This issuance presents policies and procedures for the management, scheduling, maintenance, and operation of the Lister Hill Center (LHC) Auditorium (174 seats), located at the National Library of Medicine (NLM), Building 38A. The NLM has no other space for break-out rooms. 

This policy applies to all NIH Institutes or Centers (ICs), Office of the Director (OD) offices and NIH-sponsored outside organizations requesting use of the National Library of Medicine Auditorium.

The LHC Auditorium is a unique, 174-seat facility equipped with sophisticated audiovisual equipment and a projection system. As a unique biomedical communication facility, it is to be used for specialized events that require its capabilities. It is not to be considered a facility for regular meetings of advisory bodies, but should be reserved primarily for conferences, symposia and workshops that require multimedia equipment.

For NIH groups and NIH sponsored groups, NLM Media Operations will not provide a computer/laptop or any other type of device for presentations. Anyone external to NLM will need to bring their own laptop or presentation device, with power supplies, adapters, and all necessary accessories. NLM Media Operations will provide an HDMI connection for the projector and room monitors. NIH and sponsored groups must create and manage their own web collaboration platforms. However, NLM Media Operations can provide an external group with video/audio feed, joining the web meeting as a participant. 

The normal operating hours of the LHC Auditorium are Monday through Friday, 7:30am–6:00pm. Weekend and/or evening events are allowed only by special exception approved by the NLM Director. If events are approved to extend beyond regular weekday hours or take place on a weekend, the sponsoring Institute or Center (IC) must provide a Common Accounting Number (CAN) to pay for NIH security guards.

An event request is tentative until approved by the NLM Director.

IMPORTANT NOTE: Food and beverages are not allowed in the LHC Auditorium. (No exceptions) Failure to comply may result in revocation of meeting privileges in the future.

The Director, NLM, or designee, is responsible for ensuring that NLM space is efficiently managed and appropriately utilized. The Director, NLM, approves all events to be held in the LHC Auditorium.

The Office of the Director (OD), NLM, is responsible for scheduling and obtaining the Director's approval for all events in the LHC Auditorium. This office oversees the issuance and revision of guidelines regarding the use of space in the NLM. The office arranges for logistical support of event activities, meets with event sponsors, and arranges tours of the facility. The office provides information about, but specifically is not responsible for, the following:

1. Parking arrangements
2. Food and beverage service
3. Processing requests for exemptions to the prohibition on alcohol consumption per NIH guidance
4. Security service

NLM Media Operations is responsible for the maintenance and operation of the audio/visual systems in the LHC Auditorium, including the oversight of the audiovisual (AV) technical support services contractor, which provides AV support of conference activities.

1.  Priorities for Assignment of Conference Space

Programmatic activities which support the mission of the NLM receive first priority for use of the LHC Auditorium. When space is not required for these activities, it may be scheduled under the following general priorities:

Priority 1: Director, NLM, the NLM Board of Regents and the Board of Scientific Counselors Meetings.

Priority 2: Official NLM and NIH sponsored national and international scientific meetings may reserve the LHC Auditorium up to one year in advance.

Priority 3: NLM approved meetings of other HHS health agencies may reserve the space up to 6 months in advance.

Priority 4: NLM approved meetings of other health-related organizations (e.g., professional societies) whose use of the facility will benefit the program interests of the NLM, may reserve the space up to 3 months in advance.

Only the NLM Director can change a confirmed event reservation.

2.  Reserving NLM Space

All reservations must be made through the LHC Auditorium Coordinator’s Office, NLM, (301) 480-1898, or email [email protected].

How to Reserve the LHC Auditorium:

Complete and submit Form NIH 827-2  (Rev. 2025), “Request to Use the LHC Auditorium”. The NLM Office of the Director (OD) will review and approve or reject the request. Upon approval, you will receive an official confirmation email with the completed form attached. The LHC Auditorium Coordinator can review the specific event requirements with the event coordinator. The LHC Auditorium Coordinator will be able to answer questions about the facility and the services available and can arrange a tour of the facility if requested on form. For questions about the form or process, refer to this guide or email [email protected]. 

Records Retention and Disposal

All federal records pertaining to this manual chapter must be retained and disposed of under the authority of NIH Manual 1743, “Managing Federal Records,” Appendix 4, Records Management Resources. These records must be maintained in accordance with current NIH Records Management and federal guidelines. 

NIH email messages, including attachments created on NIH information systems or transmitted over NIH networks, are evidence of the agency's activities with informational value and are considered federal records. All federal records must be maintained in accordance with current HHS / NIH Records Management guidelines.

Records, including but not limited to Email, Social Media, and Voice Mail messages, are considered federal government property and, if requested for a legitimate government purpose, i.e., Litigation, Freedom of Information Act (FOIA) requests, etc., must be provided to the requester, employees' supervisor, NIH personnel conducting official reviews or investigations, and the Office of Inspector General (OIG) who may request access to or copies of records. Regardless of the media, records must be provided to Congressional oversight committees if requested and are subject to Freedom of Information Act (FOIA) requests. All copies, including backup files, are subject to the exact information requests as original messages and documents.

The following record schedule items are relevant to facility, space, vehicle, equipment, stock, and supply administrative and operational records covered under this policy. 

All relevant record schedule descriptions and instructions are located in the NIH Record Schedule System (RSS), an online repository that is the authoritative source for all NIH Record Schedules. The RSS incorporates the National Archives and Records Administration (NARA)  General Records Schedule (GRS): 5.4 010 Records Item No.: 09-201

Disposition Instruction: Destroy when 3 years old or 3 years after superseded or obsolete, whichever is applicable. Longer retention is authorized for business use.

The following Controlled Unclassified Information (CUI) applies to this schedule. Please note there are two (2) categories: CUI Basic i.e., CUI//PROCURE and CUI Specific i.e, CUI//SP-Procure//Limited Dissemination Control

Each GRS schedule item has been cross-walked to associate with a current NIH Records Schedule. The NIH RSS can be located at the following link: https://records.nih.gov/home. Please note that authenticated identity via a VPN connection is required to access the system.

Contact the appropriate NIH Institute, Center, Office (ICO) Records Liaison, or the NIH Records Officer for additional information.

1. NIH Manual Chapter 1363, "NIH Events Management Services”
2. NIH Manual Chapter 1743, " Managing Federal Records"
3. NIH Manual Chapter 1160-1, “Food and Beverage; Entertainment”
4. NIH Manual Chapter 1730, “Forms Management”