrance to the Smathers Library building may not be propped open to admit people attending the event. This produces a strain on the HVAC system and can result in costly repairs.
B. There are 45 tables and 120 chairs in the room. You are permitted to bring in additional tables and seating. The tables and chairs already in the room must not be removed. If you rearrange the tables and chairs, you must return them to their original set-up.
8. Clean-up:
The room should be left in the same condition as it was prior to the event. Clean up includes the below and is the responsibility of Sponsor:
A. Removal and proper disposal of food, beverages and all other garbage to dumpsters located outside of Smathers Library in the Library West Service Drive.
B. Wiping down of all tables (cleaning supplies provided in cabinet behind podium).
C. Vacuuming of any areas needing attention (vacuum cleaner provided).
D. Return of tables and chairs to default room set up (lecture style seating-floor diagram available on wall near light switches) *** this includes pushing in all the chairs if you did not rearrange the space.
E. Upon exit of the space, turning off the lights & shutting doors and making sure they are locked.
If any of the above standards are not completed by Sponsor, said Sponsor will not be permitted to reserve Smathers Library Room 100 in the future.
9. Damage and Insurance:
A. Any damage shall be reported to the George A Smathers Libraries Administration Office as soon as said damage is discovered.
B. The George A. Smathers Libraries Administration Office has the right to inspect and determine damages up to 48 hours after each event and to determine whether an outside vendor will be needed for repairs. Sponsor will be notified in writing.
C. If any portion of Smathers Library Room 100, its facilities and equipment is damaged by any act, emission, default or negligence of Sponsor, its agents, employees, patrons, guests, or any person admitted to Smathers Library Room 100 by Sponsor, the Sponsor shall pay the George A. Smathers Libraries, upon request, the sum equal to the cost of repairing the damages and restoring Smathers Library Room 100 to the condition existing at the beginning of the event.
D. The George A. Smathers Libraries and the University of Florida shall not be responsible for any loss or damage to personal property placed in or about Smathers Library Room 100. Sponsor shall hold the Library and University harmless from all claims arising out of loss or damage to such property.
10. Event Changes:
Sponsor understands that any changes in time, number of people, set-up, etc., must be made in writing and forwarded to the George A. Smathers Libraries Administration Office at least one week prior to the event. While Library Administration will try to accommodate Sponsor's changes, Sponsor understands that due to limitations in space and personnel, George A. Smathers Libraries may not be able to do so. The decision to accommodate Sponsor's changes shall be solely at the George A. Smathers Libraries Administration Office discretion. Approval of all changes will be made in writing.
11. Sponsor Representative:
A. The individual named as the Sponsor's contact person in this Agreement shall act as manager of the event, ensuring all aspects of the event comply with the University of Florida Event Regulations and Policies as well as George A. Smathers Libraries policies and guidelines. This includes, but is not limited to, the activities of performers/entertainers, delivery personnel, and caterers. Sponsor's contact person shall also serve as Sponsor's agent for receipt of notices under this Agreement, at the address shown as the Sponsor's address in this Agreement.
B. All notices required to be served on the George A. Smathers Libraries shall be sent by email to lib-conf-smath-100@uflib.ufl.edu or by mail to the following address:
George A. Smathers Libraries Administration
University of Florida
P.O. Box 117000
Gainesville, FL 32611
C. Changes to aforesaid representatives and addresses may be made by written notice sent to the above address.
12. Miscellaneous:
A. This Agreement includes all the terms and conditions agreed upon by the parties and no oral agreements or representation shall be valid or binding upon the parties hereto, and this Agreement may not be modified in any manner except by written agreement signed by both parties hereto.
B. This Agreement is not binding until executed by all parties.
C. If the event contemplated by this Agreement cannot take place due to an event beyond control of the parties, including, but not limited to, war, riot, terrorism, explosions, floods, fires, tornados, hurricanes and acts of nature, then neither party will be liable for any damages due to the cancellation of the event.
D. The George A. Smathers Libraries does not provide parking for events. Parking arrangements may be made through the University of Florida Transportation and Parking Department
(see http://parking.ufl.edu/parking-at-uf/event-parking/). Parking regulations apply to ALL vehicles.
E. Smathers Library Room 100 does not have a business center, and will not be able to provide copying, printing or faxing.
F. Tobacco use is prohibited in all areas of the University campus. See regulation UF-2.022 No Smoking and Tobacco Use
