Space Usage and Reservation Guidelines

General Library Guidelines

  • Users are responsible for their personal property at all times and should never leave items unattended. The Library is not liable for loss or damage to personal property.  
  • Generally, food and drink in covered containers are allowed throughout the library. In some spaces, such as the Grand Reading Room, Lookout, Retreat at Randall and more, food is NOT allowed. See details below.
  • Please clean up after yourself, including erasing whiteboards. Recycling and trash sorters are available throughout the library.
  • Reservations are only allowed in spaces when the Library is open.
  • Questions about any of these guidelines can be directed to rlfacility@uncw.edu.  
  • Unless otherwise specified, online reservations can be made through the Campus Reservation System.

Find information about UNCW Library's spaces.

Find more detailed guidelines about:

 

Auditorium (RL2047)

Reservation Guidelines

  • This classroom space is reserved for academic classes via Space Management and Planning during the day but available for events, including student association events, in the evenings. 
  • Reservations are made through the Campus Reservation System.

Usage Guidelines  

  • A multimedia equipment unit is in the auditorium. For questions about equipment, contact Technology Assistance Center (TAC) at 962-HELP (4357) or email tac@uncw.edu. They will contact ITS Classroom Technologies to provide support.

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Distance Learning Classroom (RL2005)

Reservation Guidelines

  • Reservations are made through the Campus Reservation System.
  • Usage of the space M-F 8:00-5:00 is prioritized for DEeL reservations.

Usage Guidelines  

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Event Space (DH1070)

Reservation Guidelines

  • Priority for the UNCW Library Event Space is given UNCW Library-sponsored and co-sponsored events, large events that have university-wide appeal, UNCW-specific events like departmental training, seminars, conferences, high-profile meetings, and other special events. It is not available as a classroom, reoccurring meeting space, or for community meetings with closed attendance. Non-UNCW organizations may not reserve the space without a UNCW partner.  
  • If you have an event in mind and would like to partner with UNCW Library:  
    • For other UNCW groups – Please contact Outreach & Engagement Librarian, Chris Robinson at robinsoncl@uncw.edu.  
    • For the Wilmington Community - Please contact Dean Dr. Lucy Holman at holmanl@uncw.edu.  
  • Otherwise, to reserve the space, please contact the Library Building Operations Manager at rlfacility@uncw.edu.  

Usage Guidelines  

  •  Set Up and Break Down:  
    • Events sponsored or co-sponsored by the Library will be set up and broken down by Library Building Operations staff. The UNCW Library Event Space has a maximum capacity of 75 persons and can be set up in lecture (chairs only), seminar (tables in rows with chairs), or banquet (round tables, seating for 64 persons).  
    • For UNCW events that are not in partnership with UNCW Library, we do not provide event staff and request that groups be responsible for set-up and clean-up. Detailed guidelines for room use will be provided to you upon reservation. Our expectation is that the room is left in the same condition in which it is found.  
  • Staging/Catering:  
    • The UNCW Library Event Space has a staging area with a refrigerator, freezer, ice maker, sink, and limited storage and counter space. Access to this space is card access from either the exterior of the building or through the event space itself. Catering typically arrives through the exterior entrance.  
    • Any food or beverage that is brought into the staging area must be removed once the event is completed. Catering arrangements are made by the event sponsor.  
  • Hours:  
    • Events are limited to 8AM to 11PM Monday through Thursdays, 8am – 8pm Fridays, 1pm – 5pm Saturdays, 12pm – 11pm Sundays. During intersession, summer, holidays and other variations in the academic calendar, these hours may be limited to 10am – 4pm Monday – Friday. 
    • See our Library Building hours.   

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Faculty Commons (RL2014)

Reservation Guidelines

Usage Guidelines  

  • The Faculty Commons is a partnership between the Center for Teaching Excellence (CTE) and UNCW Library.
  • It is accessible only by UNCW faculty/staff with a valid UNCW OneCard. The Faculty Commons is not accessible to students although there may be programming or meetings in which students are included
  • The Faculty Commons also provides space for both the CTE and UNCW Library to deliver programming that supports UNCW faculty, as well as for faculty/staff to reserve to meet.    
  • When not reserved, the Faculty Commons is intended to provide a drop-in space for use by faculty.

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Family Room (DH1057)

Reservation Guidelines

  • This space is first come, first served.

Usage Guidelines  

  • The purpose of the space is for lacation and child care. Other uses are not allowed.

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Game Room (RL2008A)

Reservation Guidelines

  • This space is not reservable.

