Purpose
The primary purpose of KAML 460 (the Rotunda) is to provide study and research space for University students, staff, and faculty. The Rotunda is available for uses compatible with the educational, research, informational, and cultural missions of the University. Please note that reservations require an active university affiliation and a ChartField string. Events are usually free of charge and open to both the University community and the general public.
Capacity
The Rotunda can accommodate 30 - 100 people, however, maximum capacity is limited to 75 with minimal food service (minimal food service constitutes items such as beverages, appetizers, baked goods, and box lunches). The minimum requirement for attendance to reserve the Rotunda is 30 people.
Scheduling
Events will not be scheduled in the Rotunda the week before and during finals weeks during the fall and spring semesters to limit the impact on students. Events in the Rotunda must begin and end during the library's hours of operation. Please check library hours before completing your request to make sure that the library is open before, during, and after your event to allow for set-up and take-down.
Reservation requests should be submitted via the Rotunda Reservation Form. Requests should be submitted, preferably, two weeks in advance. Availability is on a first-come, first-served basis. Please submit a separate reservation request for each use of the room that you wish to schedule, as this will allow Facilities Management and the library to better help fulfill your request to use the space. Your request will be reviewed by Facilities Management (FM), who will follow up with you regarding your request within 48 hours. If you need assistance with your reservation request, please contact Michaela Hoff at [email protected] or by phone at 218-726-7909.
Fees
The Library does not charge a room rental fee for use of the Rotunda. However, there is a $120 fee from Facilities Management which covers furniture rearrangement, A/V setup, basic tech support, and cleaning. For events that exceed 2 hours, extend beyond 5:00 p.m. on weeknights, or take place on weekends, additional fees may apply. Questions about pricing can be sent to the Event Services Office at [email protected]
Equipment and Extra Furnishings
Facilities Management employees are the only people authorized to move the furniture in the Rotunda. Staff from FM Events will follow up with you via email regarding any room arrangements on the reservation form. If you have any questions or changes, please contact FM at [email protected] or call 218-726-8865. A confirmed Rotunda reservation does not guarantee that FM will be able to accommodate your request for arrangements and furnishings.
Hybrid (in-person and online) meetings and events are not supported in the Rotunda, due to equipment and space limitations.
Food and Beverages
Minimal food service is allowed during events held in the rotunda (minimal food service constitutes items such as beverages, appetizers, baked goods, and box lunches). During an event held in the Rotunda, provided food/beverages must stay within the Rotunda. Plated meals, buffets, or banquets are not allowed.
Catering arrangements are the responsibility of the individual or group hosting the event. Requests for catering should be sent to Catering Services at 218-726-7177 or [email protected]. A confirmed Rotunda reservation does not guarantee that Catering Services will be able to accommodate your request.
University policy (Serving Food or Refreshments on University Property) requires that food shall be prepared and/or provided by UMD Catering Services OR a licensed commercial food service and have the approval of the UMD Environmental Health and Safety Office at least five business days before the event.
Marketing/Communication
The library does not automatically advertise events held in its spaces. Once a Rotunda reservation has been confirmed by FM, the individual or group hosting the event may reach out to the Library’s Communications Associate, Chelsey Miller at [email protected] concerning the marketing of your event. If needed the Communications Associate can provide marketing/ publicity help, which may include poster design, graphics, etc. The library is not responsible for any costs associated with marketing for non-library, or non-library sponsored events. Please also see the library’s Digital Sign Guidelines/Policy and the Table Tent Policy.
Approved by Library Leadership Team
November 20, 2023