Policies and Guidelines

The Sojourner Truth Library offers 2 spaces available for reservation by faculty and staff. Please review the space descriptions and policies on this webpage before submitting a request for:

• Lobby Event Area — Submit your reservation request via this form.
• Bridge Gallery — Contact the Library Dean’s Office: librarydean@newpaltz.edu to start the reservation process.

General Guidelines

Students: Student Campus Advocacy Groups and Student Clubs and Organizations may use these two Library spaces for activities that meet the Purpose and Use requirements below. Reservations must be made by their faculty or staff advisor. The advisor remains the primary contact throughout the process and is directly responsible for all related communication, setup, and oversight. Students wishing to reserve a Library Study Room should use this booking form instead.

Other Library Spaces: If the Lobby Events Area or Bridge Gallery does not meet your needs, please contact the Library Dean’s Office: librarydean@newpaltz.edu at least 4 weeks before your desired date. Such requests are considered on a limited, case-by-case basis.

Purpose and Use: Reservable spaces are intended to support the academic mission of SUNY New Paltz and activities conducted as part of University programs, courses, organizations, or other University-sponsored activities. Reservations are limited to such University-related activities.

Reservation Requests: Reservation requests must be submitted at least 10 business days in advance. The faculty or staff member submitting the reservation request is responsible for all communications, arrangements, and coordination related to the reservation, including event setup and teardown or gallery installation and deinstallation. These responsibilities may not be delegated to students or other individuals. The Library will review the request and notify the requester of its decision within 5 business days.

Library Discretion: The Library reserves the right to deny reservation requests due to insufficient advance notice, scheduling or space conflicts, building hours, unforeseen circumstances, or failure to comply with these guidelines.

Lobby Events Area

Located on the north side of the Library lobby, the Lobby Events Area is approximately 24′ by 24′, has a capacity of 48 people, and is suitable for small performances, presentations, information tables, and outreach activities. The lobby is a shared, multipurpose space with regular foot traffic and ambient noise. Please consider these conditions when planning your event.

Reservations for the Lobby Events Area are limited to one 4-hour event per requester per time slot per day. Requests for full-day or multi-day reservations require Library approval and may require additional review time. Submit your reservation request via this form.

• Limited audiovisual equipment is available from the Library and must be requested on the reservation form. Video projection is not recommended for morning events due to lighting conditions.
• The Library can provide up to four 6-foot folding tables and up to 40 chairs, which must be requested at the time of the reservation request.
• The Lobby Events Area is not intended to serve as classroom space. Classroom space is assigned by Records & Registration.
• If your request is approved and additional furniture or food service is needed, please coordinate directly with Campus Auxiliary Services.
• Furniture, food, and event activities must remain within the designated Lobby Events Area and may not extend into other areas of the lobby.

Bridge Gallery

The Bridge Gallery consists of 12 glass-enclosed, lockable display cases located along the bridge connecting the Library lobby to the main floor. Each case measures 54″ wide, 52.5″ high, and 4″ deep. The Gallery is reserved for a fixed 3-week period. Requests for a different time period require approval of the Library and will involve additional review time. Contact the Library Dean’s Office: librarydean@newpaltz.edu to start the reservation process.

• The cases may be used for artwork, posters, brochures, and artifacts that can safely fit within the narrow display spaces. Reservation requests must utilize all 12 display cases.
• If your request is approved, you must then schedule installation and deinstallation times with the Dean’s Office. These appointments must be between 10:00 a.m. and 3:00 p.m., Monday through Friday.
• Before installation, the requester must sign an agreement accepting responsibility for any damage to the display cases resulting from the installation, display, or deinstallation.
• Library staff do not assist with installation or deinstallation.
• A limited number of push pins are available at the Dean’s Office. If additional mounting hardware is required, please provide your own.
• The reservation is for cabinet space only. No furniture, display stands, or other materials may be placed on the bridge or obstruct the walkway between the lobby and the main floor.