FAQs About Events at RIT Libraries
RIT Libraries host a variety of ongoing series as well as some one-time special events. Not only does the library create events of its own, but many other departments enjoy using various areas within our building to host their unique gatherings. The Idea Factory on the first floor is a multipurpose room where many events take place. The room can be set up in various configurations to suit a particular event. The Soapbox is located at one end of the Idea Factory, and it serves as a suitable stage for guest lecturers. We have a sound system in the room and also can easily set up for multimedia presentations with the help of the Educational Technology Center (ETC) Department. The cafe, Java Wally's at RIT Libraries, is also a popular spot for small events and gatherings. With the obvious benefit of gourmet beverages and treats, it is the site for smaller events hosted by many departments.
We want everyone within the RIT community to know that they are welcome to use our facilities for any appropriate gatherings or events. Below, we try to answer some of the FREQUENTLY ASKED QUESTIONS that many have. If your question is not addressed here, please contact Sue Roethel (smrwml@rit.edu or call 585-475-2028) for more specific answers. Sue is our Events and Public Relations Coordinator, and she has great experience in organizing and executing plans for events small and large.
FREQUENTLY ASKED (EVENTS) QUESTIONS
Q: What areas of the Library can be reserved for events?
A: There are a number of areas available to you. The Idea Factory is a large, multipurpose room adjacent to the cafe. It can be reserved for large events, and can comfortably accomodate approximately 200 people.
Q: What should be my first step in scheduling an event?
A: We urge you to begin by contacting Library Events and Public Relations Coordinator Sue Roethel. Sue (smrwml@rit.edu or call 475-2028) will save you time by offering friendly advice and will gladly answer your questions. We want your event to be as successful as it can be, and we will collaborate with you to ensure that all goes smoothly.
Q: Can the Library help us with ordering refreshments too?
A: Yes, but only if you provide appropriate lead-time. As early as possible, we urge you to contact Sue Roethel to discuss what you have in mind. You should be ready with an estimate of budget limits and be able to project the number of attendees for your event.
Q: How much advance notice must be provided, in order to schedule use of Library space?
A: In short, the more the better. We recommend a month's notice whenver possible, but we can work with short notice too. The better organized you are, the more successful your event will be.
Q: Does the Library help with marketing outside events, or are we supposed to handle that?
A: Our events and marketing staff is not able to accomodate promotions for outside (non-Library-initiated) events. So, you should take a proactive role in using other resources to promote and advertise your event. We can help with some advice, and you are welcome to contact our Marketing Communications Specialist, Bob Chandler (rrcwml@rit.edu or call 475-4716) for a discussion.
Q: Are ALL Library-sponsored events FREE?
A: It is extremely rare that any Library event would have a fee or admission charge associated with it.
Q: Where is the Idea Factory?
A: The Idea Factory is a large, collaborative space adjacent to Java Wally's cafe on the first floor of Wallace Library (Bldg. 5). Just go past the Circulation Desk and turn left. Or you can go through the cafe and exit out the double-doors at the rear.
Q: Where is Java Wally's?
A: Java Wally's @ RIT Libraries is located off the Outer Lobby near the front of Building 5 (first floor).
Q: Is there a sound system in the Idea Factory or in Java Wally's?
A: We recently added a state-of-the-art sound system to the Idea Factory. We can help you with arrangements and answer any questions you may have regarding tapping into the system.
Q: Who can hold events in the Library?
A: Any members (faculty, staff or students) have access to the use of specific Library space, provided they abide by any restrictions that are in place. We sometimes invite non-RIT people to make presentations, too. Contact us for more details before planning your event.
Q: What if I want to serve food or drink at my event?
A: Food and beverages are allowed within most areas of the Library. You are responsible for leaving the building in clean and orderly condition.
Q: What if I need equipment for my particular event?
A: We can help you with that. Often, we recommend working with ETC to set up events. It depends on the event and the particular needs, but sometimes we have the equipement you need and can make it available for your event
Q: Can you close off the Idea Factory or Java's for private events?
A: For special ocassions, we sometimes can close off a portion of The Idea Factory for the duration of an event. But we generally do not want to deprive students of access to the room. It is a decision made on a per-event basis. Contact us to discuss the details and we'll work with you.
Q: Are Library events generally open to the public?
A: Most Library events are open to everyone, including the non-RIT public. By the same token, most events are only advertised on our RIT campus, so it is rare to draw the general public to any events.
Q: Are there interpreters at every event?
A: Occasionally, we make arrangements to provide an interpreter for Deaf and Hard-of-Hearing attendees. But, in general, you have the responsibility of coordinating this with the Interpreting Office. To request services, please visit http://www.ntid.rit.edu/accessservices.
