Policies, Fees, and Vendors

GENERAL POLICY

Security, environmental controls, and methods of storage and use are of primary importance in maintaining our materials for future generations as they can never be replaced or re-created. Since we are an archival research institution, please note that our policies may differ from those that Emory University Library or other campus policies use to protect our classroom space, exhibits, and archives.
 
  • Failure to comply with the Emory University policies or Federal, State, and local law will result in the cancellation of future reservations and/or restrictions from the use of Rose Library facilities. Discrimination in the use of these facilities regarding disability, race, religion, or nationality is prohibited.
  • We reserve the right to terminate the event at any time if security and/or event manager sees behavior that threatens library property.
  • Emory University is a tobacco free environment including e-cigarettes and vaping. All clients, guests, and vendors should be aware of the policy and must abide by it while on campus, including in all buildings and outside areas within the campus perimeter.
  • Clients utilizing space in the Rose Library must abide by all applicable Emory University policies.
  • Accessibility: All Clients are encouraged to review the Office of Accessibility Services website and follow the guidelines for providing accessible events.

ROOM POLICY

  • All groups that use the Rose Library are responsible for room setup, room fees, room breakdown, and for cleanup. Please note that the Rose Library does not have staff to set up rooms, assist with technology, arrange for catering, or clean up after events that are held on the premises. All furniture and equipment must be returned to its original orientation and cleanliness before the end of the scheduled event. Please make sure you bring enough staff with you on the day of the event for the move of all the chairs, tables, etc. that you may need for your event. Alternatively, you may contact Emory Staging to setup/takedown the room at 404-727-7463.
  • Please allow adequate time for you to setup and break down the space when scheduling spaces. A good guideline is to allow for 60 minutes prior and 60 minutes after your event.
  • None of the furniture in the Rose Library may be taken out of the Rose Library for use elsewhere in Woodruff Library or on campus.
  • Reservations must be made at least 30 days in advance using our events/meetings form and are taken on a first-come, first- served basis with priority given to Rose Library and Emory University Libraries related events.
  • Events held outside of business hours (Mon-Fri 9am-5pm) must be concluded by 8:30pm and all vendors and guests must exit the space by 9:30pm. Additional charges will be incurred if an event runs beyond the time specified. A designated Rose Library staff member must be present for the duration of all events requiring the use of Rose Library materials or for after- hours events.
  • Social events including but not limited to retirement parties, birthday parties, holiday parties, weddings, and non-EU fundraising are not permitted.
  • Please check the website for exceptions to our hours of operation that may impact dates/times rooms are available. The Rose Library is closed when the University is closed.
  • During business hours, events do not have exclusive use of the lobby, restrooms, passenger elevator, or stairwells. The lobby may not be used for food/beverage stations or buffets during business hours. All other Rose Library spaces may be informally used by other building guests/visitors during the scheduled event. During after-hours events, the lobby of the Rose Library may be used for guest registration, distribution of nametags or other event materials, and the like.
  • The fire code prohibits the library from exceeding the maximum capacity of each room. The client is responsible for monitoring the number of people in the space and turning away guests once capacity has been reached or Emory University Police can shut down the event.
  • Room use is "as is," i.e., users will need to bring laptops or other equipment if it is not already supplied in the room reserved.
  • Please do not remove any equipment from the room.
  • Sound projection is not permitted in the Rose Library halls during normal hours of operation.
  • If you have not used our space before, please request a site visit to discuss all the rules and requirements for usage of the space by making an appointment. Site visits are by appointment only.
  • If your guests require reserved parking spots or parking validation tickets, please contact the Emory Parking Office at parking@emory.edu or 404-727-7275. The closest car parking deck to the Rose/Woodruff Library is the Fishburne Parking Deck adjacent to North Decatur Rd and the Goizueta Business School.
  • The Rose Library is not available to set up, install, monitor, or troubleshoot A/V presentations. If you need A/V assistance or additional equipment, such as hand-held mics and lavalier mics please contact the vendors in the approved vendor list at least 14 days in advance for an additional fee.
  • If your event guests are not affiliated with Emory University or your Emory Faculty/Staff/Student doesn't have access to the library, please note they will be required to sign in with Woodruff Library Access Services on Level 2 main entrance and provide ID before proceeding to the Rose Library on Level 10.
  • Given the limited space capacity for Rose Library event management we take into consideration whether the request conflicts with other pre-existing obligations where our staff may be otherwise engaged for other Rose Library or Emory Libraries events to reduce over-saturation of library spaces and resources.
  • Final determination in the usage of the room is made by the Rose Library.
  • The space is not confirmed until you have received a confirmation email. Please allow 3-5 business days for confirmation.

