Facility Reservation and Use Policy

The primary purpose of the building is to provide classroom, research, and study space; however, several areas in the Miller Learning Center are conducive to hosting events. Reservation of these spaces is through the Miller Learning Center by submitting the online request form or contacting Katherine Wilson at learnctr@uga.edu or 706/542-7000. Failure to comply with Miller Learning Center and University policies or Federal, State and local law may result in the cancellation of future reservations and/or restriction from the use of Miller Learning Center facilities. Discrimination in the use of these facilities regarding disability, race, religion or nationality is prohibited.

Who Can Reserve Event Space?

What Types of Events Can Be Held in the MLC?

When Can I Schedule Events in the MLC? How Far in Advance Can I Place a Request?

How Do I Request Use of the Building Outside of Normal Operating Hours, on Holidays, or When the Building Is Closed?

What Furniture and Equipment is Available?

What Food, Catering, or Decorations are Permitted and Available?

Who Can Reserve Event Space?

Only University of Georgia departments and registered student organizations are eligible to reserve event spaces in the MLC. These departments and organizations are fully responsible for coordination of the event, compliance with the policies and procedures outlined below, and damage to facilities and equipment during their event. Someone from the sponsoring department or student organization must be on site during the reservation time, including setup, to assist with the coordination. If it is necessary for MLC staff to coordinate the event, an administration fee of up to $50.00 will be assessed.

Failure to comply with the Miller Learning Center conduct policy, University of Georgia policies, or federal, state and local laws may result in the cancellation of future reservations and/or restriction from the use of Miller Learning Center facilities. Discrimination in the use of these facilities regarding disability, race, religion or nationality is prohibited.

What Types of Events Can Be Held in the MLC?

• UGA events: events arranged by a registered student organization or UGA department. Reservations must be requested by members of the student organization or University faculty/staff. Attendance is limited to students or University personnel.
• UGA-related events: events arranged by a registered student organization or UGA department. Attendance is not limited to University personnel or students.
• Private events: The Miller Learning Center is not available for private events or commercial solicitation.

What Event Spaces Are Available? What Are The Charges for Using Event Space?

Event Space Charges (UGA events) Charges (UGA-related events) Description
Frank Daniel Foley, Jr. Rotunda $75 $200

The Frank Daniel Foley, Jr. Rotunda contains varying sizes of large solid cherry tables and chairs, soft seating and open spaces that can accommodate a small buffet, or informal presentation space. 150 people can be accommodated in this space.

This space is most conducive to receptions or social gatherings. Please be advised that this space cannot be closed off to building patrons. This will limit the times that the space may be reserved. Exceptions may be made during low building usage times such as weekends, intersession, or summer semester.

North Tower $30 $100

The North Tower is an intimate space with doors allowing privacy.

The North Tower has chairs to seat 42 with small round coffee tables. Two 8-foot tables and chairs are also provided. The furniture in this space can be rearranged but must be returned to its original state.

This space is most conducive to small lectures, public readings or small receptions. Discussions may not work as well due to the acoustical echo caused by the design of the tower. The room has ample electrical outlets and data ports, but because of the light levels, doesn't lend itself to projection use.

Sidney Samuel Thomas Reading Room $50 $200

The Sidney Samuel Thomas Reading Room is a traditional library space with eight 10-foot, solid cherry tables, 64 leather-bottomed chairs and book-lined shelves. An additional 32 soft seats are in the room. The tables are fixed; there is minimal flexibility with the chair arrangement.

There are few electrical outlets in the room and no data ports. The room is conducive to a small lecture, reading, or possibly a small reception. It is an intimate space with doors allowing privacy.

This room is primarily intended for quiet study; therefore, it is not readily available as an event space. Exceptions may be made during low building usage times such as weekends, intersession, or summer semester.

Head Terrace $50 $200

The Jacqueline and John Head Terrace is an outdoor amphitheater style space that is conducive to outdoor classroom space, lectures, readings, receptions and social gatherings.

The Head Terrace is located on the North side of the building between the Miller Learning Center and the Fine Arts Building . Due to the close proximity of this space to classrooms, research/study space, and the University Theatre, only low-level background music and speaker amplification may be allowed.

Requests for the MLC Head Terrace must be submitted at least 30 days prior to your event.  Requests submitted after this time period may be declined. 

The sponsoring organization or department is required to meet with MLC staff no later than 15 days prior to the event to discuss the nature of the event and any technical/electrical requirements. If the sponsoring organization or department fails to hold this meeting, all technical/electrical access will be denied. MLC administration reserves the right to cancel any Head Terrace events that have not followed the above procedure.

       
       

When Can I Schedule Events in the MLC? How Far in Advance Can I Place a Request?

