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Library Event and Conference Planning: Reserving Conference Venue and Hotel Blocks

Use this guide to help you create an event plan, manage your budget or fiscal processes, order food, reserve hotel rooms, etc.

Reserving Library Spaces

The Libraries have many spaces available for conference events and selecting a library meeting room can significantly reduce the overall cost of the event. Here are many of the spaces available:

Library Space Type Occupancy Contact Notes IT Support
MSL L136 Vis & Conf Room ~40 lib-conf-msl-136@uflib.ufl.edu Large visualization wall, appropriate for pre-conferences UFAT
MSL  L208A Meeting Room ~10 lib-conf-msl-208@uflib.ufl.edu Small venue, appropriate for meetings UFAT
MSL  L100 or MADE @ UF Meeting Room ~25 lib-Made@uf Fixed tables/computers, appropriate for pre-conferences UFAT
MSL  L308 Instruction Room ~22 lib-conf-msl-308@uflib.ufl.edu Fixed tables/computers, dynamic monitors, appropriate for pre-conferences UFAT
MSL Thomson Computer Lab ~40 lib-conf-MSL-Thomson@uflib.ufl.edu 40 computers open to main floor, appropriate for pre-conferences UFAT
Smathers 100 Meeting Room ~100+ lib-conf-1A@uflib.ufl.edu Hall suitable for large events 

Library IT 

Smathers East Conf Room Meeting Room ~15 lib-conf-east@uflib.ufl.edu Small venue, appropriate for meetings Library IT 
Smathers Grand Reading Room Large Hall ~100 ehh@ufl.edu Hall suitable for large events  Library IT
Smathers Judaica Lecture Hall ~25 rjefferson@ufl.edu No food or drink permitted Library IT 
LW 212 (Nygren) Meeting Room ~30 lib-conf-west-212@uflib.ufl.edu Small venue. Priority to 1) Digital humanities/scholarship project work, consultations, courses, workshops, and conferences. 2) Information literacy instruction and library employee training; 3) General library meetings. https://librarywest.uflib.ufl.edu/spaces/nygren-scholars-studio/studio-policies/  Library IT 
LW 211 Meeting Room 20-30 lib-conf-west-211@uflib.ufl.edu 20 computers, 30 seats. Small venue, appropriate for library instruction, workshops, meetings, pre-conferences.  UFAT
LW 429 Meeting Room ~40 lib-conf-west-429@uflib.ufl.edu Small venue, appropriate for meetings, pre-conferences Library IT 
AFA Conference Room Conference Room ~20 lib-AFAConferenceRoom@ufl.edu Small venue, appropriate for meetings, pre-conferences Library IT
Education Conference Room Conference Room 22 lib-conf-edu-1504@uflib.ufl.edu Small venue, appropriate for meetings, pre-conferences Library IT 

Clean-up of spaces is required: 

  • Take out garbage, wipe down tables, vacuum  
  • Room re-setup 
  • Leftover food to fridge, notifying admin so that all staff can be notified

Additional Tips:

  • If possible, reserve the space a day prior to set up the room in advance (move tables, lay-out nametags, set up food tables)
  • Contact Library Administration to borrow nametag printer
  • Contact Barbara Hood for logo table coverings
  • Remember to identify volunteers to assist with set-up and clean-up!  Library spaces require you empty the garbage bins, taking bags to the dumpster

Reserving Hotel Rooms/Blocks

Contact a local hotel with an estimated number of attendees, dates of the event, and the primary library contact. They can block a designated number of rooms and provide UF special rates upon request. The hotel will provide you with a contract to be signed by an associate dean. 

Holiday Inn University Center

A 6 minute walk (.3) miles) from the Smathers Library. Includes complimentary local area shuttle to the airport and conference location.
1250 W University Ave
Gainesville, FL 32601
(352) 376-1661  P
info@theuniversityhotel.com

Map from Holiday Inn to Smathers

 

 

AC Hotel Gainesville Downtown (located in MidTown)

Also a 6 minute walk (.3) miles) from the Smathers Library. Includes complimentary local area shuttle to the airport and conference location.
151 NW 14th Street, Gainesville, FL 32603
(352) 792-1151

 

Hilton University of Florida Conference Center
1714 SW 34th Street  I  Gainesville, FL 32607  I  USA
(352) 384-3490 
aabdi@hiltongainesvilleuf.com

 

Hilton Garden Inn Gainesville (off Archer Road and near I75)
4075 SW 33rd Place, Gainesville, FL 32608 
(352) 338-1466       
hiltongardeninn@res.hilton.com

 

UF Housing 

There are additional inexpensive options offered through UF Housing: https://conferenceservices.housing.ufl.edu/about/rates/

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