Usage Guidelines  

  • Covered drinks and light snacks only  
  • Put games away when you leave the room  
  • No card trading/drafting  
  • Only game play in room

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Graduate Student Study Space (RL2048)

Reservation Guidelines

  • This space (including the study rooms) is not reservable.

Usage Guidelines  

  • Accessible only to graduate student through OneCard tap.

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Grand Reading Room (DH3001)

Reservation Guidelines

  • This space is not reservable.

Usage Guidelines  

  • Covered drinks only; no food allowed.
  • Quiet study only; no conversations or noise allowed.

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Instructional Services Classrooms (DH2088 & DH2097)

Reservation Guidelines

  • Discovery Hall rooms 2088 and 2097 are primarily reserved for Teaching, Learning, and Library Services (TLLS) instruction, workshops, and other TLLS activities.
  • Library faculty and staff may book DH 2088 and 2097 in the campus reservation system.  
  • Other UNCW faculty and staff and community groups may request to reserve the room on a case-by-case basis by emailing rlfacility@uncw.edu. During peak library instruction periods such as the first half of fall and spring semesters the rooms will be prioritized for library instruction.
  • Neither room can be reserved for a semester-long course.        

Usage Guidelines        

  • Food and drink are not allowed in either room, with the exception of covered beverages.
  • Log off all laptops and return them to the appropriate laptop cart spaces, shut down the projection system and turn off lights when you are finished.
  • If you wish to use the laptop carts or need assistance with any technology in the room, you must indicate that in the reservation.  
  • If there is a technical issue during the reservation time, AV Technology assistance can be summoned through a callbox located in each room.

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Lactation Pod (1st Floor Randall)

Reservation Guidelines

  • This space is first come, first serve.

Usage Guidelines  

  • The purpose of the space is for lacation and child care. Other uses are not allowed.

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Library Exhibit Gallery (DH1071)

Reservation Guidelines

  • Please fill out this form to request exhibit space. 
  • Please submit your request as early as possible. Our exhibit spaces are usually reserved 6-12 months in advance. 
  • There will typically be two exhibits per year in this space, one in the spring and one in the fall.

Usage Guidelines  

  • The UNCW Library Exhibit Gallery offers the meaningful opportunity to creatively display high-quality research and exhibits that are informative, engaging, culturally enriching, and unambiguously aligned with UNCW Library’s core values: learning, access, service, integrity, and diversity. Those curating exhibits designated for this gallery space will collaborate effectively with UNCW Library partners to ensure that the timeline, design, quality, and content of all exhibited materials are fully in step with the expectations of UNCW Library and the broader university community. 
  • A UNCW Library marquee exhibit will…  
    • promote and disseminate thoroughly conducted research and/or creative materials on a clear and specific subject, theme, or question, exemplifying the high standard of research within our institution and the UNC system of institutions  
    • use reliable and valid information to tell a story that is cohesive, thoughtful, engaging, and lends itself comfortably to visual presentation
    • inform on local or global topics that heighten public consciousness at the University of North Carolina Wilmington  
    • take into account accessibility for all patrons, demonstrably considering both digital and physical aspects of the desired space  
    • align with the priorities of UNCW Library, providing a clear answer to the question, “Why this exhibit should be in the UNCW Library?”
    • fill the entire designated space with relevant content, providing a deliberate and immersive experience for patrons  
  • Selection Criteria
    • The Library Exhibit Gallery is managed by User Services and Outreach in consultation with the Exhibits Committee. The library maintains final approval over all exhibit requests, final layout of the exhibit, and all decisions regarding length of exhibit duration, placement of the exhibit within a library, and content of publicity. Some factors that the library may apply in evaluating exhibit proposals are listed below. This list is not exhaustive, and not all exhibits will meet all criteria. 
      • Educational content ranging from advanced scholarly contributions to general informational value
      • Relevance to library collections, campus activities, events, and climate
      • Broadness of appeal of the main theme
      • Appropriateness of subject, technique, and style for intended location and audience
      • Appropriateness to special events, anniversaries, holidays, etc.
      • Relation to other events or exhibits in the community
      • Representation of an influential movement, genre, trend, or cultures
      • When the topic is controversial, a presentation representing multiple/varied perspectives is included
      • Reflects vitality, originality, artistic expression, and experimentation
      • Should not endorse the political, religious, or social doctrines of any single person or group, or support the financial profit of any individual, organization, or commercial enterprise
      • Maintains public safety expectations and adheres to ADA compliance

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Lookout (DH3013)

Reservation Guidelines

  • This space is not reservable.

Usage Guidelines  

  • Covered drinks only; no food allowed.

