Meeting Room Policy
Reservation Procedures | Food & Drink | General Policies

Last Updated: 4/30/07

Room Reservation Procedures

Reservation forms can be found online at our facilities page.

Room reservations should be made at least one week in advance of the event. Rooms will not be held for requestors, but will be assigned only after the appropriate forms are filled out and approved.

Requests are not finalized until you have received written confirmation and paperwork is signed. At that time your event and space is officially approved.

The requestor is expected to leave the room in the same condition in which it was found. Failure to do so may result in denial of future privileges.

The Library asks for at least a 48 hour notification of cancellation. If an organization/department fails to give a proper notification, it may be unable to use the library facilities in the future. Cancellations must be called (x1030) or emailed ( to the Library Facility Specialist. Failure to provide proper cancellation notice may result in a $25 dollar fine.

Arrangements for early set ups and special room set ups should be made with the Facility Specialist one week in advance. The Library possesses additional furniture for meetings. It is the requestor's responsibility to meet with the Facility Specialist at least 48 hours prior to the event if a special setup is needed. Room set ups that require less than 1/2 hour are free, any set up that requires more than 1/2 hour will be charged at $15 per hour. Library staff will not be available to change room set up at the time of the event.

If training is needed in the use of the A-V equipment, it must be arranged with the Library Facility Specialist prior to the event. Library staff is not available to assist or operate A-V equipment for events. Contact University Events (x3355) or the OIT Helpdesk (x3662) if assistance in operating equipment will be needed during the event. There will be a charge assessed by University Events or Media Services. The Library will not be responsible for any charges incurred.

Changes or additions made to the original request affecting the reserved space should be communicated to the Facility Specialist 48 hours prior to the event.

General room signage will be posted for all events. Additional signage is the responsibility of the requestor and must be approved by the Library. Signage is not allowed on walls or glass. The Library has some free-standing sign equipment available.

Telephone hook up is available in some rooms, but at the Library's discretion. Substantial phone charges incurred will be charged back to the appropriate department.

Food/Drink Requirements

Food or drink is not allowed in the Auditorium. It is the requestor's responsibility to enforce this policy and failure to do so may result in loss of future privileges and/or fines assessed.

All food arrangements for other rooms should be made directly with Dining Services. However, these arrangements must be approved.

Use of placemats and coasters is mandatory when food and/or beverages are offered in the Strosacker Room. The requestor is expected to leave the room in the same condition in which it was found. Food and beverages are to be removed upon the completion of the meeting. Failure to do so may result in denial of future privileges.

General Policies

The first violation of policies will result in a warning and possible fines. A second violation of policies will result in the cancellation of any campus space for the rest of the academic year.

A university faculty or staff member signature and billing account # are required for the meeting/event to be held in any room. That person will be responsible for the room and all its equipment. Any incurred charges will be billed to the appropriate faculty/staff member's department or organization.

Any damage to the facility/equipment will be charged to the sponsoring organization or person, at a minimum charge of $25.00 or actual cost.

Rooms are reserved in the order in which requests are received. Consideration will be given to the size of the group and space available. Rooms may not be reserved on a repeated or on-going basis.

The Library reserves the right to reassign or cancel room reservations(s) to assure the maximum and most appropriate utilization of its facilities.

The Library provides meeting space when appropriate, but assumes no responsibility for the success of scheduled meeting(s)/event(s).

No tape, glue, tacks, or nails are permitted on the walls. No open flame candles are allowed.

The Libraries are not responsible for items lost or stolen in room(s).

Non-university groups requesting room reservations may be granted based upon their relationship/connection to the University.

All groups using University space are expected to adhere to the laws of the State of Michigan, all-local and federal laws, and general policies, regulations, and guidelines of the University Library and Central Michigan University. Failure to comply with these regulations may result in forfeit of the privilege of utilizing University facilities.

To be turned into Library Facilities Specialist (222a Park Library) 72 hours prior to event.

I understand and will adhere to these policies and regulations. I understand I am the responsible party for room(s) and the event(s) that takes place. I know that failure to do so may cause me to lose future meeting room privileges and possibly incur justified fees.

Signature of Requestor_______________________________________________

Signature of Responsible Faculty/Staff Member____________________________________________________________

Billing Account # (There is no charge for rooms. However, this account will be billed if there is damage to the room or if services are obtained outside of the library. Ex. Media Services) __________________________________________________________

Date of Event:_________________________________________________________​

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