The Charles Library offers the following spaces available for event reservations:

Requests for reservable space at Charles Library must be submitted in the form of a completed Event Space Request form (found here https://library.temple.edu/forms/event-space-request). Please submit all requests for space at least fifteen business days (M-F) in advance. Any requests submitted less than fifteen (15) business days prior to the requested time are not guaranteed a response.

Reservations should fall during the library’s operating hours, including time for setup and breakdown of any spaces. Any reservation for hours outside this range may be denied.

Requests for the Fall Semester may be submitted no earlier than August 1st of the corresponding calendar year. Requests for the Spring Semester may be submitted no earlier than December 1st of the corresponding academic year.

Not every request can or will be approved; the library reserves the right to deny any request for space. This includes cancelling/terminating events where the reserving parties do not adhere to the policies of the library or Temple University. In addition, the library may decline requests for major events from members of the university community when other public facilities are available on campus.

Student organizations wishing to use the library’s facilities must properly identify their group. All requests from student organizations will be cross referenced with Student Affairs to verify the status of the group. Requests coming from unregistered and/or suspended groups will not be approved.

In addition to completing the above-mentioned Event Space Request form, all external groups looking to reserve space under this policy are required to complete a Facilities Use Agreement and provide a Certificate of Insurance. The Library Administration will supply the Facilities Use Agreement to the event sponsor upon receipt of a completed Event Space Request form. The Certificate of Insurance should cover both Commercial General Liability (“CGL”) and Workers' Compensation & Employers’ Liability coverages at a minimum of $1,000,000 with "Temple University - Of The Commonwealth System of Higher Education, its trustees, officers, employees and agents" named as additional insureds on the CGL policy. If there are minors involved in the event, additional coverages may be necessary, including, but not limited to, sexual abuse and misconduct coverage.

All approved requests for space will be provided with written notice of approval. If written notice has not been received, the request has not yet been approved. Notification of approval will be sent in the form of an email to the address listed on the request form.

Those looking to reserve space may not advertise said events prior to receiving written approval. Additionally, all work orders in relation to the event may not be submitted prior to event approval.

By submitting a request and receiving approval, the requesting party agrees to share all relevant documents, including but not limited to: facilities work orders, catering orders, and a copy of the event program. This includes any changes made to the aforementioned documents.

If notified that a hold has been placed along with a request for additional information, a response must be issued. If one fails to respond within ten (10) business days, the hold will be released.

Any requests determined to have originated from any party other than that which is explicitly stated may be denied and/or have approval rescinded. All requesting parties must properly and clearly state their identity and purpose of request. If any part of the request is determined to be fraudulent, the request may be denied/rescinded, with the possibility of additional action being taken.

For requests where confirmation has been received, but the event subsequently needs to be cancelled, postponed, relocated, or rescheduled, written notice is required. This should be provided in the form of an email to charlesrooms@temple.edu. 

Due to the nature of last-minute changes, written notice will be accepted up to the scheduled start time for an event. Failure to provide notice may result in loss of reservation privileges.

Access to reserved space is a privilege and should be treated as such. Failure to adhere to this or other library policies may result in the loss of this privilege and may result in a referral to the Office of Student Conduct Code and Community Standards, among other consequences.

All events that plan to have minors in attendance are required by Temple University to complete the
Minors on Campus registration form. This should be done after reviewing the Safety of Minors in University Programs policy and must be completed at least sixty (60) days prior to the scheduled event date. Any registrations submitted less than sixty (60) days prior to the event date are not guaranteed a response.

Temple University Libraries serves as the main academic research hub for the Temple community. As such, any activity or event authorized by the library should be free from any disruption, while also not causing disruption or obstruction to the regular operation of the library. This includes abiding by instructions coming from any library staff member. Also included is the prohibition of any lewd or indecent acts committed within the library facilities or with the use of library materials. To ensure that one does not lose reservation privileges, please arrive within 15 minutes of the scheduled start time for the event. Additionally, it is the responsibility of the event contact to arrange the timely delivery and pickup of catering and/or furniture required for the event.

Library resources may be available for events upon request. Use of library resources is not guaranteed and may be revoked at any time.

Upon request, the library may provide: an easel to display materials, proper signage indicating the event, coordination with housekeeping for cleaning, and smaller breakout rooms for meetings, among other things. If one is unsure if a resource is provided, please inquire about it in your request.

The library does not provide: linens for tables, AV systems in spaces where they are not already integrated, technical support for the duration of the event, printing services of any sort, or stanchions. The previously listed items may be arranged through outside vendors. In those situations, proper notice of work/deliveries is required.

The library does not allow any materials to be attached to surfaces in any way. This includes using any adhesives to secure advertisements to walls. If one is found in violation of this policy, it may result in the loss of library reservation privileges and fines associated with damage.

Any misuse of, or damage to library or library patrons’ property may result in the loss of library privileges.

The library is not responsible for any items left after an event, including those belonging to outside vendors such as Cherry and White catering or Temple Facilities.

Events involving catering, provided by Cherry and White or otherwise, are to be limited to one per day per event space. Multiple catered events requesting the same space for the same day may be approved on a case-by-case basis. The library is not responsible for the timely and proper clean up of catering equipment, this should be organized with the caterer by the organizing party.

In accordance with University policies, any event involving alcohol is required to enact additional security measures. Further, alcohol consumption and distribution must be confined to only those guests who are over the age of 21, regardless of affiliation. Any event found in violation of this policy may be immediately terminated, with further disciplinary action possible.

The library does not typically provide storage space for materials involved with events. It is the responsibility of the event organizer to secure proper storage for any materials used at the library. The library is not responsible for any materials that are left after the conclusion of an event or overnight.

For events in the designated first-floor event space, the library may approve use of the back of house catering area on the first floor for material storage. Requests to utilize this space should be submitted, in writing to charlesrooms@temple.edu. The ability to use this space is not guaranteed.

Events must occur in an orderly manner to limit any potential for dangerous situations to arise. To maintain an orderly and safe environment for all library patrons, some events may be required to use additional security measures. This may include, but is not limited to, the use of stanchions to secure an area or staffing additional security guards in specific areas.

All events including alcohol will be required to implement further security measures. Charles Library events staff will advise on this matter.

For money exchange in any library event spaces, Public Safety is required. Cashless payment options are allowed and do not require Public Safety. This includes merchandise sales, donations, ticket sales, etc.

Temple University Libraries prohibits any and all forms of solicitation or proselytization. This includes, but is not limited to: commercial solicitation, canvassing, and distribution of materials of any kind. This prohibition includes all methods of distribution including verbal, written, or electronic delivery. Failure to adhere to this policy may result in the removal of any patron found in violation from the Temple University Libraries facilities.

Events occurring within the library are subject to all library policies as well as the broader Temple University Student and Employee Codes of Conduct. This includes abiding by library operating hours. All events looking to use Temple University Libraries space must end before closing time.

By agreeing to our policies, one also agrees to limit the noise created by any events. This can be accomplished by closing any doors during the event and limiting the duration of the event, among other noise-reduction methods.

Reservable space is intended to be used for academic purposes other than standard class procedures. The library may provide resources for instructional sessions but will not host recurring classes.