Purpose

These guidelines are intended to ensure that events and tabling activities support the educational mission of the University of Arkansas and the intended use of the University Libraries, while maintaining a welcoming environment that is conducive to learning, teaching, research, and academic success.

Eligibility

Information tables are limited to: 

• University of Arkansas departments  
• Recognized Registered Student Organizations (RSOs)  
• University-sponsored initiatives or programs including career and recruitment activities

All sponsoring organizations must have a faculty or staff advisor or a designated University of Arkansas departmental sponsor. 

Reservations

• Information tables are available by reservation only.
• Requests must be submitted at least two calendar weeks before the requested event date. 
• Reservations are approved on a first-come, first-served basis and are subject to space availability.
• Submission of a request does not constitute approval. Reservations are confirmed only after receiving written confirmation from University Libraries staff.

Library staff reserve the right to relocate or adjust reservations to accommodate library operations or special events.

Conduct Expectations

Participants are expected to conduct themselves in a respectful and professional manner at all times. 

• Activities may not interfere with library operations or disrupt library patrons. 
• Aggressive solicitation, harassment, “hawking”, disruptive behavior, or approaching passersby is prohibited. 
• Keep all materials within the assigned table area
• Allow patrons to approach voluntarily. 
• Maintain clear walkways and building access.
• Groups must remain within the boundaries of their assigned space and may not relocate to another area without prior approval from University Libraries staff.

Prohibited Activities

The following are prohibited: 

• The sale of goods or services is prohibited except for approved fundraising activities conducted by recognized Registered Student Organizations (RSOs) in accordance with university policy or as part of a university-sanctioned event.
• Amplified sound, including speakers, microphones, megaphones, or boomboxes.
• Obstructing entrances, exits, aisles, or study spaces.
• Interfering with other library programs or reservations.
• The distribution or display of materials that violate University policies or applicable laws. 
• The use of open flames, hazardous materials, or equipment that presents a safety risk.
• On-site interviews, hiring decisions, or activities that disrupt library operations.

Non-University Affiliates

The University Libraries uses OpenAthens authentication for LibCal reservations. Only individuals with a University of Arkansas email address may submit information tabling requests through the nature of the online reservation system.

Non-University affiliated organizations or individuals interested in information tabling have two options to request a reservation.

• A non-university affiliated organization can partner with a University affiliated sponsor. This sponsor will be held equally liable for communications and penalties.
• If the non-university affiliated organization does not wish to gain a sponsor, they can contact University Libraries via email (libevent@uark.edu) or Ask Us.

Regardless of sponsor status, requests from non-affiliated groups will be reviewed on a case-by-case basis to determine whether the proposed activity aligns with the mission, vision, and values of the University of Arkansas Libraries and is appropriate for the library environment. 

If approved, and not sponsored, University Libraries staff will create the reservation on behalf of the requesting organization. 

Space Availability

Reservations are limited to Monday-Thursday from 8:00am – 5:00pm and Friday from 8:00am – 3:00pm.

• Events and tabling are permitted only in designated library spaces:
  • MULN West Entrance (Level 2)
  • MULN East Entrance (Level 2)
  • Fowler's Nook Cafe (Level 1)
• Space assignments are based on availability and are ultimately made at the discretion of University Libraries staff. Preferences can be indicated on the reservation form.
• Tabling activities involving food and beverages will be limited to Level 2 locations.
• Library-sponsored events, library programming, and operational needs take priority over other reservations. 

Time Limits

• A minimum one-hour reservation is required for all information table reservations.
• Reservation times must include setup and teardown.  
• Groups are expected to arrive on time and vacate the space promptly at the end of their reservation. 
• All materials must be removed and the area restored to its original condition.

Setup and Cleanup

• University Libraries staff will provide tables and chairs, subject to availability. Available options include: 
  • 6-foot table (accommodates 2–3 people) 
  • 8-foot table (accommodates 3–4 people)
• University Libraries staff will have the reserved table and chairs set up prior to the group's scheduled reservation time. 
• Organizations are responsible for: 
  • Arriving within their reserved time.  
  • Setting up and arranging their own displays, informational materials, and approved signage.  
  • Leaving the area clean and free of litter or other materials.  
  • Removing all personal belongings, displays, and promotional materials immediately following the reservation.  
  • Displays, signs, and decorations must be freestanding and may not be attached to library walls, windows, furniture, or fixtures without prior approval.

Library staff will remove the table and chairs after the reservation has concluded. Any damage to library property resulting from the activity may result in repair costs and/or suspension of future reservation privileges. 

Food and Drink

Food and drink are allowed in accordance with the Libraries’ Food and Drink Policy. Information tabling groups may offer food or beverages only with prior approval from University Libraries, when applicable.

Food or beverages may not be used to coerce participation, including obtainment of personal information. Distribution of food and beverages must not disrupt library operations or create safety or cleanliness concerns.

Patrons are expected to clean up after themselves by throwing away all trash in appropriate trash and recycling receptacles.

Please report major spills to library staff immediately so they can arrange for the appropriate clean-up. 

Cancellations

Groups unable to use their reservation should notify University Libraries staff at least 48 hours in advance. 

Repeated no-shows or late cancellations may result in limitations on future reservations.

In the event of a closure for inclement weather, campus incident, or other emergencies, all reservations will be cancelled automatically.

In the event of an early closure and delayed start due to inclement weather or other campus conditions, the University Libraries will determine if events are to be cancelled or modified.

Library Rights

The University Libraries reserve the right to: 

• Deny or cancel reservations that do not align with this policy or the mission of the Libraries.  
• End tabling activities that violate library or university policies or applicable laws.
• Modify designated locations or reservation schedules to accommodate operational needs, library programming, or safety concerns. 
• Remove any signage that may be seen as inappropriate, disruptive, or going against University policies. 

Questions

For questions regarding tabling in Mullins Library, please contact us via libevent@uark.edu or Ask Us.