McWherter Library Event Space

Ned R. McWherter Library is primarily a place for study, research, and academic engagement. Three library spaces (East Portico, Rotunda, and 2nd Floor Commons) may be requested for University of Memphis-related programs when their use is consistent with the Libraries' mission and does not interfere with normal library operations.

All requests are subject to approval by the University Libraries Executive Director.

Who may request space: Current UofM faculty and staff representing University academic or administrative departments.

When spaces are available: Monday through Friday, 8 a.m. to 4:30 p.m., during the University's regular business hours.

Registered Student Organizations (RSOs): These spaces are not available to RSOs. Student organizations should contact Conference and Event Services to inquire about other campus venues, such as the University Center or Rose Theatre.

How to Request Space

Requests must be submitted at least 10 business days before the proposed program.

Both of the following steps are required:

Submit a space request through the University's Virtual EMS scheduling system.
Complete the McWherter Library Space Request Form for Alternative Use and email it to lib_admin@memphis.edu.

Submitting a request does not guarantee approval. You will receive a response after your request has been reviewed. Programs may not be advertised or held until approval has been granted.

Please review the following policies before submitting your request.

Space Use Policies and Responsibilities

General Policies

University affiliation: Programs must be sponsored by a University of Memphis academic or administrative department and related to official University business.
Approval: The University Libraries reserve the right to deny space requests. All uses of library spaces for activities other than study require advance approval from the University Libraries Executive Director.
Public spaces: These are public library spaces, not dedicated event venues. Programs must not interfere with normal library operations, study activities, or access to library resources and services.
Commercial activities: Programs requiring paid admission or involving the sale of goods or services are prohibited.
Events calendar: Approved programs may be added to the University Libraries events calendar.

Organizer Responsibilities

The University Libraries provide space only. Event organizers are responsible for planning, coordinating, and managing all aspects of their programs.

Organizer presence: The person or department responsible for the program must ensure that a designated organizer is present throughout the event, including setup and cleanup.
Event coordination: The Libraries do not provide event planning, staffing, setup, or cleanup services.
Food and catering: Food and refreshments are permitted. Organizers are responsible for coordinating with caterers and vendors, receiving deliveries, setting up and removing refreshments, and removing all leftover food, catering supplies, and food-related waste.
Furniture: Existing furniture must remain in place unless rearrangement is approved in advance. Organizers are responsible for any approved setup and for returning furniture to its original arrangement.
Equipment and technology: Organizers are responsible for arranging, setting up, testing, and operating their own equipment. The Libraries do not provide laptops, microphones, amplifiers, or equipment for recording or streaming programs.
Equipment checkout: Limited equipment, including an HDMI cable and a projector remote, may be available for checkout at the McWherter Library Checkout Desk. Availability is not guaranteed. Organizers are responsible for making arrangements in advance.
Cleanup: Organizers must leave the space clean and return it to its original condition immediately following their program.

Failure to follow these guidelines may result in cancellation of future reservations or denial of subsequent requests.

2nd Floor Commons Guidelines

The 2nd Floor Commons is an open study area that may be approved for University-related programs. The following additional guidelines apply:

Shared space: The Commons remains a study area during approved programs. Signage will be posted to notify students of scheduled activities, but the space cannot be closed off or reserved exclusively. Organizers may announce that a program is about to begin. If students are occupying an area needed for approved program setup, they may be politely asked to relocate to another table or study area.
Available equipment: The Commons includes a standing podium, ceiling-mounted projector, and drop-down projection screen. A laptop and HDMI cable are required to use the projector. The HDMI cable may be available for checkout at the McWherter Library Checkout Desk, but availability is not guaranteed.
Technical support: Organizers are responsible for setting up, testing, and operating their own equipment. The Libraries do not provide technical support, microphones, or recording and streaming equipment.

Outdoor Spaces and Other Campus Venues

Outdoor equipment: Library furniture and equipment are not available for outdoor programs. Organizers using the East Portico must provide their own tables, chairs, and other necessary equipment.
The ellipse: The University Libraries do not manage the ellipse, the grassy area behind McWherter Library.
Other campus venues: To request space not managed by the University Libraries contact Conference and Event Services.

Library Spaces That May Be Requested

McWherter Library Front Entrance (ML East Portico in VEMS)

The outdoor area at the library's main entrance may be requested for approved University information tables and outreach activities.

Please note: Organizers must provide their own tables, chairs, and other necessary equipment.

McWherter Library Rotunda, 1st Floor (ML Rotunda in VEMS)

The first-floor Rotunda may be requested for approved University programs, including exhibits, displays, and information tables. Maximum capacity is 100 attendees.

Please note: Existing furniture must remain in place unless rearrangement is approved in advance. Organizers are responsible for any approved setup and for returning the space to its original arrangement.

McWherter Library, 2nd Floor Commons (ML 200 in VEMS)

This open, multipurpose study space accommodates up to 80 attendees and includes seating, a standing podium, a ceiling-mounted projector, and a drop-down projection screen.

Please note: The Commons remains an open study area during approved programs. Organizers are responsible for their own technology, cleanup, and returning the space to its original condition. See the 2nd Floor Commons Guidelines above for additional information.

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