Space Usage and Reservation Guidelines

General Library Space Usage 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.
  • Charging personal electronic devices, batteries, or battery-powered equipment must be attended to at all times. Items should not be left unattended while charging. This includes, but is not limited to, laptops, phones, power banks, e-bike or scooter batteries, and other rechargeable batteries. Designated charging areas, such as powered day-use lockers and charging stations, may be used for unattended charging of approved personal electronic devices only. 
  • 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 libbuildingoperations@uncw.edu.  
  • Unless otherwise specified, online reservations can be made through the Campus Reservation System.
  • Reservations should NOT exceed the room's defined maximum capacity.
  • Our spaces are not available for weekly recurring meetings.
     

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.
  • The maximum capacity in this space is 75.

Back to top.

 

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  

Back to top.

 

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 or reoccurring meeting space.
    • Reserve through the Campus Reservation System (CRS).
  • 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.  
  • Non-UNCW organizations can reserve the space without a UNCW partner through CER. See more here: Plan Your Event. 


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 85 persons and can be set up in lecture (chairs only - maximum of 85), seminar (tables in rows with chairs - maximum of 60), or banquet (round tables - maximum of 64 persons).  
    • For UNCW events that are not in partnership with UNCW Library, we charge as per our Group Pricing guideline for any non-default set-up and clean-up (See more about pricing here: Plan Your Event). 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. UNCW 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 or through CER.  
  • Hours:  
    • Normal 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.
    • For events outside of building hours, please see pricing here: Plan Your Event.

Back to top.

 

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.
  • The maximum capacity in this space is 20.

Back to top.

 

Family Room (DH1057)


Reservation Guidelines

  • This space is first come, first served.


Usage Guidelines  

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

Back to top.

 

Game Room (RL2008A)

The Living Room (RL2008) is a collaborative, social, and programming-oriented space within UNCW Library's Randall Hall. It is designed to support connection, engagement, and informal gatherings and is not a designated study room or intended for silent study. 

The Game Room (RL2008A) is located within the Living Room and is considered part of that overall space. Game Room activities and use of game-related equipment are welcomed and contribute to the social and interactive nature of the Living Room. 

The Game Room is regularly used by Registered Student Organizations for playing games. 


Reservation Guidelines

  • The Living Room and Game Room are open spaces that are available on a first-come, first-serve bases. They will remain open through all programming. 
    • Usage consistent with the room's intended purpose will take priority. 
    • Living Room and Game Room remain open, shared spaces during library-sponsored programs, and users may continue to use available areas when programs are in progress. 
      • University departments interested in partnering with the library for a program in the Living Room and Game Room area should contact the library's Outreach & Engagement team at liboutreach@uncw.edu. 
    • For general space or facilities-related questions, contact the library's Building Operations & Security department at libbuildingoperations@uncw.edu


Usage Guidelines  

  • Noise & Environment
    • Noise and conversation related to gaming and group activities are expected in the Living Room and Game Room. 
    • Users should remain mindful that these spaces are adjacent to quiet study areas and ensure that noise remains appropriate and respectful. 
    • Please respect this shared space by leaving the room as you found it. 
    • Activities that require craft supplies, like glue and paint for miniatures, should not take place in the Game Room or Living Room. Please visit the Makerstudio for these activities. 

  • Games

    • All library provided games and materials should not leave the Game Room/ Living Room. 

    • All games should be put away on shelves in the game room before leaving. 

  • Lockers

    • Anyone may use the lockers to lock up their belongings. There is one locker designated for the Tabletop Gaming Club, which is marked. 

    • Items left after 24 hours may be removed and put in the Library Lost & Found. 

  • Food & Drink

    • Food and drink are permitted in the Living Room and Game Room.

    • Users are responsible for cleaning up after themselves and properly disposing of waste. 

Back to top.

 

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.
  • The maximum capacity in this space is 45.

Back to top.