FEE POLICY

  • Event spaces are available at no charge for Emory Libraries departments and for a fee for the rest of the Emory University community. The Rose Library is not available for public use.
  • By making a room reservation, a department agrees to accept financial responsibility for damages resulting from the use of the facility orequipment, and responsibility for the safety of event guests.
  • Charges for damaged/heavily soiled carpet or furniture will be billed to the reserving organization.
  • The Rose Library reserves the right to cancel any event at any time due to unforeseen university emergencies. Cancellations made by the client must be made at least 72 business hours before the event date. Events cancelled before the 72-business hour deadline will not incur any penalty fee. Events cancelled less than 72 business hours from the date/time of the event will be charged half the agreed upon total of room rental fee(s). The client booking the event is responsible for cancelling all other third-party vendors and any services being provided by on-campus providers. Rescheduling of cancelled events will be considered for future bookings in the Rose Library based on the client’s desire to do so and subject to available space.
  • Events canceled due to the University’s inclement weather policy, labor difficulties, strike, epidemic, interruption of transportation,or any other event proven beyond the control of client or Emory, will not incur a penalty. Alternatively, the Client and Emory may reschedule the event at a later date mutually agreed upon by Emory and the client at the originally agreed upon payment terms.
  • Refunds of deposits paid to caterers and other outside contractors are to be resolved between the client and the outside contractor(s).
  • All fees are charged after the event has taken place and room maintenance has been verified.
  • Spaces are rented at half day (4 hours or less) and whole day (4+ hours) increments. Weekday rentals Mon-Fri between 9am - 4pm will incur the weekday rate. Early morning (before 9am Mon-Fri), evening (4-9:30pm Mon-Thu) and weekend (4-9:30pm Fri and 9am-9:30pm Sat-Sun) rentals have their own rate and require a minimum rental of 4 hours (subject to Woodruff Library hours of operation).
  • A speedtype charge is the only accepted payment method for the reservation.

FEES

ROOM
WEEKDAY
WEEKDAY
EARLY AM, EVENINGS & WEEKENDS
Woodruff Conference Room
$250 half-day
$500 full-day $600
Woodruff Seminar Room
$250 half-day $500 full-day $600

VENDOR & CATERING POLICY

  • The client must meet the caterer/deliverer at the Woodruff Library loading dock and guide them to the event space. Rose Library staff are not responsible for directing caterers.
  • The Rose Library is equipped with a kitchen for after-hours use only. Kitchen includes use of sink (no garbage disposal), counter, 6 tables (4 chairs each), and refrigerator/freezer. Refrigerator may not be empty as this is also a staff kitchen.
  • Caterers must place plastic sheeting, mats or runners behind each bar, particularly on any carpet surface.
  • Glass racks, dish racks, bus tubs, food containers, Cambros and similar items may not be placed directly on carpet surfaces.
  • Caterers must provide all equipment for the event, including screens to screen off prep areas or kitchen work areas if necessary.
  • Caterers and vendors must remove all trash from the premises immediately after the event.
  • All deliveries including all rentals (glasses, dishes, tables, chairs, etc.) must be staged for delivery and pick-up at the rear entry/loading dock of the building. Items may not be delivered via the building’s front entrance.
  • Caterers and vendors must bring hand trucks, dollies, flat rolling carts or other appropriate equipment for transporting food or equipment. Rose Library does not own, arrange for or otherwise provide such equipment.
  • Rose Library does not provide free parking or parking vouchers for catering staff, vendors or event suppliers.
  • To reduce the risk of cross-contamination and illness, food service vendors must clean and sanitize work surfaces before and after use. No shellfish is allowed at any event.
  • No liquid or solid refuse of any kind is to be disposed of in Rose Library restrooms, in kitchen sinks, or on the Emory Libraries' property. Ice is not to be dumped in building landscaping.
  • All cooking for events must be completed off site. No dishes, pots, pans, trays, or utensils are available for caterers or vendors. Each vendor or caterer will need to provide all required utensils or other equipment necessary for food prep and processing.
  • Early kitchen access may result in additional rental fees and must be arranged in advance.
  • Food and debris must be removed from all sinks and sinks must be drained and wiped dry.
  • All trash must be enclosed in plastic bags and removed from the premises immediately after the conclusion of the event. Rose Library staff is not responsible for the removal of trash generated by the event.
  • A Rose Library staff member will be on site for the duration of the event and will inspect the kitchens and any other food prep or service area before catering or vendor representatives leave the building to ensure compliance with cleaning procedures.

