Rent the Program Room

Please note: we have made some changes to our program room policy. We are now allowing you to book for dates one year out from today's date. Please note that depending on COVID trends and numbers, there is a chance that reservations would have to be cancelled and a refund would be issued.

However we are not allowing:

• No parties allowed including no birthday parties, no baby or bridal showers, etc
• Food is limited to brief, contained snacks that are immediately cleaned up by the user. No catering is allowed.
• Maximum number of people in the room is 75 people

The Program Room has tiered pricing with a discount for Whitefish Bay residents. The room includes a whiteboard and a projector screen. The size of the room is 31’6” x 54’4”.

Check the availability of the Program Room. 
To rent the Program Room, please fill out this online form. Be sure to check with the library to make sure that dates and times you want are available.

Program Room Use Policy- Post-COVID Operations 
Approved by the Whitefish Bay Library (WFBPL) Board of Trustees
at November 26, 2019 Meeting
Revised June 23, 2021 by Library Director for Post-COVID Operations

A WELCOMING SPACE
The Whitefish Bay Public Library (WFBPL) Program Room Policy supports the Library’s mission to be a cornerstone of the community, dedicated to connecting all people, inspiring a love of learning and providing access to ideas, information and resources. The primary purpose of the WFBPL Program Room is for WFBPL programming. As a further service, the Library offers rental of the Program Room to citizens, groups, and businesses.

Our Library strives to maintain welcoming and inclusive public spaces, including the Program Room. As such, the Whitefish Bay Public Library Board of Trustees and staff adhere to the principles of intellectual freedom, adopted by the American Library Association, as expressed in the Library Bill of Rights and the Meeting Rooms and Equity, Diversity, & Inclusion statements. For more information:

http://www.ala.org/advocacy/intfreedom/librarybill

http://www.ala.org/advocacy/intfreedom/spaces

http://www.ala.org/advocacy/intfreedom/access

WFBPL’s Library Rules of Conduct Policy applies to all reservations held in the Program Room. Rentals should not interfere with the Library’s regular operations. The Library retains the right to monitor all meetings, programs and events conducted on the premises to ensure compliance with Library policies. Library staff will have free access to the Program Room at all times.

WHO MAY RENT THE WFBPL PROGRAM ROOM
The Whitefish Bay Public Library allows rental of the Program Room by people:

• with a Whitefish Bay address
• with a non-Whitefish Bay address
• holding a private meeting 
• holding an open meeting
• who are charging a fee for attendance or selling services/products
• who are not charging a fee for attendance or selling services/products

APPLICATION PROCESS

• Reservations are not considered active until a written application AND payment has been received.
  • If you delay in payment, the application does not hold the date for you and it may be booked by another renters.
• Users are responsible for reading and understanding the Program Room Policy.
• Check the calendar for availability
  • Calendar: https://bit.ly/37hLsnc
  • Dates and times of use are allocated on a first-come, first-served basis.
• Fill out the application found online here.
• Pay rental fee after the submittal of application
  • May be paid in-person at the Adult Service Desk or online at https://countycat.mcfls.org/donate 
  • Select “Whitefish Bay PL Room Fee” and enter the correct hourly amount.
• The applicant must be at least 18 years
• The Library reserves the right to decline any reservation whose scheduling would interfere with the Library’s regular operations.
  • The Library Director’s decision to decline a reservation may be appealed to the Library Board of Trustees. Written notice requesting an appeal must be received by the Library Board by the first of each month in order to be considered by the Library Board at its next meeting. Library Board meetings usually occur the 3rd Tuesday of each month.
  • Contact: Whitefish Bay Public Library, Board of Trustees, President
    5420 N Marlborough Drive, Whitefish Bay, WI 53217
    LibraryBoard@wfblibrary.org

RENTAL FEES

• Applicant with a Whitefish Bay address
  • $50 for the first two hours; $25 for each additional hour (or $12.50 per half an hour)
• Applicant without a Whitefish Bay address
  • $80 for the first two hours; $40 for each additional hour (or $20 per half an hour)
• A $50 “late” fee will be charged if staff needs to stay after closing because the Program Room was not vacated in time
  • The applicant will be sent an invoice
  • After 2 invoices, the applicant will also receive written warning from the WFBPL Library Director
  • After 3 invoices, the applicant and the related group may be barred from making future reservations

CANCELLATIONS BY THE LIBRARY

• WFBPL reserves the right to cancel a reservation without any liability due to:
  • Inclement weather or building emergency
  • Needing to use the Program Room for a Library event
  • Non-compliance with the Program Room Policy, Library Rules of Conduct Policy, or other disturbance of Library operations at previous events by this renter or group
• Refunds will be made via Village of Whitefish Bay check per their Accounts Payable schedule; checks will be mailed to the address listed on the reservation form.

CANCELLATIONS BY THE APPLICANT

• If the applicant cancels the reservation, fees will be refunded only if the cancellation is at least 2 weeks before the scheduled event.
• Refunds will be made via Village of Whitefish Bay check per their Accounts Payable schedule; checks will be mailed to the address listed on the reservation form.

PROGRAM ROOM HOURS

Please remember: When you stay late in the Program Room, Library staff must also stay late which impacts the library budget and uses tax dollars. See Fees section for description of $50 “late” fee for not vacating the room in time.

