Meeting Rooms Rules & Regulations

The Utah State Library and the Division of Services for the Blind and Visually Impaired (DSBVI) provide meeting rooms that can be used by government agencies. We provide these rooms free of charge to agencies. Because of this, we ask that you please abide by all of the following regulations.

Reservations

Rooms are subject to availability and can not be booked more than 3 months in advance.

Designated Representative

This representative is the required designated point of contact. The designated representative is responsible for communicating and enforcing all rules and regulations.

Parking in Approved Lots

Parking is available the parking lot southeast of the Library and behind the Tax Commission. View Map for location.

No Parking

Due to limited space, parking in the lots directly in front of the Utah State Library and the Division of Services for the Blind and Visually Impaired Building is prohibited. Parking in the Multi-Agency State Office Building (MASOB) parking lot (south of the Utah State Library) is by permit only. Any vehicle without a permit may be towed.

Sign-In Sheets

The Designated Representative is responsible for making a sign-in sheet. Each participant must sign this sheet and the sheet will be given to the front desk at Utah State Library. This is a requirement of the Emergency Management Plan and Fire Code Agreement.

Room Operating Hours

Hours are 8:00 AM to 5:00 PM Monday through Friday, except State Holidays. The Designated Representative of the group must be in attendance at all times.

Equipment – You Provide

Please bring all of your own computers, laptops, and other electronic devices. There are no public computers available in the library for meeting attendees to use. Bring laptops and battery cords, tablets and battery cords, and anything else needed for your meeting.

Office Supplies – You Provide

Please bring all of your own printed material/office supplies.
There are no public photocopiers available in the library for meeting attendees to use. Be sure to bring enough copies for your meeting. Bring tape, stapler/staples, printed handouts, pens/pencils, markers, paper, flip chart, and anything else needed for your meeting.

Equipment – We Provide

Built-in sound systems, overhead projectors and screens, WiFi, and limited conference calling capabilities. Room 227 has a podium with a microphone. See Room Profiles for further details.

Food & Beverages

Food and beverages are allowed. Alcohol is prohibited. No kitchen facilities are available. No table covers, plates, napkins, glasses, or utensils are provided. You are responsible for your caterer, set up and clean up.

Facilities & Maximum Occupancy

The library has five (5) meeting rooms available for agency use. All meeting rooms are wheelchair accessible. See Room Profiles for equipment and images.

Maximum capacity for each room is as follows:

  • Room 218 – 30
  • Room 219 – 30
  • Rooms 218/219 – 80
  • Room 227 – 100
  • Rooms 218/219/227 - 180

There are no kitchen facilities available.

Room Set-Up & Break-Down

Your are responsible for the reasonable care of rooms, furnishings, and equipment, the rearrangement of tables and chairs, and the return of the room to the condition it was in before the meeting. A diagram of the original room design can be found on the wall near the door in each room. You could be charged a cleaning fee if you leave the room in a state of disrepair.

Motorized Walls

Please do not attempt to operate movable walls. Nothing may be affixed to building walls.

Fire Code

Adherence to the Fire Code agreement is required. All meeting participants must exit the building during a fire alarm. Failure to do so will result in a fine being issued to the Designated Representative who will then be responsible for restitution of the amount owed.

Request Room

Dependent on availability

Questions?

Vicki Smith
 801-715-6736 or 800-662-9150 (Utah Toll-Free)
vsmith@utah.gov