ALCOHOL POLICY

  • A bartender is required at all events where alcohol is served.
  • Food service, including alternative beverages, is required for all events at which alcohol is served. No alcohol may be served at student organization sponsored events.
  • Event caterers and vendors must hold appropriate business and alcohol service licenses (if applicable) from the City of Atlanta/DeKalb County or from city/county from which the business operates, and all licenses must be available for inspection prior to the event.
  • Rose Library staff does not provide, order, or serve alcohol.
  • The client must arrange for alcohol delivery to Rose Library and for its removal after an event.
  • The sale of alcohol at events hosted in the Rose Library is prohibited. Cash bars are prohibited.
  • The service of alcoholic beverages in Rose Library shall be in accordance with City of Atlanta, DeKalb County, and state laws.
  • No person under 21 years of age shall be served or allowed to possess alcohol in the Rose Library. The event Client is responsible for enforcement of all alcohol-related requirements for the event.
  • Alcohol may not be visible or set up on bars in any rented space of the Rose Library before 5:00 p.m. or be openly displayed in any common area of the building during regular business hours. Tables may be placed and clothed ahead of time.

EVENT DÉCOR AND STAGING POLICY

  • Events requiring signage, large displays, backdrops, or professional decorator service must be coordinated with the Rose Library at least 2 weeks before the event.
  • Helium balloons, bubble or fog machines, loose flower petals, glitter, and confetti are prohibited.
  • No items may be hung from the ceiling of any space.
  • No signage, decorations, frames, or other materials shall penetrate or be attached by fasteners of any kind to the walls, ceiling, floors, windows, doors, or any permanent fixtures of the Rose Library.
  • Open paint containers, spray paint, or other hazardous materials are not permitted in any form.
  • Vendors are responsible for the set-up and removal of all event-related décor and equipment.
  • The Rose Library is not responsible for loss or damage to any equipment left overnight in the building.
  • If flowers or plants are provided for an event, they must be completely removed immediately after the event.
  • Candles may not be incorporated into floral centerpieces.
  • Staging installations must be approved by the Rose Library.
  • Use of pipe and drape must be reviewed and approved by the Rose Library and cannot block any doorways, emergency exits, stairwells, or building directional signage.
  • Dance floors are not permitted.
  • The Rose Library reserves the right to assess additional charges for cleaning and repair of damages caused by the client, event sponsor(s), vendors/suppliers, contractors, subcontractors, employees of any aforementioned groups, and event guests, including but not limited to carpeting, wood or painted surfaces, glass surfaces, marble surfaces, furniture, desks, tables/chairs, kitchen equipment, and A/V equipment. Equipment including A/V equipment removed or missing from the Rose Library will be charged to the client at full replacement value.

EMORY UNIVERSITY INCLEMENT WEATHER POLICY

  • Emory University LITS administrators reserve the right to close the building and cancel all activities if necessary due to emergency situations and/or inclement weather. If Emory makes the decision to close due to inclement weather, the Rose Library will also close.

EMORY UNIVERSITY FIRE CODE POLICY

Event sponsors and their vendors must abide by the City of Atlanta, DeKalb County, and state fire code regulations, including the fire code maximums for the number of people in each room and the following specific requirements:
  • No equipment, signage, or installation shall block doors, egress routes, stairwells, or emergency exits.
  • Sterno may be used for moderate warming during events.
  • Locations for all food stations using Sterno must be approved in advance by Rose Library staff.
  • Sterno containers need to be blown out and cooled before moving.
  • Sterno containers must fit securely in Sterno holders under chafers or food service pans.
  • Candles and open flames (such as with flambé and stir frying) are prohibited from use in the building.
  • Propane and bottled gas are prohibited in the building.

ROOM DESCRIPTIONS & PHOTOS

PHOTOS COMING SOON!


