Green Room Reservation Policies
General Information
The Green Room is available to Michigan State University faculty and staff for meetings, trainings, workshops, and other academic functions as approved by the Library. Priority is given to events that support the library’s mission. The Green Room is not available to student groups/organizations or the general public. Faculty and staff interested in hosting social or multi-day events are encouraged to explore alternative campus venues such as the Kellogg Hotel & Conference Center or the MSU Union.
The Green Room can be reserved Monday through Friday between the hours of 8:00 a.m. and 5:00 p.m. The Green Room is not available the week before or during finals, on weekends, or on University holidays.
Due to high demand, use of the Green Room is limited to one reservation per month per department during the fall and spring semesters. The Library reserves the right to refuse any reservation request.
Reservation requests must be submitted via the Green Room Reservation Request Form at least ten business days prior to the desired event date. The Library will accept reservation requests up to one year in advance. A 48-hour hold may be requested via email or phone if the space is available.
Room Rental Fee
For reservations confirmed on or after February 1, 2023, the Green Room rental fee is $300. This covers a 4-hour rental period and includes the rental group’s setup and teardown times. Please see the chart below for updates to our A/V support options. Additional hours are subject to room availability and will be charged at a rate of $100 per each additional hour.
Room Setup
Room setup is included in the room rental fee. Additional tables (registration, display, presenter), easels, and a whiteboard are available upon request. With the exception of one easel, furniture and other equipment may not be removed from the room.
Audiovisual Technology
- Level 1 – Included in the room rental fee
- Level 2 – $100
- Level 3 – $200
| A/V Support | Level 1 | Level 2 | Level 3 |
|---|---|---|---|
| PC with wireless internet access | ✓Included | ✓Included | ✓Included |
| (2) LCD projectors and (2) screens | ✓Included | ✓Included | ✓Included |
| Lectern with (1) wired microphone | ✓Included | ✓Included | ✓Included |
| (1) Lapel or Handheld microphone | ✓Included | ✓Included | ✓Included |
| Assistance with A/V setup upon arrival | ✓Included | ✓Included | ✓Included |
| Up to (8) wireless microphones for presenters and/or audience | Not available at this level | ✓Included | ✓Included |
| Power strips throughout the room | Not available at this level | ✓Included | ✓Included |
| Video recording and/or streaming | Not available at this level | Not available at this level | ✓Included |
| A/V technician onsite throughout the event |
Not available at this level | Not available at this level | ✓Included |
Food and Beverage
Food and non-alcoholic beverages are allowed in the Green Room. Food service is the responsibility of the rental group. This includes setup and cleanup as well as arranging for and accepting any catering deliveries. Library staff is not able to assist with deliveries. Cooking and open flames are not permitted.
If a rental group brings food and/or beverage items into the Green Room, $50 will be added to the room rental fee.
If a rental group or caterer needs to access the Kitchen for storage, setup, and/or cleanup, an additional $100 will be added to the room rental fee.
Event Signage, Displays, and Decorations
General room signage will be provided for all events. The use of stands and easels for directional signage is not permitted. One easel may be displayed outside of the Green Room door. Additional signage, displays, and/or decorations will require prior approval from the Library. Adhesive, tape, tacks, nails, staples, and glue are not permitted on any walls or surfaces.
Event Materials
The Library is not responsible for any lost, stolen, or damaged property belonging to the rental group, outside vendors, or other users of their facilities. Storage is not available for event materials. All items must be removed at the conclusion of the event.
Parking
The Library does not provide parking for events. From 7:00 a.m. to 6:00 p.m. Monday through Friday, the parking lots and spaces near the Library off West Circle Drive are reserved for vehicles with faculty/staff parking permits. The nearest paid visitor parking is available south of the Library next to Spartan Stadium on Red Cedar Road in Lot 62W.
Visitor parking near the main library
Financial Gain
Selling and advertising goods or services in the Library is prohibited. Admission fees may not be charged and donations may not be requested for any activities taking place in the Library.
Liability
Rental groups will be held financially responsible for any special cleaning, repairs, or replacement of the Library’s property if it is damaged as a result of their event.
Cancellation Policy
Rental groups that fail to use the reserved space may be charged a $50 cancellation fee. To avoid a cancellation fee, written notice should be sent to the Library's Events Coordinator a minimum of 10 business days prior to the scheduled event.
Billing
A department account number is required to reserve the Green Room. Rental groups are typically billed within three days following the event.
Rental groups and event participants are expected to adhere to the general rules and regulations of the Library, Michigan State University ordinances, as well as all local, state, and federal laws. Failure to comply may result in the loss of room reservation privileges.
For additional questions about reserving the Green Room, please contact:
Andrew Lathrop, Events Coordinator
lathro13@msu.edu
517-884-7435