Monday through Thursday – 9:30am-8pm Reservable Hours (NOT Library Hours)

• Group may access program room as of 9:30am for set-up.
• Group must end meeting, clean-up, and vacate room by 8:00pm
• Maximum = 10.5 Hours = $262.50 WFB Address; $420 without WFB Address

Friday - 9:30am-5:00pm Reservable Hours (NOT Library Hours)

• Group may access program room as of 9:30am for set-up.
• Group must end meeting, clean-up, and vacate room by 5:00pm
• Maximum = 7.5 Hours = $187.50 WFB Address; $420 without WFB Address

Saturday - 9:30am-3:30pm Reservable Hours (NOT Library Hours)

• Group may access program room as of 9:30am for set-up.
• Group must end meeting, clean-up, and vacate room by 3:30pm
• Maximum = 6.0 Hours = $150 WFB Address; $240 without WFB Address

Sundays – 12:00pm-3:30pm Reservable Hours (NOT Library Hours)

between Labor Day Weekend and Memorial Day Weekend (i.e. School Year)

• Group may access program room as of 12pm for set-up.
• Group must end meeting, clean-up, and vacate room by 3:30pm
• Maximum = 3.5 Hours = $87.50 WFB Address; $140 without WFB Address

Sundays between Memorial Day Weekend and Labor Day Weekend (i.e. Summer)
Sunday: CLOSED
 

PROGRAM ROOM CAPACITY AND EQUIPMENT

• Post-COVID (i.e. Fall 2021), the capacity of the Program Room for rentals is 60  people.
• There are 10 folding tables and sufficient chairs available for use; The Library does not set up the room for renters.
• The Program Room has wireless Internet access, but its strength and connection is not guaranteed.
• Library staff is unable to provide technical support to Program Room renters.
• The Program Room has a white dry erase board and a pull down projector screen available for renters to use.
• Renters need to bring their own dry erase markers/projectors/computers/tech; there is no Library supplied tech available for use.

GUIDELINES

CONDUCT

• The Library Code of Conduct Policy must be observed at all times, even in the Program Room for private classes/events.
• Use of the room cannot be disruptive of the Library’s regular operations.
• No unlawful activity is permitted on Library premises.
• The Library will end any program whose use becomes disruptive to ordinary Library operations; no refund will be issued in such circumstances. Usage Guidelines.
• There must be at least one legal adult in the Program Room for the duration of the event.

MARKETING

• All advertisements, announcements, press releases, fliers, and any other meeting-related marketing material must clearly state:
  • who is sponsoring the meeting
  • the renter’s contact info (not the Library’s contact info)
  • the meeting is not endorsed or sponsored by the Whitefish Bay Public Library
• Renters may not use the WFBPL logo on their marketing materials.
• WFBPL does not promote or advertise renters’ programs via its own channels (i.e. library newsletter, website, social media, etc).
• Fliers for rentals that are free events and are open to the public may be posted on the WFBPL lobby bulletin board, see the Public Information Spaces Policy (2014) for guidelines.
• Events that charge a fee to attend, or are to sell product/services, may not be promoted on the WFBPL lobby bulletin board, per the Public Information Spaces Policy (2014).

SET-UP

• Each renter will be admitted to and must vacate the Program Room at the scheduled time. Set up and clean up time must be included in the scheduled time block.
• It is the applicant’s responsibility to set-up the WFBPL Program Room or arrange for someone in their group to do it.
• Tables and chairs may be in any configuration when renter arrives and may be left in their final configuration.
• No advance deliveries of materials can be accepted; materials cannot be stored at the library before or after a meeting.
• The WFBPL is not responsible for theft, loss, or damage of the renter’s or their attendees materials or personal items.

CLEAN-UP:

• It is the applicant’s responsibility to clean-up the WFBPL Program Room, or arrange for someone in their group to do it.
• The room must be left clean, with all residue cleaned off of tables and floor.
• Broom, dust-pan and wipes are available in Program Room.
• The applicant should bring cleaning materials in case of larger messes.
• After each room use, Library staff will check the Program Room to assess its condition. The assessment shall be completed by Library staff before any further use of the room is allowed.
• If the renter leaves without having staff complete the checkout and additional clean-up is warranted, library staff or library’s housekeeping vendor will complete cleaning.
• An invoice will be sent to the applicant to recoup costs. The applicant will not be able to make additional reservations, and may have currently active ones cancelled, until the invoice is paid.

DAMAGES

• The applicant assumes full financial liability for damages regardless of which visitor at their event was at fault for the damage.
• Future and already scheduled events may be denied or refunded at the discretion of the Library Director.

DECORATIONS

• Materials may not be affixed to the walls or ceiling of the Program Room.

REFRESHMENTS

• Food and drink is limited to brief, contained snacks that are immediately cleaned up by the user. 

ANIMALS

• Service Animals
  • In keeping with the American’s with Disabilities Act the WFBPL allows service animals to accompany people with disabilities in all areas of the Library where the public is normally allowed to go
• Non-Service Animals
  • Animals as part of a show or presentation for a rental event may be brought into the Program Room
    • Such animals may not enter the main area of the library.
    • The animal handler must provide documentation, at least 7 days before the event to the Library Director, that the animals are trained and the presenter is bonded/insured.
  • Emotional support animals and personal animals/pets are not allowed on Library premises.

LIBRARY STUDY ROOMS

• There will be no reservations taken for the study rooms.
• These rooms are available on a first- come, first-served basis.
• Use may be limited to 2 hours per person per day if others are waiting for the room.