Meeting Room Policy and Room Descriptions

The Peter White Public Library
Meeting Room Policy

Approved: June 20, 2000
Revised April 15, 2003
Revised April 15, 2008
Revised: February 17, 2009
Revised: April 19, 2011

Community Room / / Peter White Conference Room / / Dandelion Cottage Room

Computer Lab  / / George Shiras III Room / / Lions Room

Reservations / / Application Form

Facility Usage Fee Schedule / / Equipment Fee Schedule / / Kitchen Use Policy

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.

Groups using the Meeting Rooms must vacate the rooms at least 15 minutes before closing.

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 staff scheduling and other events that are scheduled for the facility. 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. 

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Available Facilities

The Board of Trustees has approved a $10.00 non-refundable booking fee for select meeting rooms.  This fee must be paid at the time of the booking and will not be refunded in case of cancellation of the meeting unless the cancellation is caused by the PWPL

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.

Peter White Conference Room

Located on the main level and near the west entrance of the Peter White Public Library and the elevator, this conference room seats 15

 Dandelion Cottage Room

Located on the main level and adjacent to the Huron Mountain Club Gallery, this small conference room seats 10

The Lions Room

Located on the main level and adjacent to the Huron Mountain Club Gallery, this larger conference room seats 16-20

George Shiras III Room

Located on the second level in the 1904 building, this room will accomodate 40 people in theater seating.  There is a $10.00 non-refundable booking fee for this meeting room.

Community Room

Located on the lower level of the Library, the Community Room features a stage, lighting and basic PA system. It will seat 150 people in theater style or 50 people at tables.  Our Petrof concert grand piano is located on the east end of the stage and is available for use at musical activities for a fee.  There is a $10.00 non-refundable fee for booking this room.

Computer Lab 

Located on the second level, this lab will accommodate up to 18 people and one instructor. There is a $10.00 non-refundable fee for booking this room in addition to rental fees. 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, which 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.

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Eligibility

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.

The Community Room, Computer Lab, and George Shiras III Room all require a $10.00 non-refundable booking fee at the time of the reservation.  This fee must be paid at the time the room is requested.  The booking will not be approved until this fee is received by the PWPL.

There is no charge for use of the Peter White Conference Room, Lions Room, or Dandelion Cottage Room if the indicidual 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. Groups who meet the prior criteria reserving the Community Room or Shiras Room shall be charged a $10.00 non-refundable booking fee.

Programs should provide information that benefits the participants in an educational, cultural, or recreational manner. Dicsussion 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, or 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 and community groups 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 payment of the booking fee and any rental fees for 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 is prohibited.

Open flames of any kind (candles, food warmers, etc.) are prohibited.

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Reservations and Application Procedure

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 online, at 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 pays for the booking fee and any rental fees and 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 six months in advance.

If a meeting is cancelled or rescheduled, the organization or individual reserving space must contact the Library as soon as possible.  The booking fee is non-refundable.

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.

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Care and Use of Facilities

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.

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We no longer use the PWPL Kitchen Policy because a vendor is currently utilizing the facilities.

PWPL public room users may furnish their own refreshments or contract with a caterer of their choice.  There are no kitchen facilities available on-site.

PWPL FACILITY USAGE FEE SCHEDULE

FACILITY NO ADMISSION CHARGE
& OPEN TO PUBLIC
COMMERCIAL OR
CHARGING ADMISSION
FEES FOR ALL ROOMS    
Before Hours Fee $25.00 per hour $50.00 per hour
After Hours Fee $25.00 per hour $50.00 per hour
Set Up Fee $25.00 per hour $50.00 per hour
Take Down Fee $25.00 per hour $50.00 per hour
PWPL COMPUTER LAB
2 Hours or Less $ 75.00 $150.00
4 Hours or Less $150.00 $300.00
8 Hours or Less $300.00 $600.00
     
CONFERENCE ROOMS
(PWPL, Lions, Dandelion Cottage)
   
One Time per Month No Fee $25.00 per hour
More than One Time per Month $25.00 per hour $25.00 per hour
     
COMMUNITY ROOM & SHIRAS ROOM    
One Time per Month $10.00 Booking Fee $50.00 per hour
More than One Time per Month $25.00 per hour $50.00 per Hour
     
SOCIAL EVENT $250.00 $250.00
     

 

EQUIPMENT RENTAL FEE Schedule

EQUIPMENT MUST BE SCHEDULED at least ONE BUSINESS DAY in advance.

Equipment Available in the Community Room

TV / VCR
$ 10.00
Slide Projector
$ 25.00
Basic PA
No Charge
Advanced PA
$ 50.00
Overhead Projector
$ 10.00
Projection Screen
No Charge
LCD Projector
$ 50.00
White Board
No Charge
Chalkboard
No Charge
Podium (2)
No Charge
Tables
No Charge
Chairs
No Charge
Piano (no charge 1 use per month)
$100.00
Clavinova $ 50.00


Equipment Available in the Peter White Conference Room

TV / VCR
$ 10.00
Chalkboard
No Charge
White Board
No Charge

Room Applications may be picked up at the Circulation Desk or in the Administrative Assistant's Office on the main level. The Room Application Form can also be printed here.  

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