Room 114 Policies and Procedures

Library room 114 may be scheduled for University administrative, faculty, and staff functions, and for recognized University student groups. This schedule is subject to change based on the Library hours, which vary with holidays, breaks, and Library closings. Events may NOT be scheduled on days or at times the Library is closed.

Scheduling priority exists for use by classes requiring the use of the projection equipment. The room is available for regularly scheduled classes, Monday through Friday and all such classes end by 4:45pm.  Use of the room for regularly scheduled classes 8:00am - 4:45pm are handled through the Dean's office, College of Arts & Science, 265-8629.

Room 114 has fixed, theater seating for a maximum occupancy of 125. The person/organization reserving the room is responsible for assuring that room capacity is not exceeded. Table and chairs may be available for program presenters, but additional audience seating is not available.


  • The Library reserves the right to cancel or reschedule an event due to Library need.
  • Room access is provided by staff from the 1st floor Service Desk at the time of the event. No keys will be issued for the room.
  • Completion of the request form does not ensure room availability or event approval.
  • Room requests are processed in the order they are received.
  • Please submit your request at least 2 weeks prior to event and no less than (2) business days of event.  Request will be processed in a timely manner during regular business hours, Monday - Friday, 8am-5pm.  Any request submitted a day prior to or the day of the event will be denied.  
  • Requests for future semesters by University Faculty and Staff will be processed no more than six months from the requested date and after the library's hours are posted; however, your event may be canceled or denied if the Library has need of the room for an event. 
  • Requests by Student groups (Groups that are approved and recognized by Student Engagement & Leadership) must be submitted for the current semester only.  Requests for upcoming semesters must be submitted after that semester begins all other requests will be denied.     
  • NO Tentative reservations requests are approved.
  • A minimum of 30 minutes is required between events/programs. Please enter and exit the room in a timely manner to accommodate other group’s schedules. 
  • Events can be scheduled:
  • Monday – Friday
    • Hours depend upon the schedule of the building, please check the Library hours
    • Starting 30 minutes after the last class of the day during Spring and Fall semesters,
    • Ending at 10:00 pm, if building schedule allows
  • Saturday – Sunday  (no weekend classes)
    • Hours depend upon the schedule of the building, please check the Library hours
    • Starting 30 minutes after the Library opens
    • Ending at 10:00 pm, if building schedule allows or 30 min before the building closes

 The following are prohibited in the Library

  • Tape or other adhesives on walls, doors or windows.
  • Open flames of any kind.
  • Covering of glass windows on room doors.
  • Sand, straw or glitter
  • Disarray of furniture (or moving, touching or tampering with artwork in any way.)
  • Also, anything prohibited in the Appalachian State University Policy Manual

    Violations of the regulations with regard to capacity, showing of films, or food and drink or ANY University Policy will result in the group being unable to use Library meeting rooms for the remainder of the semester upon the discretion of the Dean and Associate Deans of the Library.

Food and Drink 

  • The contact person / group / department making the reservation is responsible for cleanup of food, spills and trash.  (consider food set-up and clean-up time needed when scheduling a meeting with food)
  • Within 30 minutes of the end time of your reservation:  ALL Food items must be removed from the room and disposed of in the appropriate trash/recycle bins provided.  When food is delivered by Food Services, you must return all food items and dishes to Food Services cart/s which will be in the hallway near the front entrance of the room. 
  • Effective April 1, 2014 events held in the Library will no longer be allowed to serve any alcoholic beverages. 

AV and Public Performances of Films

  • Use of the room for public performances of films, regardless of the nature or source of the film, requires proof of compliance with the United States copyright laws and the University's policies with regards to film exhibitions.
  • The facility includes a Star Board, computer (Windows), projector, VHS player, DVD player, and wireless lapel and handheld microphones. Connections exist for the use of your own laptop.  AV equipment in the room can only be used if one member of the group has completed training with a library staff member.

For AV training contact:
 Katherine Alford (828) 262-4972. 

  • Proof of public performance rights must be provided to Katherine Alford at least 48 hours prior to a scheduled event.  Failure to do so will result in the cancellation of the reservation.

Please complete the Scheduling Request Form to request booking. The completion of this form does not insure room availability or event approval. 


To CANCEL an event please do so with as much advance notice as possible and no less than 1 business day in advance by email to:  Andrea Tester