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Ekstrom Library

Ekstrom Library Room Reservations: Auditorium

Ekstrom Library Chao Auditorium

Purpose: Auditorium

Who can reserve? Faculty/Staff

Location: West Wing Lower Level

Seating: 145

Food/Drink allowed?
No food or drink is allowed in the auditorium; however, food and drink are allowed in the area outside of the auditorium.


  • Instructor station PC with projection to two screens
  • Microphone available
  • Smart podium
  • DVD player

Room Policy

Elaine Chao Auditorium Policy

Location: Ekstrom Library-Lower Level West


The principal function of the Chao Auditorium is to provide a space for conducting library business. When not being used for library purposes, the Chao Auditorium is made available for use by other university groups or recognized student organizations (RSOs) as authorized by the Dean, University Libraries. Non-academic meetings and/or social events are not permitted. External/non-University events are not permitted. Use of auditorium will not be allowed for any events which charge fees for admittance, even if said fees are only intended as cost recovery. 

Reservations Procedure

The Office of the Dean, University Libraries (Ekstrom Library Room 203, 502.852.6745 / 502.852.8706) is responsible for scheduling and coordinating arrangements of the Chao Auditorium.  Every attempt should be made to schedule the auditorium as far in advance of the date of the event as possible.

Individuals, groups, RSOs, and departments must reserve the auditorium using LibCal. Only faculty and staff may schedule the Chao Auditorium. Students are not permitted to schedule the Chao.

Rooms may be reserved six times per semester for a maximum of three hours per request, inclusive of all rooms.  The auditorium is not scheduled for recurring weekly reservations, such as regular classes. The library does not host conference type events that require multiple rooms, back-to-back reservations for day or multi-day events.

All reservations must be made no less than seven (7) working days prior to the event. Please allow one (1) week for requests to be processed. You will receive an email confirming or denying your request.

  • Fall / Spring Semester:  Sunday through Thursday events must end no later than 10 PM.
  • Summer Semester:  Sunday through Thursday events must end no later than 8 PM.

Events may start no earlier than 30 minutes after library doors open. 


No food or drink is permitted inside the Chao Auditorium.

Food and drink may be served in the area outside of the auditorium.

No alcoholic beverages are permitted in the library.

Clean Up

  • Removal of all trash and papers from the room upon departure is expected.
  • Event signage of any type may not be affixed to any library surface.
  • Cleanup should take place immediately after your event so that the space is ready for the next event.  Please remind the caterer or your cleanup committee of this policy so you will not be charged the $100 fee.
  • No food, drink, or eating utensils can be left in the area or room. This includes coffee urns, drinking dispensers, table cloths and / or food trays. If the library staff removes any of the aforementioned items, they will be thrown away. 

If the area is not cleaned after your event, the library will generate an IUT with a charge of $100 to your Unit Business Manager.

NOTE: The Ekstrom Library Administration, Office of the Dean reserves the right to deny use of the auditorium to any group failing to observe the policies outlined above.

See Also

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