Event Reservation Policies

Space Overview

The Bioethics Research Library, located in Georgetown University’s historic Healy Hall, is pleased to offer its reading room as a space for designated and appropriate events. As one of the research and educational resources on the main campus, the library serves Georgetown students, faculty and staff, and is normally open during business hours for access to materials, student studying, and visiting researchers. Therefore, regular availability for events during the academic terms is restricted to after 4pm, which is inclusive of set-up time, on weekdays only. Availability is extended during the summer term, student breaks, and university holidays; see the additional reservation policies below. There is a $600 rental fee for using this space after regular patron hours.


General Availability

  • The Library is available Monday – Friday (4 pm – 11 pm). Please note that set-up in the library cannot begin until AFTER 4:00 pm.
  • The Library is available 8:00am to 11:00pm during the Summer Term.
  • As our library is regularly open until 5:00pm on weekdays, please only request a start time earlier than 5:00pm if it is necessary for your event.
  • During study and exam days the Library is reserved for student use as a study space.

Rental Fees

Term-time reservations

Spring & Fall Terms at Georgetown University

  • Evening Reservation: The Library is available Monday – Friday (5pm-11pm) for a $600 rental fee.
  • Events before 5:00pm: There is an additional $150 convenience fee for any weekday reservation starting before 5:00pm in order to close the library early.
  • Weekend Reservation: The Library is available on Saturday and Sunday (8 am – 11 pm). For events lasting 6 hours or less (inclusive of set-up and clean-up time) the fee is $600. For events lasting longer than 6 hours there is a $1000 rental fee.

While the university is out of session

Summer Term (May 22nd through August 4th, 2017), Student Breaks & University Holidays

  • Daytime Reservation: The Library is available Monday – Friday (8 am – 11 pm) for a $1000 rental fee. A minimum of two weeks’ notice is required to close the library.
  • Weekend Reservation: The Library is available on Saturday and Sunday (8 am – 11 pm). For events lasting 6 hours or less (inclusive of set-up and clean-up time) the fee is $600. For events lasting longer than 6 hours there is a $1000 rental fee.

Fees to Avoid

Misuse/Loss Fees: Any violation of the guidelines, as well as any repair, replacement of furniture, equipment, or library materials and/or cleaning fee, will be charged to your cost center if necessary. The Kennedy Institute of Ethics will notify you in writing of any infractions and the corresponding charges your department may incur within 10 business days following your event. Failure to comply will preclude future use of the room.

$300 Failure to Lock the BRL Fee: The event coordinator or someone else responsible in their department must stay for the entire event to personally ensure the door is locked at the end.

$200 Cancellation Fee: For events that are canceled a week prior to the event.

$75 Trash and Clean-up Fee: You are responsible for disposing of any trash or food following use of the room and ensuring that equipment is removed the following morning by 8:45 am. You must also ensure that surfaces (e.g. table tops) are clean and that the floor is vacuumed if necessary. The Library should be as clean as it was before the start of your event. Failure to comply will result in a $75 charge to your program.

$75 Improper Furniture Reset Fee: You must personally ensure that all Library furniture is properly put back at the end of the event. Failure to comply will result in a $75 charge to your program.


Event Coordinator Responsibilities

General

The requester is responsible for arranging and supervising all details with respect to catering, special audio-visual services and room set-up, clean-up, and furniture placement after events.
The requester or department event coordinator must be present through the duration of the event.

The event coordinator is responsible for disposing of any trash or food following use of the room and ensuring that equipment is removed the following morning by 8:45 am.

It is the responsibility of the Event Coordinator to ensure that the doors are securely locked.

Catering

Georgetown Catering is the exclusive caterer of the Bioethics Research Library. If you are only ordering catering to be dropped off, you must request clean-up service from Georgetown Catering for an additional $25.

Furniture

Georgetown Catering can handle the moving of all furniture and the reset after your event. You can rent furniture either from Georgetown Catering or from Georgetown’s Office of Special Events. You can consult with Special Events for tables, chairs, podiums, coat racks, and other furniture that may be relevant to your event.

Audio/Visual

Gelardin New Media Center: Gelardin rents A/V equipment (projectors, screens, mics, speakers and more) to the Georgetown University community free of charge.

Classroom Educational Technology Services (CETS): CETS has A/V equipment and services available for events. It is recommended that you place your request 10 days in advance.


Frequently Asked Questions

Is the Library available on my requested date?

Please view currently booked days here.

How do I know if my request has been received/confirmed?

The KIE Events Manager will email you directly to confirm that your request has been received. Your event request is confirmed once the KIE Events Manager schedules a walk-through of the Library to review space use policies.

What is the max occupancy of the Library?

The recommended occupancy of the library is 75 attendees — for standing, lecture-style, or seated events. In selected instances, we have been able to accommodate a slightly higher number.

Does the Library offer A/V services?

No. The requestor must coordinate with Georgetown’s Classroom Educational Technology Services (CETS) or Georgetown partner Optimum Audio for any A/V services.

Can students and student groups use the Library?

Yes! However, students must have a faculty or staff sponsor present for the event’s duration, and a Georgetown department must handle all fees.

Can individuals or non-Georgetown groups use the Library?

Yes — in fact, we’ve even hosted wedding receptions in the Library; a beautiful place to come after a wedding at Georgetown’s Dahlgren Chapel. However, you cannot use the standard reservation form below for outside bookings; please contact the KIE Events Manager directly to inquire about your event.

Can we use the Library furniture for our event?

Please let us know if you are interested in using the Library furniture for your event so we may confirm details of usage. There are restrictions on its use.

Can we use the hallway outside of the Library?

Maybe! We don’t handle reservation requests for the area outside the Library, though: they are managed by the Georgetown University Space Request System.


More Questions? Contact Us

Please review the above policies and guidelines concerning your use of the space. You may contact the KIE Events Manager Lukas Chandler with any questions or concerns regarding scheduling an event or the room policy at 202-687-0360 or lec101@georgetown.edu.


Ready to submit a request?

The reservation form is just below. First, please review these last few policies and tips for submitting your reservation request:

  • Registrations must be received a minimum of one week in advance.
  • Term-time reservations will not be accepted more than 60 days ahead of the event date; full-day and weekend reservations taking place during student breaks, university holidays, and summer term dates will be accepted up to one year in advance.
  • You must receive an email confirmation from the KIE Events Manager in order for your event to be confirmed, and a walk-through is required prior to your event.

Reservation Form