Meetings spaces at the Augustus C. Long Health Science Library (HSL) are designed to enhance and extend the Library as the center of the academic community and campus life at Columbia University Irving Medical Center (CUIMC). Meeting spaces may be used for:
- Faculty or staff group meetings
- Departmental functions and special events
- Affiliate group meetings (with CUIMC sponsorship)
Meeting space requests are considered on a case-by-case basis. Priority is given to activities that bring together diverse groups, allow campus-wide discussions, and provide the opportunity to showcase and share CUIMC’s scholarship and achievements. Events sponsored by and created in collaboration with HSL staff are given special consideration.
Available spaces
The following spaces are available to be reserved for meetings and events.
All HSL meeting spaces provide wireless access to the CUIMC network and have built-in capabilities for projection and display. Library staff will provide a free orientation in advance of the scheduled event to test and confirm all computer applications and connectivity.
Conference Room 101
- Default setup: boardroom style, 10 chairs
- Theater style seating capacity: 20 chairs
- Room includes:
- presenter hook-up
- one large monitor with video-conferencing capability
- one whiteboard
- Food and drink: light fare allowed (sandwiches, snacks, beverages)
- Fee: $150/hour
Conference Room 103A
- Default setup: boardroom style, 18 chairs
- Theater style seating capacity: 25-35 chairs
- Room includes
- presenter hook-up
- two large monitors
- teleconferencing capability
- Food and drink: food and drink allowed, including catered events
- Fee: $200/hour
Learning Lab 104
- Default setup: classroom style, 24 chairs
- Theater style seating capacity: 24-35 chairs
- Room includes:
- presenter hook-up
- four large monitors
- one smart whiteboard
- tele- and video-conferencing
- audio- and video-recording
- Food and drink: light fare allowed (sandwiches, snacks, beverages)
- Fee: $200/hour
Meeting Space Requests
Use of meeting spaces may be requested by faculty or staff representing CUIMC groups, departments, and organizations.
Fees and payment
Standard hourly fees vary depending on the space:
- Conference Room 101: $150/hour
- Conference Room 103A: $200/hour
- Learning Lab 104: $200/hour
An ARC chartstring is needed to place a reservation. Your chartstring will be charged after the event is over.
Affiliate faculty and staff may pay by check.
Making a request
Request a meeting space using our Meeting Space Request Form. Our location manager will work with you to determine availability and finalize a reservation.
Requests are subject to the following policies:
- Requests can be made up to three (3) months in advance but no later than five (5) business days before the date of the event.
- Events may only be held between 9:00am and 3:00pm, Monday through Friday.
- Rooms 103A and 104 are intended for groups of 6 persons or more; Room 101 is available for smaller groups.
- The minimum reservation duration is 1 hour.
- Time needed for setup, preparation, breakdown, and cleanup must be included in the reservation request.
Request are first come, first served. Requests are reviewed based on relevance of the proposed activity to the role of the library, as well as on space availability, seating capacity, and accommodation to library staffed hours.
The Library reserves the right to deny reservation requests as deemed appropriate.
Exceptions to these policies will be considered on a case-by-case basis.
Confirming a reservation
Applications to use a meeting space are not confirmed until approved by the location manager. The location manager will respond to a request within two (2) business days.
The location manager will meet with first-time requestors to tour and assess the meeting space requested.
Canceling a reservation
Cancelation of a reservation is required no fewer than five (5) business days prior to the event date. Failure to notify the location manager of the canceled event may prevent your group/department from future use of library meeting spaces. Cancelation fees may apply.
The Library reserves the right to withdraw its offer of meeting spaces at any time.
Use of meeting spaces
The following basic policies apply to the use of Knowledge Center meeting spaces:
- All setup, preparation, breakdown, and cleanup must be performed within the time reserved for the event.
- If rearranged during the event, furniture must be returned to its original arrangement.
- Rooms must be left clean.
- Library staff must be notified promptly of any difficulties or damage.
Food and beverages
Food and beverages or fully catered events are allowed in Conference Room 103A; light fare (sandwiches, snacks, and beverages) is allowed in Conference Room 101 and Learning Lab 104. Food and beverages cannot be taken from the meeting spaces into the main Knowledge Center area.
The Library does not provide any food-and-beverage service. The preferred catering service is from the CUIMC Faculty Club, though other providers will be considered after review by the location manager. The requestor is responsible to ensure that the caterer has access to the spaces and has made appropriate accommodations. The requestor is also responsible for leaving the room clean and in its original configuration.
Access to Hammer Building and the Knowledge Center
The requestor is responsible for coordinating with the Public Safety department to ensure that all non-CUIMC-affiliated attendees have appropriate security clearance to enter the Hammer Building.