Reading Room Events Guide

If you're looking for a beautiful space to host an event for the Commerce Department, the Reading Room is an excellent choice for high-level diplomatic signings, advisory board meetings, or internal training sessions.

• Availability: The Reading Room is available for reservation on Tuesdays, Wednesdays, and Thursdays. Reservations can be made up to 90 days in advance. Due to high demand, we can only hold one potential date per request. If your preferred date is unavailable, you may check other spaces in Commerce HQ.
• Reservation Process: Review this guide to determine if the Reading Room suits your event. Check availability at the link below. After submitting the reservation form, please allow 1-2 business days for a decision. An email from alerts@mail.libcal.com will inform you whether your request has been approved or denied.
• Contact: Please reach out to the library if you have any questions or would like to visit the Reading Room for a walkthrough.

RESERVE THE READING ROOM

Please read the following information to understand the expectations and ensure everyone can enjoy the historic Reading Room.

• Eligibility: The Reading Room can only be reserved by Commerce staff with a duty station in the Herbert C. Hoover Building (HCHB) in Washington, DC. This ensures that the hosting program can access the space and request related services.
• Confidentiality: The Reading Room is part of a working library and is not suitable for events requiring confidentiality. Privacy cannot be guaranteed.
• Guest Capacity: Suitable for events with a minimum of 20 guests and a maximum of 110 guests. However, it's recommended not to exceed 75 guests, depending on the setup. For events with fewer than 20 guests or more than 110 guests, please use the Conference Room Reservation System for more suitable spaces.
• Support Staff: Library staff are generally onsite but cannot guarantee availability or assistance during your event. Program offices must ensure an appropriate number of support staff are available to assist with setup, execution (including AV support), takedown, and cleanup.

• Walkthrough: If you are unfamiliar with the room, an in-person walkthrough is strongly recommended. Invite all relevant program staff, especially those handling AV, for the walkthrough.
• Responsibility: The sponsoring program office is responsible for the entire process, including setup, execution, takedown, and cleanup. Coordinate with other HCHB offices as appropriate, including Moving Services, Security, OCIO, and CHIMES.
• Non-DOC Attendees: For events including non-DOC attendees, program offices must coordinate internally and conform to all procedures related to members of the public or Foreign Nationals being onsite.
• Post-Event Cleanup: After the event, program offices should leave the room orderly:
  • Tidying the space and emptying the trash if food debris is present.
  • Ensuring the carpet is clean (a vacuum is available or by paying CHIMES).
  • Wiping down tables/tablecloths.
  • Putting away any library event supplies used (power strips, microphones, easels).
  • Resetting the furniture unless it's being used by the next event.

Curious about the features of this one-of-a-kind space?  Explore our Digital Exhibits to learn more.

COMMERCE RESEARCH LIBRARY HISTORY