Reservations are not being accepted for Fall 2020 or Spring 2021
Agreement between the George A. Smathers Libraries, and
NOTE: We can only accept reservations during the times that the Smathers library is open:
Monday-Thursday 8am-6:30pm or Friday 8am-4:30pm
We cannot accept requests for weekends.
NOTE: Room will be set to unlock at your setup time. Please call 273-2505 if the room is not unlocked at that time. Thanks!
NOTE: ONLY SEATING for 120. 304 persons allowed per fire code.
This Agreement Is Subject To The Following Terms and Conditions:
1. Availability:
Smathers Library Room 100 is available for rent to approved University of Florida departments, and
agencies. No event is held on the calendar until this Agreement is signed and returned by Sponsor to
the George A. Smathers Libraries Administration Office. Approval is contingent upon the number of
events and programs already scheduled and the appropriateness of the proposed event. Days and
hours available for rental are Monday-Thursday (8am-7pm) and Fridays (8am-6pm). Reservations
are not accepted for Saturdays or Sundays, or any other days/times the University of Florida and/or
Smathers Library is closed.
2. Costs:
Sponsor agrees to pay a $200.00 per day rental fee. Sponsor agrees to pay a $75 technology fee if
audio/visual needs exceed use of the podium microphone.
3. Décor:
Décor must be approved in advance by the George A. Smathers Libraries Administration Office. Candles,
confetti, glitter, rice/bird seed, or similar items may NOT be used. ADHESIVE PRODUCTS ARE PROHIBITED
FROM USE IN THIS ROOM. UNDER NO CIRCUMSTANCES WILL TAPE, PINS OR OTHER MATERIALS BE
USED TO POST OR HANG banners, posters, flyers, etc to the walls, millwork, cabinets or display cabinets
(including glass doors). No banners may be hung on the exterior of Smathers Library Room 100 without
permission from the George A. Smathers Libraries Administration Office.
4. Food:
NOTE: STERNO MAY ONLY BE USED BY A PROFESSIONAL CATERING COMPANY.
FIRE EXTINGUISHER CABINET LOCATED TO LEFT OF MAIN ENTRANCE.
NOTE: Kitchen facilities are not available.
5. Alcohol:
No alcoholic beverages may be sold at the event.
B. Alcoholic beverages may not be served during regular business hours (Monday - Friday,
8:00 a.m. - 5:00 p.m.).
C. All persons participating in approved events must adhere to Florida Statute 562.11
regarding alcoholic beverages.
FS 562.11 - It is unlawful for any person to sell, give, serve, or permit to be served alcoholic beverages to a person under 21 years of age or to permit a person under 21 years of age to consume such beverages on the premises.
D. Student groups that wish to serve alcohol must provide the George A. Smathers Libraries
Administration Office with a copy of their approved program permit from the UF Office of Student
Activities. Any UF group that wishes to serve alcohol at an event where students will be in
attendance must provide the George A. Smathers Libraries Administration Office with a copy of
their written approval to do so from the Dean of Students.
6. Audio/Visual:
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.Sponsor shall meet with a George A. Smathers Libraries Administration Office representative
at least two weeks prior to the event to finalize arrangements. If Sponsor fails to meet with a
George A. Smathers Libraries Administration Office representative at least two weeks prior to
the event, the George A. Smathers Libraries Administration Office, at its option, may deem
Sponsor non-responsive and cancel the event. Sponsor will be notified via email.
B. All set-up arrangements, including point of delivery of set-up equipment and personnel, arrival
of caterers, etc., must be confirmed with the George A. Smathers Libraries Administration Office
not less than seven days prior to the event.
C. 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 must be avoided.
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 on page 1 of this Agreement shall act as
manager of the event, ensuring all aspects of the event comply with the 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 on page 1 of this Agreement.
B. All notices required to be served on the George A. Smathers Libraries shall be sent by email to lib-conf-smathers100@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.
Type your name and select today's date to show you have read and agree to the above terms and conditions.
Submitting this form does not secure the room. Someone will contact you within 24 hours to confirm this reservation request.
