Priority for library spaces is given to events and programs that further the Libraries mission of supporting teaching, learning, research and collaboration within the Northwestern community. Academic and student events and programs will be given preference, based on available space and staff. Spaces in the Libraries are generally not made available to groups without a University affiliation except for events co-sponsored by the Libraries, or with special permission by the University Librarian or Deputy University Librarian.
Event space policies are designed to ensure library users have a variety of safe and welcoming spaces for research, learning, creativity, discovery and collaboration. All University buildings are private property. The following policies apply to all reservable event spaces in the Libraries. All library staff are authorized to enforce this policy, with the assistance of Northwestern University Police if necessary.
A Northwestern faculty or staff member or student must be designated as the “sponsor” of the event held in the library.
The sponsor will:
be the primary contact between the campus unit hosting the event and library staff.
be responsible for all coordination with library staff related to room set-up, catering, delivering, custodial and other specialized services for their event.
be responsible for communicating the Libraries’ room use policies and procedures to all its vendors for the special event.
provide a chart string in case of damage to the space (broken furniture, stains, etc)
Staff will attempt to accommodate your request but may also reach out to offer alternatives.
Requests for space must be submitted at least 5 business days prior to the event.
The Libraries does not schedule event space more than 12 weeks out from the event.
Include time for set-up and clean-up around the event start and end times (recommended at least 30 minutes each).
Availability may be limited during peak academic periods, including Reading and Finals Weeks, Wildcat Welcome, and Homecoming or Reunion events.
Events generally begin no earlier than one hour after the library opens and end at least two hours before closing, subject to availability. See hours here.
Additional scheduling guidelines for specific spaces can be found on the room description pages.
Sponsors are responsible for set up and clean up of space.
All service items, equipment, and food must be removed, waste collected, and areas cleaned by the sponsor of the event.
Sponsors must remove any event-related signage immediately after their event.
Any additional furniture (i.e. catering tables and chairs) requires prior approval by library staff before being brought into space.
The Libraries do not provide storage for equipment, furniture, etc.
Beyond the default room set up, library staff is not able to provide any service for events, for example; moving furniture, equipment set up and use instruction, delivery or preparation of refreshments, or cleaning up after an event.
The Libraries are not responsible for lost or stolen items.
Sponsors may be responsible for the cost of any damage or additional cleaning services resulting from their event.
The following are not permitted in library spaces:
Solicitation or sales activities
Political events or campaigning
Activities that disrupt library operations or study environments
Basic presentation technology may be available in select spaces. See individual room pages for availability.
The Libraries are not able to serve as tech support for an event. Available technology is detailed on room description pages.
Amplified sound is permitted only in designated event spaces and is not allowed in informal or open locations unless explicitly approved.
Sponsors are responsible for communicating with and meeting with any catering vendors.
All deliveries must be made through the University Library loading dock between 8:30am and 4:30pm, Monday through Friday.
Parking is not available at the loading dock. Sponsors are required to arrange for parking for vendors if it is needed.
Sponsors must meet with all deliveries at the loading dock and escort them to the event space.
All liquids must have secured covers.
No open-flame heating of any kind is allowed (i.e., sterno-heated chafing dishes)
Sponsors or the vendor are responsible for providing all utensils, plates, etc. required for the event.
The Libraries does not provide storage and is not responsible for stolen items.
Sponsors are responsible for all food and drink waste to be removed from the space and discarded through the loading dock.
Garbage and refuse cannot be left in any library spaces overnight.
Sponsors serving alcohol are responsible for complying with all state, local and University regulations.
Northwestern University Libraries reserves the right to decline or cancel any event at any time. Use of the room indicates acceptance of these policies.
Events may include guests without university credentials, subject to space-specific guidelines. Indicate in the request if guests without a Wildcard are expected.
Event sponsors are responsible for planning appropriate guest access and providing guest lists when required.
Library staff do not manage guest check-in but may support access expectations.
Questions or Planning Support
If you have questions about these policies or would like to discuss event planning considerations, please contact nul-events-equip@northwestern.edu.