Auditorium Policies

Cancellations | Equipment | Users' Responsibilities 
Copyright Guidelines | Fees | Reservation Form

The Marx Library Auditorium and classrooms are scheduled foremost as library instruction facilities. The auditorium is designed for large classes (124 seating capacity and four wheelchairs), as well as to meet other needs that exceed the space in other Library classrooms. It is also available for other co-sponsored University purposes as time is available. However, for small classes or events, the requester will normally be referred to the appropriate classroom.

Reservations or requests for using exterior space are referred to the Director of the Student Center. (See Lowdown “Use of University Space, Facilities, and Grounds.”) Also, expressive activities within 100 feet of the Marx Library are off limits.
Requests to use the auditorium must be submitted and approved by the Libraries Dean’s Office located in the Marx Library. Approval will be based on the following priorities:

  • Library instruction classes
  • Classes requiring the use of media resources
  • Academic events
  • Non-Library events
  • Non-University events

The Marx Library Auditorium and classrooms are not authorized for:

  • Musical events or plays
  • Regularly scheduled classes
  • Groups that present controversial topics or functions that constitute a clear and imminent danger to the lives or property of members of the University community (See “Use of University Space, Facilities, and Grounds” the Lowdown.
  • Small groups in the auditorium (fewer than 40 people)

Cancellations:

Cancellations by an Organization: If an organization needs to cancel an auditorium reservation, they should notify the dean’s office as soon as possible. Failure to cancel a reservation denies others the use of the auditorium and can result in the organization losing reservation privileges. Those who abuse this privilege will be monitored and may be denied future use of the Library Auditorium or meeting rooms.

Cancellations by the Library: Occasionally, it may be necessary to give priority to (or cancel) one event in favor of another. If a cancellation is necessary, the organization holding the reservation will be notified as soon as possible.

Use of Equipment

Use of equipment must be requested on the reservation form. Equipment includes:

  • An internet accessible PC with CD-ROM drive
  • Projection capability
  • Microphones
  • VCR/DVD
  • Lighting controls

Library trained technicians are limited. Requests for evenings and weekends, as well as non-university events, will be evaluated on a case-by-case basis and may require a fee to setup, take down or troubleshoot audiovisual equipment. If so, the organization will be notified upon approval of the request. Ordinarily, the Library Administration will determine the appropriate fee for non-affiliated groups and collect funds.

Users' Responsibilities:

  1. The requesting organization is responsible for returning the Auditorium to its original condition. The user will be required to pay all damage loss, and the cost of excessive cleanup. A damage deposit may also be required of non-university groups.
  2. Nothing may be attached to the walls, ceiling tiles, furniture or screen in or around the Auditorium.
  3. Fire code prohibits any open flames, including incense or candles.
  4. The Emergency door may not be opened except in case of fire or other emergency.
  5. Personal equipment, supplies, or belongings cannot be stored or left in the Auditorium or Library.
  6. The Library is not responsible for lost or stolen items.
  7. Smoking, beverages, and food are prohibited in the Auditorium.
  8. Teachers (K-12) or adults must supervise students and children at all times.
  9. Noise must be kept to a reasonable level.
  10. The Library cannot be used as a contact for information about the event.
  11.  Copyright guidelines are followed when showing movies or videos.

Copyright Guidelines:

Copyright laws apply anytime a film, DVD, videotape or any other audiovisual work is shown in the Library. Whether the audiovisual is purchased, rented, or borrowed from the library, always verify that the movie has public performance rights (PPR). Refer to the Copyright Guidelines on this site.

Copyright Guidelines for Showing Movies (PDF)

Fees

The purpose of this policy is to clarify use policies and fee schedules for University affiliated and non-affiliated organizations or groups. The policy covers the use of the Auditorium, Room 181, and Room 171 in the University Library.

University Affiliated Organizations

It is the policy of the University Library not to charge room or equipment fees to University affiliated organizations. However, Circulation Services will normally require at least one member of the organization to become familiar with light and equipment controls.

  • $25.00 per hour fee will be charged to University affiliated organizations using audiovisual equipment during evening hours (after 4:00 p.m.) and weekend hours (Saturday and Sunday) to recover costs when a technical staff must be present.
  • $25.00 per hour fee will be charged University affiliated organizations requesting that a Circulation Services staff member provide technical assistance with audiovisual equipment that is beyond initial setting up and taking down of equipment, familiarization training, and troubleshooting.
  • $25.00 minimum cleanup fee, if required.

Non-University Affiliated Organizations:


At the discretion of the Dean of the University Libraries, the following fees apply:

  • $25.00 per hour usage fee during normal business hours (8:00 a.m. to 5:00 p.m. Monday – Friday)
  • $50.00 per hour fee during evening hours (after 5:00 p.m.) and weekend hours (Saturday and Sunday).
  • $25.00 minimum cleanup fee, if required.
  • Additional fees may apply if a technician is required for setup or to troubleshoot equipment, if damage occurs, or if excessive cleanup is required.

Reservation Form

Auditorium reservations are requested through the University of South Alabama's Events Management System