Meeting & Advertising in Clark Library

The library has a large conference room on the upper floor (room 222). Any UP department or UP student group with a faculty or administrative sponsor may request to use the conference room. Scheduling priority is given to meetings, events, and programs administered or sponsored by the Library. Groups reserving this space must be larger than 4. Seating capacity is 20. 

The conference room has a large wall-mounted monitor which may be accessed in one of two ways:

• Users may connect their laptop to the conference room monitor via an HDMI cable available in the room. Adaptors are available for check out from the Service Desk on the main floor if needed. 
• Conference room equipment also includes a wireless keyboard and mouse which work with a built-in PC connected to the large monitor.

Additionally, there is a Meeting Owl in the conference room to assist with hybrid meetings.

Contact AV Services (503.943.7774 or av@up.edu) or use the technology manual in the conference room for more information.

• To reserve the Conference Room: Email library@up.edu.

The Parberry Reading Room on the upper floor is primarily an open study space with seating available on a first-come, first-served basis. However, this flexible space may be reserved for small special events such as author readings, sabbatical presentations, etc. Reservations for the use of this space are subject to approval from the Dean of the Library. Groups reserving this space must be larger than 10. Seating capacity is 25.

• To reserve the Parberry Room: Email library@up.edu.

The primary purpose of the classroom (room 211 on the upper floor) is to support information literacy classes taught by Library faculty. The classroom is available on a limited basis after the first six weeks of fall and spring terms (or the first 2 weeks of each summer term), and when the classroom is not used for quiet study space. Faculty, staff, or UP departments or student groups with a faculty or administrative sponsor may request to reserve the Classroom. Seating capacity is 40.

The classroom has a standard classroom technology podium connected to dual projection monitors and screens. Audio is available through ceiling-mounted speakers, and a microphone is provided. A document camera is also available. Support for all equipment is available through Audio Visual Services, 503.943.7774 or av@up.edu. 

• To reserve the Classroom: Email reference@up.edu. Reservations for use of this space are subject to approval by the Reference and Instruction Librarians.

The Quiet Study Lounge (room 223 on the upper floor) is primarily designated as a quiet space that offers soft seating and study tables available on a first-come, first-served basis. However, any UP department or UP student group with a faculty or administrative sponsor may request to use the space for events with more than 5 people. There is an overhead projector and screen available for use. Contact AV Services (503.943.7774 or av@up.edu) for support in using the equipment.

• To reserve the Quiet Study Lounge: Email library@up.edu.

If approved, the library has one table and 2 chairs which groups may set up for tabling activities or displays. Only one group may use the entryway at a time, and reservations are limited to 2 hours per day up to a maximum of 8 hours per month. 

• To request permission to table in the entryway, email library@up.edu. In the email, include event name, sponsoring group name, and requested dates and times.

If approved, groups may distribute up to 30 table tents on the main and upper floors of the library for up to 14 days. Table tents are not permitted in study rooms, on tables designed for single-person use, or anywhere on the quiet floor. Groups must remove table tents within 2 days after the advertised event. No more than 2 groups at a time will be permitted to distribute table tents in the library.

• To request permission to use table tents in the library, email library@up.edu. In the email, include event name, sponsoring group name, and requested dates.

If approved, groups may use up to 3 rolling whiteboards for up to 7 days, and groups should remove promotional notes after the event date.

• To request permission to use library whiteboards, email library@up.edu. In the email, include event name, sponsoring group name, and requested dates. 

If approved, groups may provide up to 30 copies of an informational handout for distribution at the main Service Desk. Handouts will be displayed for up to 14 days and no more than 2 groups at a time will be permitted to distribute handouts at the Service Desk.

• To request permission to display informational handouts at the Service Desk, email library@up.edu. In the email, include sponsoring group name, description of the handout or attached electronic copy of the handout, and requested dates.

The bulletin board in the library's printer area is managed by Student Activities and all flyers must be sent to them for approval and distribution. Posting flyers is not permitted elsewhere in the library.

Food and beverages may be served in Clark Library meeting spaces. Catering at University of Portland is provided by Bon Appetit Management Company. If you need to order catering for your event, please call Bon Appetit at 503.943.7330 to make arrangements.

If set-up time is needed, this must be noted in your space reservation request to avoid conflicts with other reservations. Similarly, users are asked to be conscientious about adjourning on time and ensuring the cleanliness of the room as they leave. Any problems should be reported to the service desk staff on the main floor.

Changes and cancellations to existing space reservations and advertising requests should be made in writing:

• For Conference Room, Parberry Room, or Quiet Study Lounge reservations and all advertising requests, email library@up.edu.
• For Classroom reservations, email reference@up.edu.

Permission to use library spaces does not constitute endorsement of any event.