Event Policy

The Western Michigan University Libraries supports programming that aligns with the Libraries’ mission and the educational goals of the University. 

WMU groups

WMU organizations and departments may request space in library facilities for academic and scholarly activities. Priority will be given for events that support teaching and research and do not require extensive room set up or support from library personnel. The Zhang Legacy Collections Center primarily limits events to activities related to university archives, regional history, and special collections holdings.

University Libraries staff and faculty fill out the event approval form through Qualtrics.

WMU faculty and staff outside of the Libraries must fill out the event form provided on this webpage. The executive assistant in the Office of the Dean will review to determine if request is a space usage or an event request. Event requests will be further reviewed by Library Administration.

Requestors must provide detailed information about their event and submit requests online at least two weeks prior to the event. Library administration will review requests for alignment with mission, availability, and feasibility and will respond promptly with a decision.

Scheduling is on a first-come, first-served basis after library approval. Events are allowed during regularly scheduled library operating hours. The Libraries may recommend alternative spaces in the facilities if the requested space is unavailable or unsuitable.

Requestors are responsible for all event activities, including set-up, supervision, and clean-up. Cost-recovery fees will apply in the rare case that library staffing, custodial or facilities support, or upfront costs are necessary.

At Waldo Library, the person who checks out the room key is responsible for ensuring the room is returned to its pre-event condition.

Non-WMU groups

Groups from outside of the University requesting space in library facilities will need a WMU sponsor and approval from the Office of the Dean.

Open Spaces

Open public areas of library facilities are designated for study and collaborative use. These areas may be reserved for library-sponsored or co-sponsored events on a limited basis with approval from Library administration. Amplified noise may be prohibited in open spaces. At times during the academic year, events in open spaces are prohibited to prioritize study and academic work, including:

• The week before and the week of midterms.
• The week before and the week of finals.

Sales and fundraising at events

Sales at events are prohibited with the exception of book sales for author talks. Permission for book sales requires 2-3 weeks lead time to arrange. The University Libraries is not responsible for coordinating any aspect of book sales after permission has been granted. Library facilities may not be used for fund-raising activities for any non-WMU entities or projects.

The Libraries follows the University’s policy for alcohol.