Event spaces may be reserved six months in advance of the event. Exceptions to this priority schedule will be reviewed on a case-by-case basis. These exceptions must be requested in writing to Shannon Bennett (sbennett@uga.edu) and might include such things as conferences and events that need to be publicized over six months in advance.
These spaces are considered special event meeting spaces. Because we want to have the space available for special events that may be scheduled throughout the semester, we will not schedule long-term, regular or recurring meetings or events in this space.

Please note that because of the academic nature of this building, no activities will be scheduled in the event spaces during Midterms, the week before and the week of Final Exams so that all of these spaces will be available for quiet study during these periods.

Reservation requests should be made by submitting the online request form. Reservation confirmations will be returned by e-mail as well. Cancellations must be made 3 full business days in advance of the event to avoid paying a late cancellation fee and/or any pre-arranged furniture or security fees.

How Do I Request Use of the Building Outside of Normal Operating Hours, on Holidays, or When the Building Is Closed?

Requests to use the building outside of normal operating hours will require MLC security personnel to be on duty and must be made at least 10 days prior to the event. One (1) MLC security staff will be required to be on duty for late closings outside of normal operating hours at $15 per hour. There will be a minimum charge of $60 for early openings outside of normal operating hours. Cancellation of this request must be made by calling 706-542-7000 at least 3 full business days in advance of the event to avoid paying these charges.

Requests to use the building during UGA Holidays or dates that the MLC is scheduled to be closed must be considered and approved before any reservation is made. If approved, two (2) MLC security staff will be required to be on duty throughout the course of the event at $15 per hour, per security staff ($30 per hour). There will be minimum charge of $120 for scheduling these staff persons.

MLC administrators reserve the right to close the building and cancel all activities if necessary due to emergency situations and/or inclement weather. If UGA makes the decision to close due to inclement weather, the MLC will also close. When a decision has to be made outside of normal business hours and/or class time to close the MLC, MLC administrators will announce their decision via the in house intercom system.

What Furniture and Equipment is Available?

  • Furniture: Furniture in the event spaces (except for the Reading Room) may be rearranged as needed within reason. Failure to leave a room as it was found may result in a reset fee. This fee will be assessed depending on the number of people and time it take to reset the space. 
  • Tables: Additional tables (6 foot and 60 inch rounds) may be reserved at the time the reservation request is made.
  • Other: Additional items such as lecterns, easels, and chairs may be reserved at the time the reservation request is made.
  • Presentation, Audio Visual Equipment: The event spaces in the Miller Learning Center are not equipped, designed, or conducive for audio or visual presentations. The inability to darken the natural light in these spaces makes viewing challenging. Due to the close proximity of the events spaces and classrooms, amplified sound units or other noisy activities must be approved at the time of the reservation request. It is necessary for all activities in the building to coexist therefore approval will only be granted if the MLC staff feels that your request will not disrupt other activities in the building.

What Food, Catering, or Decorations are Permitted and Available?

Food is allowed in the event spaces. Use of tobacco products is prohibited. Due to the Academic nature of the building, alcohol is prohibited without prior approval. With the inclusion of food with your event, there may be a clean up fee assessed. At the conclusion of your event, the Facilities Management Division (formally the Physical Plant Division) will clean the area and determine if a clean up fee is required. The fee will be $19.00 per person/hour. To potentially avoid this fee, the event areas must be left clean including proper removal of trash from the garbage cans.

The cherry tables in the MLC must not be used to serve food in order to prevent damage to the wood finishes. Folding tables must be rented for this purpose at the prices listed above. In some cases, arrangements can be made to use existing tables with proper protective covering. These coverings must protect the wood from all hot or cold elements and also moisture. It is important that all caterers are aware of this policy.

Sponsoring departments or organizations are welcome to cater events themselves, use Tate Center Catering or an outside caterer. Prior approval and arrangements for use of food during an event must be received at the time of the reservation request. This ensures that MLC staff knows the caterer who will be handling the event and can assist them as necessary.

Caterers should be aware that the MLC does not have appropriate “set-up” areas for food preparation; food should be prepared off-site and ready to serve. MLC staff can assist caterers in finding a staging area near the event space for carts, trays, and additional food if needed.

Off-campus Caterers should be made aware that they must have approval to park on campus. The MLC loading dock can be used for loading/unloading but not for long time parking. The sponsoring Department or Student Organization must make arrangements with the MLC to gain access through the MLC Loading Dock Gate for their caterer. These arrangements should be made at least 3 business days in advance. The MLC is not responsible for any ticket and/or towing charges that could occur. It is the sponsoring department or student organizations responsibility to arrange parking through UGA Parking Services.

Use of anything that could damage or deface the facility is prohibited, including, but not limited to, open flame, painting, taping, stapling, gluing, nailing and glitter. Failure to comply with this policy will result in the department or sponsoring organization paying for the repairs and/or clean up fees.