Host an Event in Sterling Memorial Library

Sterling in the evening with a sunburst behind it

We welcome requests from the Yale community to reserve space for events that support our mission, vision, and strategic direction.

Priority will be given to events advancing teaching, research, and learning, inclusive programs and services, and our commitment to diversity, equity, accessibility, and inclusion.

We reserve the right to decline space requests that are not aligned with our mission. Our reservable spaces are listed below; please note the L&B Room and Nave are not reservable spaces.

If you are requesting a session with special collections or archives, do not use the room request link on this page. Please request a session for a group to view special collections through the Beinecke Library Education Program.

Reservable Spaces

Room 177 (Capacity 22 people)

Room 177 has a U-shape table setup with seating for up to 22 people that cannot be moved. It has a networked room PC, laptop input via provided HDMI cable, USB ports for flash drives, laser projector, 138” projection screen, audio/speakers for media playback, and presentation clickers. It is not set up for Zoom.

Library IT will arrive 15 minutes before your event’s scheduled start time to ensure everything is working smoothly. If you need someone to stay for the duration of the event, or if you need additional audio or technical support, please contact Classroom Services at 203-432-2650 or classroom.support@yale.edu.

The Lecture Hall and Memorabilia Room (always reserved together)

Lecture Hall

The Lecture Hall is always booked in conjunction with the Memorabilia room. Guests enter the Lecture Hall through the Memorabilia Room; the two rooms are adjoined and cannot accomodate separate events happening at the same time.

The Lecture Hall is video conference-capable, with a large 16’ x 10’ projection screen, 2 98” LCD screens with wireless connectivity via Solstice, 6 speakers, 2 hand-held microphones, 2 lavalier microphones, and two lecterns (one full media setup and one standalone with a microphone). The aspect ratio is 16:9. The lectern with the full media setup is a standard Yale University Media services A/V system, which includes a podium with affixed microphone, wireless microphone, lapel microphone, network PC, several USB ports, inputs for HDMI, LCD projector and wall screen, and Blu Ray/DVD player. Room sources include a Local PC, HDMI laptop hookup or Wolfvision wireless presentation system.

5 different room configurations can be requested when booking. Please see those options listed below.

Memorabilia Room (Capacity 30 people)

The Memorabilia Room standard setup has 2 6ft tables in the room and 6 soft seating chairs. Up to four long tables (7ft) may be set up for displays, check-in, or food.

The Memorabilia Room is always booked in conjuction with a Lecture Hall reservation.

Lecture Hall Layout Options

Layout 1: semi-circle facing 2 monitors with podium between monitors, seating up to 110:

Layout 2: auditorium style facing the large screen with a podium up front, seating up to 120:

Layout 3: boardroom-style seating up to 29 at the tables:

Layout 4: classroom-style seating up to 30:

Layout 5: banquet-style with a maximum of 8 round tables with 10 people at each table (80 people seated):

Make Your Event a Success

Timeline

Room reservations must be submitted at least 3 weeks before your event.

Fees

Custodial fee: Room set-up fee ranges between $76 - $114 per hour depending on complexity and time of day.

Security fee: With proir approval, events may be scheduled to begin or end outside Library hours, but security staff must be present. Applicable Security overtime charges will apply. Fees for security coverage are charged at $85/hour/person, with a minimim of 2 officers. The hours for Sterling Memorial Library vary by time of year.

Photo policy

If you plan to have a photographer or videographer for your event, please provide us with the vendor’s name and arrival time in advance so that we can alert security to allow entry. If bulky equipment is required, we can arrange for them to load and unload through the loading dock entrance on Wall Street. The conference organizer is responsible for the contract with the photographer or videographer and for any related documentation or permissions required by Yale. Permission to film or photograph is limited to the conference space.

Decorations

Flowers are not allowed due to potential pests. Do not bring in balloons, as we have high ceilings where the balloons can get stuck.

Food policies

Catering services are the responsibility of the requestor and should be arranged according to University catering policy. Please be advised (and alert your caterer) that there are no red or blue liquids (fruit punch, red wine, spaghetti sauce, etc.) or open flames (sterno cans, candles, etc.) allowed in the Library at any time. Rentals are the requestor’s responsibility and must be delivered and removed within the time span of the reservation. Alcohol may not be served at events during the Library’s operating hours.

Any clean-up necessary after a function is the responsibility of the requestor. Please arrange for clean up with your catering provider. If there is a spill during the event, additional charges may be assessed by the Facilities for specialized clean-up.

The caterer should be instructed to enter the Library through 301 York Street (near Poorvu Center) unless prior arrangements have been made with Library staff to use the staff entrance.

No vehicles are allowed to park on Rose & Alexander Walks.

Noise levels

Please be mindful of the noise level of your event, as library patrons are also using the building for research and study.

Sterling interior map

Download the Sterling Map (PDF)

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