Rose Library Space Rental Requests

Fee Policy

Effective Summer 2025, reservations will now occur in 3-hour intervals. A half-day reservation can be booked from 9:00am-noon or 1:00pm-4:00pm M-F. If your reservation overlaps between the 9:00am-noon and 1pm-4pm windows, you must confirm a full day reservation.  If you would like to reserve both Woodruff Seminar and Woodruff Conference you must confirm and pay for 2 reservations.

 half day rate - $600

 full day rate- $1200  

Billing is done via Speedtype after the conclusion of the reservation.  

Approval Timeline

Please note that each request is reviewed by Rose Library’s staff and is not guaranteed until confirmed by a staff member.  Please allow at least 10 business days for review.  We are unable to confirm requests before this time. Rose Library spaces are frequently booked out months in advance. We recommend submitting requests far in advance to ensure space is available. Priority for reservations is for Rose Library or Emory Libraries events.  

Cancellation Policy

We request cancellation up to 24 hours in advance, or with as much notice as you are able to provide

General Space Use Guidelines

*Food and beverages are not allowed in Rose Library spaces.

*Please request a site visit to discuss all the rules and requirements for usage of the space by making a site visit appointment with operations manager Erin Glogowski to best prepare for your event logisitics (AV, loading dock access, elevator schedule, wayfinding).

*Rose Library staff do not set up, install, monitor, or troubleshoot A/V presentations. 

*All groups that use the Rose Library are responsible for room setup, room fees, room breakdown, and for cleanup. Note that the Rose Library does not have staff to receive groups, set up rooms, assist with technology, or clean up after events.

*All furniture and equipment must be returned to its original orientation before the end of the scheduled event. Please make sure you bring enough staff with you on the day of the event or place an order with Emory Staging.

*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.

Sound projection is not permitted in the Rose Library halls.

*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.   The library access services team can expedite receiving external guests if a list is provided before the event.

*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.

*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.

*The Rose Library reserves the right to assess additional charges for damages caused by the client, event sponsor(s), vendors, suppliers, contractors, subcontractors, employees of any 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.

Hours of Operation

Rose Hours are M-F 9am-5pm. 

Accessibility & Parking

Please review Emory University's Office of Accessibility Services guidelines and event planning checklist. 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. Limited library loading dock spaces can be reserved, and golf carts can be rented from Emory Parking and Transportation Services.

Sustainability

Rose can provide table tents highlighting Sustainable Initiatives set by Emory University and Rose Library.

Inclement Weather & Closure Policy

Emory University Libraries 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.  Additionally, 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.

Audio-Visual Providers

Library policy requires the use of registered Emory Vendors. Recommended audio-visual vendors include:

*Emory OIT-Geoff Huitt, gahuitt@emory.edu, 404-727-5691

*The Recording Service- Bennett Kane bennettkanerecording@gmail.com, 770-510-3836

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