Approved: June 20, 2000
Revised: April 15, 2003
The Peter White Public Library encourages public use of its meeting room facilities in an effort to achieve our mission. "The mission of the Peter White Public Library is to make informational, educational, cultural and recreational materials and programs available to all Library users in a welcoming and business-like atmosphere."
The Meeting Room Policy establishes the guidelines and procedures for the use of these facilities. The use of these meeting facilities by any individual or organization signifies their acceptance of the Meeting Room Policy.
Individuals and/or organizations that do not comply with the Peter White Public Library Meeting Room Policy may be restricted from further use of the meeting rooms.
Meeting rooms are available during regular Library business hours. These hours are
The Community Room may be available beyond the Library's normal business hours. Use prior to or after regular hours will be determined based on other events that are scheduled for the facility and staff scheduling. Use of the Community Room during non-business hours will result in a fee for use. After-hours events must be scheduled at least 45 days in advance to insure proper staffing of the facility.
Meeting Rooms are not available during Library holidays or other times the Library is closed (for example: inclement weather, utility outage, etc.)
The PWPL Meeting Room Policy serves as a guide to assist users and Library Staff to implement an equitable and fair policy. Exceptions to the Policy may be made, as circumstances warrant, by the Library Director and/or Board of Trustees of the Peter White Public Library.
The Library Director has the final authority in determining appropriate use and scheduling of the facilities.
Attendance at all events will be limited by the capacity of the individual meeting rooms that is listed on the chart detailing each room and its features. Capacity has been established by the City of Marquette Fire Department to assure safety, therefore, standing room and seating arranged outside of the meeting room is prohibited.
The use of meeting room facilities is limited to activities that will not damage the rooms or contents. Activities such as painting, craft projects, creation of art, projects using food or liquids, etc. are prohibited.
Located on the main level and near the west entrance of the Peter White Public Library and the elevator, this conference room seats 15. Patrons under the age of 18 must be accompanied by a responsible adult to use the Peter White Conference Room. Top of Page
Located on the main level and adjacent to the Huron Mountain Club Gallery. This conference room seats 10. Patrons under the age of 18 must be accompanied by a responsible adult to use the Dandelion Cottage Room. Top of Page
Located on the second level in the 2000 building, this lab will accommodate 16 people and one instructor. Use of the Computer Lab is restricted to educational programs approved by the Library Director. There will be a rental fee for the Computer Lab. This fee includes the services of one Staff member who will be on-site to troubleshoot and assist during the program. Computer lab rental must be scheduled at least 45 days in advance to insure proper staffing of the facility. Top of Page
Located on the lower level of the Library, this room features a stage, lighting and a public address system. It will seat 150 people in theater style or 50 people at tables. Top of Page
The Youth Services Department atrium and other seating areas are limited to programs sponsored or held by the Peter White Public Library. These areas are not available for use by outside groups.
In order to assure that activities occurring in the Youth Services Department are open to all children and families and meet the Library's established mission, it is necessary that groups, organizations or families who wish to meet at the Library for an organized activity schedule appropriate Library meeting space for their activities. Top of Page
Peter White Public Library programs take precedence over all other events. The second priority for scheduling will be granted to the Marquette Arts & Culture Center (MACC). All other applications for use are accepted on a first-come, first-served basis.
There is no charge for use of the PWPL facilities if the individual or group using the room holds a non-profit status, if the activity held in the facility is open to everyone without a fee, and is held for the benefit of the citizenry. Programs should provide information that benefits the participants in an educational, cultural or recreational manner. Discussion groups, panel discussions, lectures, conferences, seminars, workshops, dramatic presentations, travelogues, musical performances, literary readings, debates, displays, films, exhibits or demonstrations are all suggested uses for these facilities.
In order to provide access to meeting room facilities, no individual or group may schedule use of the meeting room facilities more often than once a month.
In order to provide access to meeting room facilities, no individual or group may schedule more than one meeting room at the same time and on the same day.