Woodruff Seminar Room (fire code maximum of 48 people):

  • 2 square tables (71.5" x 71.25") and chairs around the tables for 12 people (16 people if the 2 tables are pulled apart). Tables can’t be removed from room. The tables are VERY heavy and need a minimum of 4 people to move them apart or about the room.
  • Chair seating around the perimeter of the room for 8.
  • Food and beverage is permitted in this space.
  • Computer, keyboard, mouse, and 2 projection screens are available. No Zoom or phone conferencing capabilities.
  • Use of this room includes the adjoining balcony.
  • Blinds must be lowered and A/V turned off at end of event.

Woodruff Conference Room (fire code maximum of 48 people):

  • 1 fixed round marble table with embedded microphones and seating for 12.
  • Chair seating around the perimeter of the room for 4.
  • Food and beverage is NOT permitted in this space.
  • Use of this room includes the adjoining balcony.
  • Computer, keyboard, mouse, and 2 projection screens are available. Audio Zoom and phone technology is available.
  • Blinds must be lowered and A/V turned off at end of event.

Woodruff Commons (fire code maximum of 19 people):

The Woodruff Commons is the lobby between the Woodruff Seminar Room and Woodruff Conference Room and has doors to the balcony. This room is not rentable as the balcony is open to the public when meetings are in the Woodruff Seminar Room and the Woodruff Conference Room. If you want the Woodruff Commons lobby closed to the public while in use please let us know and we can place a sign at entrance to the lobby.

*If the glass doors between the Woodruff Seminar Room and the Woodruff Conference Room are pushed back and the rooms are combined as 1 long room and therefore utilizing the Woodruff Commons lobby there is a maximum of 115 people in the space per fire code.


 Danowski Seminar Room (for Emory Libraries meeting use only - fire code maximum of 30 people):

  • Use of the seminar rooms includes the immediate room and furniture only.
  • Food and beverage is NOT permitted in this space.
  • Movable tables and chairs for 16. Additional tables/chairs may be brought into the space.
  • Computer, keyboard, mouse, and 1 projection screen is available.
  • No Zoom or phone conferencing capabilities.
  • Available for meetings and photo/video shoots only.
  • Blinds must be lowered and A/V turned off at end of event.

Additional Info:

  • There are 5 high top tables, 5 four-foot-long tables, and additional chairs in a storage closet available for your use.
  • There are no whiteboards, flip charts, or office supplies in any of the rooms. You will need to supply all the materials you may need for your event/meeting.

APPROVED CATERERS

For food drop-offs, the Client may use a vendor of choice from the established list of Emory America To Go food service providers found here. If utilizing the kitchen for an after-hours event, the Client must use a caterer from the approved caterers below:
 
C. PARKS CATERING
494 Plasters Ave
Atlanta, GA 30324
www.cparkscatering.com
404-872-1999
 
EMORY CATERING
569 Asbury Cir
Atlanta, GA 30328
www.emory-catering.com
404-712-8948
 
SOIRÉE EVENTS
1281 Collier Rd NW
Atlanta, GA 30318
www.soireecateringatlanta.com
404.467.1699
 
AVALON CATERING
2191 Briarcliff Rd NE
Atlanta, GA 30329
www.avaloncatering.com
404-728-0770
 
BOLD AMERICAN CATERING
887 W Marietta St Studio K-102
Atlanta, GA 30318
www.boldamerican.com
404-815-1178
 
NICOLES EVENTS CATERING
3267 Buford Hwy
Atlanta, GA 30329
nicolesevents@bellsouth.net
404-321-3032
 
PROOF OF THE PUDDING
1175 Chattahoochee Ave NW Bldg A
Atlanta, GA 30318
www.proofpudding.com
404-892-2359

APPROVED AUDIO/VISUAL VENDORS

Rose Library staff do not set up, install, monitor, or troubleshoot A/V presentations. A/V services must be provided by one of the following vendors for an additional fee.

GEOFF HUITT
EMORY CLASSROOM TECHNOLOGY
gahuitt@emory.edu
404-727-5691

ATLANTA SOUND & LIGHT
1400 Vijay Dr  
Atlanta, GA 30341
www.atlantasoundandlight.com
770-445-7695

ETA CREATIVE EVENT PRODUCTIONS
844 Livingston Ct   
Marietta, GA 30067
www.etahq.com
404-654-0200

BENNETT KANE
bennettkanerecording@gmail.com
770-510-3836

JORDAN BURNHAM
ADVANCED AV TECHNOLOGIES, LLC.
jburnham@advancedavtechnologies.com
770-367-4769