Guideline UL-ADG09 Use of the Collaboration Commons Multipurpose Room (Dewey Room)

The Collaboration Commons Multipurpose / Meeting Room (Dewey Room) serves two University Libraries purposes. First and foremost, it is a collaborative learning space for students. Second, it can be reconfigured as an event space. 

Room usage priorities include: 

Penn State University Libraries has a steadfast commitment to diversity and providing a safe environment for all in the Libraries’ many locations. Libraries are safe havens at Penn State and everywhere. Our facilities and our services firmly underscore our commitment to safety, security, and a welcoming space for all. Penn State is an institution of higher education, and fully supports the right of free speech and encourages its expression in thoughtful and respectful ways, even when we strongly disagree with the opinions expressed. But, the First Amendment does not require our University to risk imminent violence. 

A reservation is required for all events. Only the Libraries’ faculty and staff can request reservations. Groups external to the Libraries must obtain a sponsorship from a Libraries liaison. 

All reservations must have approval from the Libraries’ Dean’s Administrative Office. A request can be denied if the event is being planned at a time disruptive to students, the primary users. 

A 25Live organizer manages use of the room. For questions, contact the Dean's Administrative Office (814-865-0401). While the Libraries tries to accommodate as many room-use requests as possible, requests may be denied based on the above listed priorities. A black-out is placed on the room during the spring and fall semesters. If you have a special request, please reach out to the Dean’s Administrative Office.  

The person reserving the space (i.e., the reserver) is responsible for ensuring the room is arranged to meet the needs of the event. The reserver should review plans with the Office of Facilities two weeks prior to the scheduled event. Several hours prior to the event, the reserver should check the condition of the room. As the meeting room is part of a 24-hour space and cannot be locked, students may have used the room despite the signage suggested below. 

In addition to being present prior to, during, and after the event, the reserver is responsible for: 

The maximum occupancy of the Collaboration Commons Multipurpose Room varies depending on its configuration. As a collaborative learning space with tables, the room can seat up to 64 people. When split, each room can seat up to 32 people. When the wall is expanded for an event and the tables and chairs removed, maximum capacity increases to 189 people, standing room only. 

The Facilities Administration Department is available to help configure the room during normal business hours (Monday through Friday, 8:00am-5:00pm). In order to communicate event and space needs to the Facilities Administration Department, email the Facilities Department at least two weeks prior to the event. In the agenda, describe specific space needs, including desired room configuration. For the preferred layout option, please refer to the "Room Configuration “document. 

Effective Date: February 2020
Date Approved: September 9, 2019 (DLC)

Revision History (and effective dates):

• June 13, 2022 - Guideline revised

Last Review Date:  June 2022