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Meeting Rooms

Reservation Guidelines (DH1077F, RL1045, RL2052)

  • These rooms are available through the Campus Reservation System. 
  • When not reserved, they are available for first-come, first-serve use.

Usage Guidelines  

  • All meeting room users should clean up and reset the room when finished with the space.

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Retreat at Randall (RL2016)

Reservation Guidelines

  • Retreat at Randall is not generally reservable. Please contact Chris Robinson with programming ideas. Several times a semester Retreat at Randall hosts various mindfulness and wellness programming (e.g., painting, yoga, journaling, etc.)  
  • Retreat at Randall is a multi-use space, and no one is to be excluded from participating in group meditations, group yoga practices, or group prayer, nor should other activities unduly disturb those groups.  
  • Noise is to be expected while programs are in session.  
  • Retreat at Randall users are not required to leave the space during programs and are welcome to continue to use the space while a program is in session.  

Usage Guidelines

  • This space is not to be used for:
    • Consumption of food (beverages with lids are permitted)  
    • Group meetings, study sessions, or any activity that conflicts with the intention of the space  
    • Excessive noise and conversation  
  • To maintain this space for all users, please:  
    • Use headphones if you are listening to music or other media  
    • Return all items to their original locations (books, yoga mats, prayer rugs, games, drawing utensils, meditation pillows, etc.)  
    • Do not remove any items from this space  
    • Remember to take your personal belongings with you  

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Secure Data Room (RL2050)

Please go to the Secure Data Room policy page.

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Sensory Friendly Study Space (RL2017)

Reservation Guidelines

  • This space is not reservable.

Usage Guidelines  

  • This space is available to any UNCW students, faculty, and staff with sensory challenges or who identify as neurodivergent and need flexible, customizable study options. Access is granted with a valid One Card.
  • Noise Level
    • Maintain a semi quiet and respectful atmosphere at all times.
    • The space is intended for individual study. Group study sessions are not permitted to maintain a semi quiet environment.
    • Use headphones for any audio, keeping the volume at a level that does not disturb others.
    • Use provided noise cancellation headphones if absolute quiet is preferred.
    • Users may use their own electronic devices. Ensure all devices are set to silent mode.
    • Any disruptive behavior, including loud talking, inappropriate conduct, or misuse of the space, will result in the user being asked to leave and may lead to revocation of usage privileges.
  • Lighting and Furniture
    • Adjust lighting and furniture as needed for comfort but return them to their original settings when leaving.
    • Do not remove any furniture or equipment from the study space.
  • Food and Drink
    • Only beverages with secure lids are allowed. No food is permitted in the sensory-friendly study space to maintain cleanliness and avoid sensory triggers.

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Study Rooms

Reservation Guidelines

  • Study rooms may be reserved and used by currently enrolled students, staff, and faculty of UNCW. A UNCW email address is required for making reservations in the online system.  
  • Smaller study rooms may be reserved by individuals rather than groups, but we ask that individuals utilize smaller capacity rooms. Larger capacity rooms should be prioritized for groups of multiple people.  
  • Reservations are for a maximum of 2 hours a day, and no more than 2 reservations per group per week (the week starts on Sunday). Only one reservation per user can be made per day. Reservation limitations are per building (Discovery Hall and Randall Hall are separate).  
  • Reservations can be made up to 2 weeks in advance.  
  • Reservations may be cancelled by using the link in your confirmation email.  
  • Reservations must be placed through the online system, not via email or phone. Library staff cannot make or modify reservations or provide information about private reservation details.  

Usage Guidelines  

  • When not reserved, study rooms are available on a first-come, first-served basis. Study room users without reservations must leave if others with proof of valid reservation (such as email confirmation) arrive.  
  • Study room users must maintain a moderate noise level - rooms are not soundproof, and loud talking disturbs other users in adjoining rooms and outside the rooms.  

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Visualization and Analysis Lab (DH1072)

Reservation Guidelines

  • Reservations must be made at least 7 days in advance through the library reservation website. 
  • Once you have filled out the reservation request, please allow two business days for us to consider your request. 
  • After we have approved your request you will receive a confirmation, and then we will contact you to set up a consultation before your event. 
  • This consultation must happen 24 hours prior to the event to ensure your meeting/event is successful.

Usage Guidelines  

  • The VAL is ideal for:
    • Classroom instruction
    • Presentations, including thesis defenses that utilize highly pixelated visualization or data
    • Workshop trainings
    • Events, such as Hackathons and community engagement
    • Individual and group work that requires practice or use of the computer and screen specifications

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