Facilities & Rental Info

Reservations Guidelines

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Reservations

  • Priority will be given to programs using Special Collections and/or other Library collections; and those events and programs that clearly support faculty and student use of Library resources.
  • The Harrison Institute will accept room reservations for the fall semester starting the first week of March for the next school year. Reservations for the spring and summer semesters will be taken the first week of October.
  • Reservations will not be accepted for regular weekly meetings.

Care of Building

A member of the Harrison Institute/Small Library staff will be available throughout the event to ensure space availability, that reasonable care is exercised in the use of the space, and to secure the building following the event.

  • All events, including the setup, breaking down and cleaning up of an event must end by 11:00 p.m. to accommodate the closing of the facility.
  • Only Harrison Institute/Small Library furniture may be used for events.
  • No furniture may be placed in the stairwell area or in the doorway between the stairwell and the vaulted hallway on the first floor of the Harrison Institute/Small Library building.
  • Carpets and floors must be protected from water and spillage in bar and serving areas by exercising care and using appropriate coverings.
  • No decorations may be taped, tacked, stapled, nailed, or glued to any surfaces.
  • The renter will be held liable for any damage caused to either furnishings or the building itself.

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Catering Guidelines

Event organizers are responsible for making their own catering arrangements with an approved caterer (pdf) . Flowers, linen rentals, etc. can also be arranged through your caterer.

The following guidelines for caterers are also available for download in PDF format .

  • In order to ensure access to the Harrison Institute/Small Library building, the caterer's time of arrival must be a predetermined specific time that is scheduled and confirmed in advance with Harrison Institute/Small Library staff.
  • Any advance delivery or post-event pick-up of any materials must be at a specific time that is scheduled and confirmed in advance with Harrison Institute/Small Library staff, in order to ensure access to the Harrison Institute/Small Library building.
  • A Library staff member must be on hand to coordinate and supervise any use of the pathway from the loading dock to the Harrison Institute/Small Library.
  • Tables and chairs are available for your event. Harrison Institute will provide staff to setup/breakdown the rooms. Specifics must be discussed with the Harrison Institute Coordinator in advance. It will be the responsibility of the event organizer to inform the caterer of setup details.
  • No furniture may be placed in the stairwell area or in the doorway between the stairwell and the vaulted hallway on the first floor of the Harrison Institute/Small Library building.
  • Open flames are prohibited for lighting/decorative purposes, including but not limited to votives, candelabra, lanterns.
  • Propane burners are prohibited.
  • Chafing dish flames may be permitted on a case by case basis.
  • The convection oven may be used only for reheating foods. Cooking is prohibited.
  • No decorations may be taped, tacked, stapled, nailed, or glued to any surfaces.
  • A member of the Harrison Institute/Small Library staff will be available throughout the event to ensure space availability, that reasonable care is exercised in the use of the space, and to secure the building following the event.
  • Carpets and floors must be protected from water and spillage in bar and serving areas by exercising care and using appropriate coverings.
  • The caterer is responsible for removing all debris, breaking down furniture as needed, and leaving the space in a clean, usable condition at the end of the event. The caterer is responsible for wiping table and counter surfaces, sweeping and mopping uncarpeted floors, and vacuuming carpeted floors.
  • All events must end by 11:30 p.m. to accommodate the closing of the facility; this includes breaking down and cleaning up of the room.

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Parking

Event organizers are responsible for making their own parking and transportation arrangements. Please contact Parking and Transportation at (434) 924-7231.



Rate Schedule

Descriptions of available spaces

PLEASE NOTE:

  • ALL EVENTS/MEETINGS HELD IN THE SEMINAR ROOMS MUST END BY 5:00 PM.
  • UNIVERSITY DEPARTMENTS AND STUDENT ORGANIZATIONS ARE ONLY CHARGED WHEN CERTAIN CRITERIA ARE MET.
  • THERE IS AN ADDITIONAL CHARGE FOR EACH EVENT INVOLVING FOOD AND DRINK. ALL EVENTS MUST BE CATERED BY AN APPROVED CATERER .
Room Student Rate Departmental Rate Non-University Rate
Auditorium $200.00 $200.00 $200.00
Morris Seminar Room (318A) No Charge No Charge $100.00
Byrd Seminar Room (318) *No Charge unless a/v equipment is used or food is served
$100.00 		*No Charge unless a/v equipment is used or food is served
$100.00 		$100.00
Morris/Byrd Combined *No Charge unless a/v equipment is used or food is served
$150.00 		*No Charge unless a/v equipment is used or food is served
$150.00 		$150.00

Additional charges*

* Apply when event involves food/drink and or a/v. All events must br catered by an approved caterer .

Event Type Fee Fee applicable to
Catered Reception $200.00 Student Organizations, Departments. Non-University
Seated Banquet/Reception $300.00 Student Organizations, Departments. Non-University
Light Refreshments $100.00 Student Organizations, Departments. Non-University

Contact

For further information, please contact:

Linda G. Bowling
Event Coordinator
Phone: (434) 924-6109
Fax: (434) 924-3832
email: bowlingl@virginia.edu

rev. 12/17/2004

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