Meeting Rooms Rules & Regulations

The Utah State Library (USL) 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 and ask that you carefully read and abide by the following regulations.

Reservations

Rooms are subject to availability. Rooms are reserved on a first come first serve basis and are dependent on availability. As a courtesy please cancel reservations at least 72 hours in advance.

Designated Representative

Your agency is required to designate a single individual as a point of contact for the reservation. The designated representative is responsible for communicating with USL, must be in attendance at all times, and enforce all regulations. 

The Utah State Library also has a designated representative. Please direct all communication to this representative. Other employees in the building will not be able to assist you and will direct you to the designated representative.

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

Request Room

Dependent on availability

Request Room
Facilities & Maximum Occupancy

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

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
Room Operating Hours
Building hours are 8:00 AM to 4:00 PM Monday through Friday, except State Holidays. You will not be allowed to enter the building before 8:00 AM. Please do not schedule your meeting at 8:00 if set up is required (unless you are able to come the night before to set up). The designated representative of the group must be in attendance during your entire allotted meeting time.

Building Access

All visitors must enter through the DSVBI entrance on the southeast side of the building monitored by security. The library entrance on the southwest side of the building is only accessible to library employees with a key card. 

Equipment

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

Rooms have built-in sound systems, overhead projectors and screens, Wi-Fi and limited conference calling capabilities. Room 227 has a podium with a microphone. This podium cannot be moved. See Room Profiles for further details.  

The Utah State Library does not provide technical support.

Supplies

Please bring all of your own printed material/office supplies. There are no public photocopiers available for meeting attendees to use. Bring tape, stapler/staples, printed handouts, pens/pencils, markers, paper, flip charts, and anything else needed for your meeting. The library and DBVSI cannot provide any of these supplies.

Food & Beverages

Food and beverages are allowed in the building. 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.

Assistive Devices & Accommodations

Please contact Scot Wells at 801-323-4343 or [email protected] for assistive listening devices. Please contact the designated representative within 72 hours of your reservation to request other reasonable accommodations for attendees.
Room Set-Up & Break-Down
You 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. Please do not affix anything to the walls. A diagram of the original room design can be found on the wall near the door in each room. In the multipurpose room all chairs and tables must be stored in the closet. We reserve the right to charge fees for damage.
Motorized Walls

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

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 is available in the parking lot east of the Tax Commission (highlighted on the map below). If the lots in front of the building fill up during meetings, attendees may be asked to move their cars.

We acknowledge that the lot is far from the building. You may park in front of the library to load and unload before and after your meeting. Handicapped parking in front of the building is available. 

Please note, 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 give it to the USL designated representative. This is a requirement of the Emergency Management Plan and Fire Code Agreement.
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.

Questions?

Faye Fischer
801-715-6797 or 800-662-9150 (Utah Toll-Free)
[email protected]