Public Space and Room Use Policy

The primary purpose of public spaces, multipurpose rooms, and meeting rooms in Waldo Library and Zhang Legacy Collections Center is to provide support for library business, events, instruction, and programming. Library faculty and staff meeting and multi-purpose room reservations are automatically approved on a first-come, first-served basis. Use of open public spaces or reading rooms for activities is limited and requires preapproval. Group size may not exceed room capacity.

University Libraries extends use of library meeting and multipurpose rooms to WMU faculty and staff to conduct University business and programming. Rooms can be reserved during normal library operating hours but must be vacated one hour prior to closing. All rooms are available on a first come, first served basis. Meeting room reservations can be made directly through the Libraries’ Website. Multipurpose room reservations require preapproval. Use of open public spaces or reading rooms for activities is limited and requires approval from library administration. A purpose of use and number of attendees will be required when submitting a request. Advanced reservations may be suspended if information is incomplete upon submitting room request online. 

When checking out meeting rooms, proof of faculty/staff status is required. Reservations may be made up to 120 days in advance of the meeting. Room keys in Waldo Library will be loaned from the first-floor service desk to the person who made the reservation. Rooms are offered as-is, with limited support for room technology, Monday-Friday. Technology support is not available after 5 pm or on weekends. If rearranged, furniture must be returned to its original configuration before leaving. At Waldo Library, the person who checks out the room key is responsible for returning the key. Lost keys will incur a $42 charge to the responsible party’s university account to cover the cost of replacing the lock core and key.

Non-library requests

Non-library requests may be submitted through the event request form for consideration by library administration and will be evaluated according to the Event Policy.

Meeting rooms may also be reserved directly from the Libraries website.

Student groups may not request use of the room for events or meetings. Library business shall supersede all non-library activities. To ensure that course-related library instruction is given priority, the Libraries reserves the right to limit non-library reservations during the busiest times of the semester (September, October, January, and February), especially between 8:00 a.m. and 6:00 p.m., Monday-Friday. Reservations will not be accepted for non-library activities on days when the Libraries are open extended hours for final exams.

Definitions

Multipurpose room (currently Waldo 1070 and 3016)

Rooms designed for public programming, events and instructional activities, may require support for set-up and use of technology, offer amplification, allow for larger groups and multiple configurations.

Meeting room (currently Waldo 3001, 3027, and 3077)

Rooms primarily designed for small group meetings and interactive conversations, may provide limited technology, furniture has limited ability for reconfiguration.

Reading room (Waldo 3014 and Zhang 1010) and the Graduate Student Commons (Waldo 3028)

Primarily public spaces that may be taken off-line for limited, targeted programming in direct alignment with library collections, strategic initiatives, or special request from the President, Provost, or University Advancement Office. Use of Waldo 3028 is limited to programming in direct support of graduate students.

Open public space (Waldo Library)

Open, public areas throughout Waldo Library, primarily intended for student, faculty, and staff use. These are rarely taken offline for programming and require direct approval from the Library Dean or their designee.