Reading Room Events Guide

No. Like other conference rooms in HCHB, the Reading Room accepts reservations up to 90 days in advance on a rolling basis. If your dates are firm, but farther out, we recommend setting an Outlook reminder to make your booking as soon as dates become available.

Room reservations are limited to Tuesday, Wednesday, and Thursdays. The library staff is small and a break from event days is necessary to maintain a working library and related services. These days also allow additional windows to manage event set up and reset for the mid-week events.

That depends. When possible, such as with most Tuesday events or if the previous event ends early enough, the set up can be completed the day before. For events that start at 10am or later and have relatively simple set ups, it may be necessary to complete the set up the day of the event. Sometimes similar events can reuse set ups, which saves time and effort for everyone.

If your event runs slightly later than the library’s business hours, it’s ok and your group will be responsible for turning off the lights when you leave. For the most part, the library does not support after hours events.

Yes! Food and beverages are allowed. Program offices may choose to bring in catering from anywhere, to include boxed lunches, coffee and tea service, or other light refreshments. Please use the vinyl tablecloths as needed to protect the tables from heat and condensation (or bring something more aesthetically pleasing). To protect the carpet, please request lids for coffee cups from the caterer. Library book trucks can be borrowed to pick up catering deliveries from the 14th & Penn entrance (be clear with your vendor that it’s the corner of 14th & Penn next to the White House Visitor Center).

Yes! Please ensure the space is left in good condition for other library users. After your event, put away tables, chairs, and microphones neatly.

If food and beverages were served, please collect any rogue trash and call CHIMES to have the trash cans emptied of food debris to avoid attracting pests. Tables should be wiped down and any crumbs or other small messes vacuumed. Any dirty cloth table clothes should be placed in the laundry bin in the events cabinet.

CHIMES can be reached at ext. 2-2548

Use of the Reading Room is limited to official business. While we understand your program may want to honor the contributions of valuable staff members as they retire or celebrate other milestones, the Reading Room is in high demand and prioritizes meetings, presentations, advisory boards, and other events that directly support the mission of the agency.

Check the OFEQ Self-Service Portal to find other spaces in the building for your event.

No. As a largely self-service space, only HCHB staff can reserve the Reading Room for events.

Yes. The program office is responsible for all event attendees, whether Commerce staff, other Federal staff, or members of the public. This includes requirements to alert Security in advance of the event that members of the public will be in attendance or if Foreign Nationals will be attending, as well as having support staff available to escort non-DOC guests around HCHB.

If members of the public are anticipated to attend, we strongly recommend working with Security to open the 15th & Penn door. It serves to keep groups contained in the library and reduces the need for escorts.

Yes, both the 1984 door (near the 6th corridor elevators) and the 1894 door (near the 7th/8th corridor elevators) are accessible and have an automatic door opener. The bathrooms near the 1894 door are also accessible. If the 15th & Penn entrance is being used, there is a small flight of stairs to navigate.

There are a variety of miscellaneous event supplies available for use, beyond tables and chairs:

• Black vinyl tablecloths to protect the tables from water or heat related to food and beverages
• Black polyester tablecloths are available to elevate the look of a boardroom set up
• Black plastic table tents for names or reserved seating (program offices must print the name placards themselves)
• Power strips (outlets are located by each of the monitors and in the alcoves)
• Sandwich board and easels (sandwich board can be used on the street to help attendees identify the correct entrance when 15th & Penn is in use)
• The US and Commerce flags are always on display, but there is a third flagpole available.

Use our walkthrough scheduler or reach out to research@doc.gov if you can't find a time that works.