The Brown Board Room (Swem Window) on the third floor of the library is primarily for the use of Swem staff and other related groups and association.
If the meeting time will exceed four hours, a modest fee of $100 will be charged.
The board room's occupancy capacity is 26 seated; 35 standing. This capacity is strictly enforced.
Any event held in the Brown Board Room must have a College sponsor (College department, student organization, College-related foundation). A representative of the sponsor must be identified on the Request Form and must be present in Swem during the entire event to serve as liaison with the Swem Building staff.
The Board Room may not be used for events to which admission is charged, unless special permission is granted by the Dean of University Libraries. All events must be contained in the Board Room.
The Board Room must be cleaned and returned to the original arrangement immediately following the event.
All Events must be held during the library's hours of operation.
All food service in the Brown Board Room must be done in coordination with Swem Administration.
Arrangements for bringing in and removing equipment and/or furnishings for a special event must be approved by the Dean of University Libraries. Evening set-ups must be removed by 8:30 the following morning, including weekends. Additional Facilities Management costs will be incurred for set-ups and/or removals on weekends or after 4:00 p.m. on weekdays.
A copy of the Facilities Management set-up work order must be received by fax at (757) 221-2635, no later than five working days prior to the event.
Decorations should be limited to free-standing or table-top. Nothing may be taped, tacked, stapled, nailed, or otherwise affixed to walls, floors, or doors. Balloons filled with air may be used. Paintings, plaques, etc., may not be removed from the walls, and board room table may be removed or adjusted if requested.
The sponsoring organization will be responsible for the condition of the facility, furniture, fixtures, and equipment during the time assigned. This includes cleaning up and leaving the room in the condition in which it was found. A custodial fee will be assessed if clean-up is unsatisfactory. Repair or replacement charges for damage to the building, furnishings, or equipment will also be the responsibility of the sponsoring organization.
Smoking is not allowed in the library.
Swem Library is wheelchair-accessible through the front doors on the first floor.
