Event Spaces
Event Policy
Please indicate the table and seating arrangements and additional equipment needs (such as a podium, microphone, A/V needs, etc.) on when you make your request. Additional time is required for such setup and cannot always be accommodated directly before your event. Many of the rooms at Spencer Research Library contain video projectors, other A/V equipment, and computers with internet connections. Not all rooms are set up to allow use of personal laptops, so if your event includes a presentation, please bring a digital file on portable media or make it accessible via the internet. We encourage all presenters to be prepared to use such alternate approaches.
Library staff may be able to assist with basic setup and configuration of equipment if you communicate your needs to us well in advance. We do not have on‐site IT support and problems may arise that cannot be resolved during your event. If the use of technology is essential to the success of your event, we recommend you have a back‐up plan in place. We also strongly suggest you arrange to visit the space in prior to your event to test the equipment for your specific needs.
Food and drink are allowed in library classrooms, meeting rooms and assembly areas only by prior arrangement. You should include your plans to serve food or drink (even coffee service) at the time you make your request. For catered events, you must work with KU Catering.
Alcoholic beverages may only be served at private events sponsored by KU units and related to the legitimate functions of the university and must be purchased separately by the event organizers. In order to arrange for alcoholic beverage service by KU Catering, additional administrative approval is necessary well in advance of the event date. Library staff will not place catering orders for events we do not host.
Floral arrangements are permitted at events, but no lit candles may be used.
Spencer Research Library does not provide table linens. Include linens in your food and drink order with KU Catering.
Every effort is made to keep the libraries’ public spaces clean and ready for your event, and we appreciate you leaving it the same condition following your event. Depending on the nature and timing of your event, you may also need to plan to assist in cleanup and/or removal of food waste. All event managers should plan on restoration of the spaces to their original state immediately following the event. In no case will food waste or other discarded items be left in the library after the conclusion of your event.
There is no designated parking for events in library facilities in the central campus area. The nearest public parking is at the Memorial Union Garage, while parking for campus permit holders may be located throughout the vicinity. Additional information is available on the KU Parking & Transit website.
Spencer Research Library’s public facilities are accessible to all. Entrances are power‐assisted, and accessible restrooms are located on the second floor. We also have a wheelchair available upon request.
Available Spaces
- Johnson Room: classroom seating for 25; A/V capacity.
- Classroom 326: seating for 20; A/V capacity.
- Classroom 327: seating for 15; A/V capacity.
- North Gallery: seated meals for 30, theatre-style seating for 80, or standing room for 100. (Scheduled for non-KU Libraries events only in extraordinary circumstances.)
Request an Event
The primary purpose of our spaces is to support research and instruction using our library collections. Priority scheduling is given to events planned by KU Libraries and offered in coordination with other KU units. KU Libraries are unable to accommodate all requests and therefore reserve the right to decline requests that would disturb normal library operations or prove detrimental to our facilities, our staff, or our collections.
Please complete and submit your request via Spencer's online Room/Event Request Form at least two weeks in advance of the event’s desired date. We will strive to respond to your request within three business days. All event proposals are evaluated on the basis of availability, impact, and relevance to KU Libraries’ mission. Use of library facilities for non‐university‐related events is granted only in exceptional circumstances. Approval of a past event does not guarantee that the same or similar event can be accommodated in the future.
Events that occur outside normal business hours (Monday‐Friday, 9 a.m. to 5 p.m.) are considered on a case-by-case basis, and only when the event supports the mission of the libraries. Groups planning an event at any of the libraries are required to observe all applicable policies of Spencer Research Library, KU Libraries, and the University of Kansas, as well as all local, state, and federal laws. No admission may be charged for events held in library facilities. Recurring events, such as regular meetings, must have prior approval and will only be scheduled if they have a strong connection to the mission or collections of the various libraries. (This does not apply to academic classes, which are scheduled by contacting Caitlin Klepper, Head of Public Services, at cklepper@ku.edu or 785-864-4456.)
Confirmation
We aim to respond to requests in a timely manner. Your request will be sent to the appropriate staff member who will confirm if KU Libraries will be able to accommodate your event. Please do not consider the event confirmed until you have received verification.
Please Note
Event organizers are required to visit Spencer Research Library and meet with the Public Services Library Assistant in advance to view the requested space and discuss set-up details. Please schedule this advance meeting by contacting Caitlin Klepper at cklepper@ku.edu.