 

Graduate Student Study Rooms (RL2048A & RL2048B)


Reservation Guidelines

  • Graduate study rooms may be reserved and used by currently enrolled graduate students. A UNCW email address is required for making reservations in the online system.
  • Reservations are limited to a maximum of 4 hours a day. Groups and individuals may make multiple reservations per day, provided the total reserved time does not exceed 4 hours. Graduate study room reservation limits are separate from regular study room reservation limits.
  • 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  

  • Graduate Student Study Rooms are located within the Graduate Student Study Space, which is accessible only to graduate student through OneCard tap.
  • 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.  
  • The maximum capacity in this space is 5.

Back to top.

 

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.
  • The maximum capacity in this space is 105.

Back to top.

 

Instructional Services Classrooms (DH2088, DH2097, & RL 2042)


Reservation Guidelines for Discovery Hall 2088 and 2097

  • 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 libbuildingoperations@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.        


Reservation Guidelines for Randall Hall 2042

  • Randall Hall 2042 is reserved for Teaching, Learning, and Library Services (TLLS) instruction and workshops.
  • Library faculty and staff may request RL 2042 in the campus reservation system.  
  • The room cannot be reserved for a semester-long course.        


Usage Guidelines        

  • Food and drink are not allowed in the classrooms, with the exception of covered beverages.
  • The Discovery Hall classrooms are equipped with laptop carts. 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.
  • The maximum capacity in each space is as follows: DH2088 - 42; DH2097 - 42; RL2042 - 35.

Back to top.

 

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.

Back to top.

 

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. 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

Back to top.

 

Lookout (DH3013)


Reservation Guidelines

  • This space is not reservable.


Usage Guidelines  

  • Covered drinks only; no food allowed.
  • The maximum capacity in this space is 30.

Back to top.

 

Meeting Rooms


Reservation Guidelines (DH1077F, RL1045, RL2052)

  • These meeting rooms are available to faculty and staff through the Campus Reservation System.
    • RL1045 is also available for registered student organizations to reserve after 5pm or weekends. Reservation priority is given to faculty and staff outside of these times.
  • When not reserved, these meeting rooms 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.
  • The maximum capacity in each space is as follows: DH1077F - 6; RL1045 - 20; RL2052 - 30.

Back to top.

 

Outdoor Spaces


Reservation Guidelines

  • Reservations must be made at least 1 month in advance. This is so we can get the needed approvals from Physical Plant and Environmental Health and Safety.
  • Priority for the UNCW Library Discovery Courtyard is given to UNCW Library-sponsored and co-sponsored events or events that have university-wide appeal. As an open-public space the event cannot have 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 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.  
  • In the case of adverse weather, we will strongly advise making a reservation in one of our indoor spaces so you can move the event indoors. Please email RLfacility@uncw.edu if you have additional questions about weather/indoor spaces to reserve.


Usage Guidelines  

  •  Set Up and Break Down:  
  • 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.
  • The UNCW Library outdoor spaces each have a maximum capacity of 100 persons.  
  • Spaces must stay “As Is”, with only minor additions, such as tables or tents for catering or activities like cornhole. 
  • Catering:  
  • Any food or beverage that is brought into the area must be removed once the event is completed. Catering arrangements are made by the space reservee.
  • Hours:  
  • Library outdoor spaces are only reservable during Discovery Hall’s building hours. Event hours require additional approval by UNCW Library Building Operations to ensure no conflicts of noise level or other activity occur.
  • During intersession, summer, holidays and other variations in the academic calendar, hours may be limited.
  • See our Library Building hours.   

Back to top.

 

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  

Back to top.

 

Secure Data Room (RL2050)

Please go to the Secure Data Room policy page.

Back to top.

 

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.
  • The maximum capacity in this space is 6.
  • 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.

Back to top.

 

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 limited to a maximum of 4 hours a day. Groups and individuals may make multiple reservations per day, provided the total reserved time does not exceed 4 hours. Reservation limitations apply 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.  

Back to top.

 

Visualization and Analysis Lab (DH1072)


Reservation Guidelines

  • UNCW reservations must be made at least 7 days in advance through the Campus Reservation System (CRS)
  • 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 facility use agreement, 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.
  • Non-UNCW requests should go through Conferences, Events, Reservations (CER). See more about planning an event in the library here: Plan Your Event.


Usage Guidelines  

  • The Visualization and Analysis Lab (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
  • The maximum capacity in this space is 48.

Back to top.