Reserving a Room in the Mathewson-IGT Knowledge Center

General Room Policy:

The Mathewson-IGT Knowledge Center is primarily for student and university entity use with no fee. Food and beverages are allowed in most rooms except the Auditorium. Rooms are set up for general use primarily with fixed seating. The reserving group is responsible for restoring the room and furniture to its original setup and insuring that the space is clean. The reserving group will be held liable for any theft or damage to the facility. All meetings, classes, or special events must occur within posted operating hours. Scheduling of rooms is by single date or ad hoc events except for Floor 5 Group Study Rooms and room 215 (after 4 p.m.). Same-day Group Study Room reservations must be made no later than four hours prior to requested time and before 4 p.m. to show up on the printed room cards. Group Study Rooms can only be scheduled by groups with two or more people for no longer than four hours. Regularly scheduled classes may use the facilities but not as a replacement for Ad-Astra assigned campus classrooms. Room reservations should be cancelled if the group’s plans change and the space is no longer needed.

Reception/Event Rooms Reservation Policy

Purpose: The Mathewson-IGT Knowledge Center is a showpiece for the campus. The building is in high demand for meeting and special event space, attractive for its architectural interest and beauty as well as for its proximity to parking, athletic, and student services facilities. The room reservation policy was created for several reasons:

• to preserve the beauty and condition of the facility and its furnishings
• to preserve an atmosphere conducive to learning and research, the primary purpose of the facility. Reservation policies will minimize noise and disruption and limit the use of the building for special events in order to preserve its learning and research purpose, especially during peak times of academic year.
• to ensure compliance with state fire and safety codes in order to protect inhabitants at all times.

1. University units and groups, including registered student groups and University sponsored groups, may apply to use the event rooms in the Mathewson-IGT Knowledge Center for educational, cultural, or fund-raising events. Reservations are subject to approval of the Vice President for Information Technology/Dean of Libraries.
2. Event rooms are available one-half hour after the Knowledge Center opens to one half hour before the building closes, including weekends. Regular fall and spring semester hours follow. The schedule varies for holidays and academic breaks.
    
   Monday through Thursday, 7:30 a.m. – midnight
   Friday, 7:30 – 6 p.m.
   Saturday, noon – 6 p.m.
   Sunday, noon – midnight
    
   Event rooms cannot be booked during peak study/use times. Blackout periods begin the Sunday of the week before dead day and continue through the end of finals during Fall and Spring semesters. For example: Fall 2008, black-out dates are November 30 through December 18. Other black-out dates may be imposed, as necessary, depending on campus activities and student needs.
3. The use of amplification equipment in event rooms is discouraged due to the disturbance it creates for those using the Knowledge Center for study and research. Presentations or entertainment activities that prompt noise, e.g. a musical performance, must be approved by Knowledge Center administration in advance. Teaching and Learning Technologies will deliver, set-up, and provide instruction on using approved audio and visual equipment. Equipment requests should be made with your room reservation. For equipment delivery, set-up, and instruction, please contact TLT at:
    
   Phone: 775-784-6085 x 1
   Email: classroom@unr.edu
   Location: Cain Hall, Room 113 (Mail Stop 0322)
4. Event coordinators are responsible for all arrangements with campus catering in accordance with university food service and alcohol policies, UAM 5,312-5,313. Catering service may be requested through Silver and Blue Catering at 784-6143. Catering set-up must be coordinated with Knowledge Center administration. Catering service is responsible for removal of food immediately after events. Catering table requests should be made when reservation is booked by the Knowledge Center administration.
5. It is the responsibility of event organizers to coordinate furniture arrangements and set-up with Knowledge Center administration, which will ensure that plans meet fire and safety codes. It is the event coordinator’s responsibility to make arrangements for the delivery of any furnishings the Knowledge Center cannot provide. The Knowledge Center does not have or provide linens or other table decorations. Existing furniture and furnishings may not be removed from any space. Furnishings may not be rearranged without prior agreement of Knowledge Center administration. Outside delivery of furnishings and equipment must be approved by Knowledge Center administration. All decorating, signage, and related activities are the responsibility of event organizer(s), in accordance with fire and safety codes.
    
   A site walk-through will be required to ensure coordination of event planning with Knowledge Center operations staff and should be made when the reservation is made.
6. Tobacco products are not permitted in the Knowledge Center. Open flames, hot plates, space heaters, extension cords, and electrical appliances also are prohibited without written consent of the Knowledge Center’s administration.
7. Event organizers are responsible for the financial cost of any damage to the facility or furnishings by an event organizer(s), staff, or attendees.
8. Reservations must be made at least 10 business days in advance of the event. Reservations will be accepted up to one year in advance. Tentative dates will be held for 2 weeks only. Contact Knowledge Center Administration to confirm availability and make reservations by calling 682-5684.
9. In the event severe weather or other emergency cause a delay or cancellation of classes or closure of offices, room reservations during that period will be cancelled.

Violation of these policies may result in denial of future requests.

Reception/Event Room Descriptions

The Main Lobby, the Whittemore Tower Entry and Gallery, and the Carol Franc Buck Sculpture Garden are available for stand-up events only. Arrangement of event tables and other approved furnishings in these spaces will be configured during the pre-event walk through. Existing furniture and furnishings may not be removed from any space. Furnishings may not be rearranged without written approval of the Knowledge Center’s administration.

Outside delivery of furnishings and equipment must be approved by Knowledge Center administration. It is against fire and safety regulations to exceed the maximum room capacity. Room capacity and egress regulations must be observed at all times or events will be shut down.