Special Events Room Reservation Policy

Hosting Events in the Cal Poly Pomona University Library

Meeting and Event Spaces

This policy covers the usage of the Library Grand Reading Room (15-3000) and the Library Special Events Room (15-4829).

Use of the Cal Poly Pomona University Library’s meeting rooms and event spaces is limited to Cal Poly Pomona faculty and staff who need space for a single meeting or event. Event requests are granted in the order they are received, with library meetings and events given first priority. Library partners located within the building (such as RAMP, LRC, CFA, Maker Studio, and the Graduate Resource Center) receive second priority, and requests from outside campus groups receive third priority.

The Cal Poly Pomona University Library does not approve requests for regularly scheduled academic classes or student organization meetings or events. The library reserves the right to deny any room or event request.

Events must take place during library operating hours. Events related to promotions, donations, fundraising, or sales are not allowed unless authorized by the library. Anyone reserving library meeting rooms must not discriminate against any individual or group based on race, religion, creed, color, national origin, sex, sexual orientation, gender identity, age, physical or mental disability, or citizenship.

Booking Fees (Effective July 1, 2026)

The library will charge a nominal, non-refundable booking fee for campus use of library event spaces. These fees are intended to offset cleaning and usage costs.

• $25 for events lasting four (4) hours or less
• $50 for events exceeding four (4) hours

Payment Policy & Terms

• All booking fees are non-refundable, including in cases of cancellation, no-show, or event changes.
• To secure a reservation, the requesting department must:
  • Submit an Accounting Revenue & Expense Journal Entry at least ten (10) business days prior to the event date crediting library CFS 660003-PRC01-55800-0401-00000.
  • Forward a copy of the journal entry to Jenny Tran, Library Budget Analyst at jennystran@cpp.edu, and copy the Kris Zoleta, Library Communications Strategist, Outreach and Events Coordinator at knzoleta@cpp.edu.
• Failure to complete the required chargeback authorization by the deadline may result in cancellation of the reservation.

Library Spaces

University Library, Grand Reading Room (Building 15, Room 3000)

• 100-person capacity
• Requester is responsible for set-up prior to the event.

• The requester must submit the necessary forms to MediaVision for audio/video equipment

• If needed, arrangements must be made with the library’s Marketing and Event Planner for a laptop, projector, podium, projector screen, and other logistical needs
• This space may only be reserved when partnered with a library faculty employee or the library’s Marketing and Event Planner, Kris Zoleta

University Library, Special Events Room (Building 15, Room 4829)

• 47-person capacity
• Classroom-style multimedia setup
• This space may be reserved upon email submission to the library’s Marketing and Event Planner and approval by the University Library Dean

Reserving a room

• Please email the library’s Marketing and Event Planner, Kris Zoleta at knzoleta@cpp.edu. Include the name of the event, event time, requested resources, whether food will be served, the estimated number of guests, and the reason for hosting the event in the library.
• The library will review the request to determine scheduling conflicts, staff availability, and other relevant factors. Approved requests will then be forwarded to the Library Dean for final approval.
• If you cancel a reservation more than twice in a year or are a “no-show” for your event, the library may deny future reservation requests.

Opening the Room

• Library staff will unlock the room/section off space prior to each scheduled event.
• Please visit the library’s fourth-floor Administrative Office to locate an employee if assistance is needed.

Using the Room

• If seating is rearranged for the event, it must be returned to its original configuration after the event concludes.
• Reservation times include all set-up and breakdown activities.
• The library is not responsible for the security of personal or event-related property.
• If noise complaints occur during an event, library staff may ask participants to lower the noise level.
• Event requesters are responsible for arranging their own IT support, if required.
• The requestor is responsible for providing any office supplies needed for their event.
• Food and beverage service must comply with all university policies. Alcohol is not permitted in any library space unless explicitly approved through appropriate campus processes.

Closing the Room

• Event requestors are responsible for cleaning the room and removing all trash, including food containers, beverage containers, printed materials, and other items brought by attendees. Catering-provided food and materials are the only exceptions.
• Any damage to the room must be reported to the library’s Marketing and Event Planner, who will coordinate with the Building Coordinator and campus facilities.
• Doors must be closed at the conclusion of the event.

Non-adherence to room use policies may result in inability to schedule future events.