Room Rental Reservations for Rush Rhees Library spaces can be made by any UR Department.  Recognized student Organizations can reserve the Gamble Room and the Welles Brown Room only at no cost.  

 

Below is information on how to reserve the following locations: 

  • Hawkins Carlson
  • Gamble
  • Welles-Brown

Looking to reserve a different library space?

 

General Use Guidelines

  • Room reservations are restricted to academic events or University-sponsored social events.

  • All events must take place during regular library operating hours.

  • Reservations must be made at least 1 week in advance.

 

Restricted Uses

Library spaces may not be used for:

  • Non-University events (e.g., private or corporate functions)

  • Events involving admission fees or sales activities

  • Regular classes, recitations, or study sessions

 

Eligibility and Room Access

  • Student organizations may reserve the Welles-Brown and Gamble rooms.

  • Use of Hawkins-Carlson rooms by student groups requires sponsorship from a University department, which assumes responsibility for applicable fees.

  • Event access is granted by library staff; users must check in at the Q&I desk to unlock rooms.

 

Usage Fees (effective January 2027)

Gamble Room$50/hour, with a maximum of $400 per day
Welles-Brown Room$75/hour, with a maximum of $600 per day
Hawkins-Carlson Seminar room$50/hour, with a maximum of $400 per day
Hawkins-Carlson Reading room$100/hour, with a maximum of $800 per day
Entire Hawkins-Carlson room$125/hour, with a maximum of $1000 per day

** Rates are for rooms only; does not include furniture or A/V setup

 

Payment of Invoice(s)

  • Payments must be made via Workday within 30 days of the event. 

  • If you cannot process payments in Workday, contact rclbuildingrequests@library.rochester.edu for instructions on how to pay using a Journal Entry (JE) Form.

 

Special Arrangements:

Furniture setup, audio/visual support, parking, and catering must be arranged through designated University services:

 

How to reserve a room:

If you have an account, to request a reservation follow these steps:

  • Go to EMS.
  • Enter your email address in the box labeled “User Email”.
  • Enter your password. (If you do not remember your password, or are not sure you have an account, please contact ecm@rochester.edu).
  • Under My Reservation Template, select the SAS/HSEAS Staff & Faculty Event Request.

NOTE: Your request does not guarantee a reservation. A Reservation Coordinator will send an email within 3 business days confirming your reservation or cancelling the request.

Step 1: Rooms

  1. Enter Your Date/Recurrence information.
  2. Select Start and End Time.
  3. Either add the number of people for your meeting, or you can choose “I know which room I want”.
  4. Select your space by clicking on the blue circle with the plus sign in it.
  5. Click "Add Room" (you can add more than one room if you would like to book more than one space at that time).
  6. Click the "Next Step" Button in the upper right hand corner.

Step 2: Services

  1. Please select any services that you need from the available list.
  2. Click the “Next Step” Button in the upper right hand corner.

Step 3: Reservation Details

  1.  Enter Reservation Details information requested.
  2. After reading the terms and conditions, Check the "I have read and agree to the terms and conditions" box.
  3. Click the "Create Reservation" button.

Once you've completed these steps, you have submitted a reservation request. Your request does not guarantee a reservation. A Reservation Coordinator will send an email within 3 business days confirming your reservation or cancelling the request. Please note that during periods of high volume at the beginning of each semester, the response times may be delayed.

Contact information

If you want to be able to book space at Rush Rhees Library and do not have an account, please contact ecm@rochester.edu.