Event Booking System
Whether you're planning an awards ceremony, end-of-year celebration, or interdisciplinary conference, we provide excellent spaces for your gathering.
Reservations for our sixth-floor suite including the Atrium, Parlor, and Conference Rooms are exclusively for UTA-sponsored events and are subject to availability.
Event Planning Suggestions and Strategies
- Event Timeline: Start by outlining a comprehensive timeline for your event, covering pre-event preparations, event execution, and post-event activities.
- Budgeting: Estimate your event expenses and establish a budget.
- Venue Selection: Secure your event venue by checking Mazevo for availability of preferred spaces like Library 6th floor Atrium or Parlor.
- Space Setup: View the Venue Information to efficiently plan the layout of your chosen space.
- Technical Requirements: Assess your event's technology needs using the Event Reservation Fees resource to ensure all technical aspects are covered.
- Libraries Space Walk Thru - Schedule a walk thru with Contracts and Events Coordinator (lib-eventspaces@uta.edu) to make sure all your event needs are confirmed.
The Booking Process
University Departments
Step
4
After confirmation, schedule and attend event planning meeting: lib-eventspaces@uta.edu
Step
3
Await approval from the library's event staff (no dept action required)
Step
1
Mazevo: Register (new organizers only)
Event Fees
Fees will vary depending on the level of presentation support needed, whether the event is being catered, or if additional furniture and supplies are needed.
| Reserved Event Spaces | Capacity | Half-Day Pricing (4 hours, up to 5 hourly) | Full-Day Pricing (5–8 Hours) | Hourly Rate (> 8 hours) |
|---|---|---|---|---|
| Library Atrium | Max. 200 | $100 | $175 | $25/hr |
| Library Parlor | Max. 100 | $100 | $175 | $25/hr |
| Conference Room 630 A | 8 | $25/hr | ||
| Conference Room 630 C | 12 | $25/hr | ||
| 315 A Classroom* | 40 | $50/hr | ||
| Atrium Conference Bundle | Max. 220 | $125 | $220 | $35/hr |
| Sixth Floor Bundle (Atrium, Parlor, and Conference Rooms) | Max. 320 | $300 | $525 | $75/hr |
* 315 A can be reserved by External Partners (Non-Libraries Departments) shortly after the term starts. Fall reservations open the first week of October, and Spring reservations are open the first week of March.
| Service and Packages | Description | Half-Day Pricing (4 hours, up to 5 hourly) | Full Day Rate (5–8 hours) | Hourly (> 8 hours) |
|---|---|---|---|---|
| Standard Room Package | Includes 2 wireless handhelds, 1 lavalier, speakers. Does not support video elements. | $100 | $175 | $25/hr |
| Basic Room Package | Includes Standard Room Pkg, and access to lectern HDMI port for displays, and presenter remote clicker. | $150 | $250 | $35/hr |
| Advanced Presenters Package | Includes Basic Room Pkg, video switchers, robotic-camera, and technical support. | $200 | $325 | $40/hr |
| Tech Support | Required for all Presenter’s Pkgs after 5pm M–F and Weekends. | $75/hr | ||
| <24-hour cancellation | $100 | |||
| <24-hour Format Change | $100 | |||
| Catering Fee: housekeeping and labor | $50 | |||
| Item | Price |
|---|---|
| Tablecloths (Circle or Rectangle) – White, Black, Blue, Red | $15.00 each |
| Tablecloths (Circle) – Green, Orange | $15.00 each |
| Flip Chart | $10.00 each |
| Whiteboard | $8.00 each |
| Easel | $2.00 each |
| Long Table 48" | $0.00 |
| Long Table 60" | $0.00 |
| Registration Table 72" | $0.00 |
| Catering Tables 72" | $0.00 |
| Round Tables 72" | $0.00 |
| Chairs | $0.00 |
Venue Information
The venues hold between 40 and 200 guests depending on the seating arrangement
| Rooms | Theatre | Classroom | Banquet |
|---|---|---|---|
| Atrium | 200 capacity | 50 capacity | 150 capacity (15 round tables) |
| Parlor | 100 capacity | 50 capacity | 50 capacity (6 round tables) |
| Room Set-Ups | |||
|---|---|---|---|
| Banquet | Conference | Theatre | Classroom |
 |  |  |  |
| Tables | |||
|---|---|---|---|
| Round Tables | 15 round tables are available | Each table measures 6 feet in diameter | Each table can fit up to 10 chairs |
| Rectangular Tables | 10 rectangular tables are available | Each table measures 8 feet by 2.5 feet | Each table can fit up to 4 chairs (facing the same direction) |
General Guidelines
- The Event Staff reserves the right to approve, deny, or request modifications to proposed events to ensure safety, mission alignment, and effective use of university resources.
- Any services utilized during the event (technology, additional equipment) but were not requested in the reservation will be charged in the final invoice.
- Food and beverages are permitted in the Parlor and Atrium only.
- Furniture and equipment may not be moved without consulting staff.
- Adhere to all catering policies established by UTA and the Central Library. Smoking or vaping is strictly prohibited within the library.
- Only service animals are permitted; pets are not allowed.
- Do not exceed capacity limits to ensure safety and compliance with fire codes.
- Guests are requested not to adjust the blinds in the glass conference rooms. Should your group require adjustments, please contact a staff member in the Administration or Catering office for assistance.
- The blinds are delicate and easily damaged, incurring costly repairs.
- Honor the reservation time; overstaying may disrupt other events and result in additional fees.
- Refrain from accessing restricted areas and respect spaces not included in your reservation.
- Do not tamper plugs and wires; staff and technicians are available to assist with setup and troubleshooting. Keep podiums in their designated spaces to avoid damaging cords.
- Avoid overloading electrical outlets to prevent power outages or safety risks.
- Use of adhesives or materials that may damage walls or surfaces, such as tape or nails, is prohibited.
- Avoid using tape on glass conference room walls to maintain their condition.
- Confetti, glitter, or similar items are not allowed, as they are challenging to clean and may result in additional fees.
- Only Libraries Facilities staff are authorized to move furniture. Once the space is set up, it should not be altered without consulting with our staff.
- Helium balloons, fog machines, and flammables are not permitted.
- Decorations must not be hung from ceilings or sprinklers to ensure safety and integrity.
- Maintain reasonable noise levels, as the library is a study space for many students.
- Avoid any disruptive or prohibited activities that could disturb other library guests.
- Do not block stairway exits, as this violates fire codes and poses a safety risk.
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