A fee schedule will be used if the individual or organization using the facilities is soliciting, charging admission, raising money or conducting sales. This type of use is generally not allowed on Library property, but exceptions may be made at the discretion of the Library Board of Trustees or Library Director.
Nonprofit Organizations are allowed to reserve one PWPL facility without charge one time per month if the activity is provided free of charge to the public and is held for the benefit of the citizenry. If a non-profit organization wishes to use more than one PWPL facility during the calendar month, a fee may apply. The rental fee for more than one use per month will be assessed per the Facility Usage Fee Schedule.
A fee schedule will also apply to before and after-hours use of the facility, excessive facility set-up and take-down required by Library Staff, and use of certain Library equipment and furnishings.
An application for facility use will not be approved until a check for the entire rental fee of the facility is received. Persons scheduling events should be prepared to pay the rental fee at the time the application for the facility is made. Equipment rental fees are due the date of the event.
Approval for use of the Peter White Public Library meeting facilities does not constitute endorsement of the activity or viewpoints expressed during the presentation by the Peter White Public Library or the City of Marquette.
Meeting rooms may be used for social gatherings such as weddings, funerals, showers, birthday parties, anniversaries, dances, etc. for a fee of $250.00 plus any additional fees that apply according to the Facility Usage Fee Schedule and Equipment Fee Schedule.
Smoking on Library grounds and in Library facilities is prohibited.
Serving of alcoholic beverages must be approved in advance, and all state and local liquor permits must be secured by the sponsor of the event.
Open flames of any kind (candles, food warmed, etc.) are prohibited.
Meeting rooms may not be used for religious services or political campaigns. Religious readings and panel discussions are allowed. Political forums, meet the candidates and debates are also allowed provided all interested parties and candidates are invited to attend. Top of Page
A written application form must be submitted by the sponsoring individual and/or organization prior to scheduling an event to be held in the Library. This application form is available from the Circulation Desk or the Library Administration Office.
Reservations for meeting facilities must be made on the PWPL application form. A reservation is not confirmed until the individual or organization requesting space receives a written confirmation of the reservation from the Library Administrative Assistant.
Requests will be honored on a first-come, first-served basis.
Reservations can be made one year in advance.
If a meeting is cancelled or rescheduled, the organization or individual reserving space must contact the Library as soon as possible. If an organization or individual fails to show for two or more scheduled events, the Library may suspend the organization/individual's facility use privileges for six months.
An individual or organization that fails to show for a scheduled event will forfeit use of the facility 30 minutes after the scheduled start time of the event.
Individuals or organizations may not schedule meeting room facilities on behalf of other individuals or organizations, nor may they transfer their reservation for a scheduled event to another. Top of Page
The meeting room will be set up by PWPL maintenance staff according the directions provided by the event sponsor. A fee will be charged according to the Facility Usage Fee Schedule if excessive set-up or tear-down is required.
Furniture and equipment from the Library may not be moved to the meeting rooms or from the meeting rooms without the prior written approval of the Library Director.
Equipment, supplies, displays, personal effects, etc. cannot be stored in the Library meeting rooms before or after use for a scheduled meeting. If equipment, supplies, displays, personal effects, etc. are used during the event, it is the responsibility of the individual or organization to deliver and set-up these items. It is also the responsibility of the individual/organization to remove such items immediately after the scheduled event.
Public entrances are to be used for entrance to and exit from the building and for all deliveries. Emergency exits are to be used in case of emergency only.
Exits from the meeting room and building must be unlocked at all times. Room arrangements must ensure that open aisles and clear access to the exits are maintained at all times.
The individual and/or organization reserving the meeting room facilities is responsible for compliance with the PWPL Meeting Room Policy, the safe use of the facilities and the payment to replace lost or damaged furnishings or equipment. The Library reserves the right to suspend meeting room use by an organization or individual until all damage fees have been paid.