Conference Center Reservations / Guidelines

Key Contacts

• To make a reservation for an event or to arrange for technology setups and equipment orientations:
       Darwin Sanders
       Library IT/Conference Center Supervisor
       (414) 288-3063

• To make arrangements for catering:
       University Event Services
       (414) 288-7202

COVID Cheq

It is the sole responsibility of the group reserving the conference center to ensure guests provide COVID Cheq pass at the enterance of the library.

Tech Support

Tech support is available Monday through Friday, from 8:00am to 4:30pm.

Reservations

Reservations will be accepted until noon on Friday for requests during the following week. Requests received after that time will be considered short notice and will be handled on a case-by-case basis. Short notice requests may limit choices for room setup. Reservations will be accepted up to two years in advance.

Who May Use the Conference Center

The Conference Center is available for use by both academic and administrative departments on campus. Student groups may use the center if they are registered with the Office of Student Development (OSD) and are subject to approval by the Dean of Libraries. Students must place a request for approval with the Office of Student Development [(414) 288-7205]. Event reservations will be entered as tentative until notification of the approval has been received by the Conference Center.

Hours

Events should coincide with building hours. Typically an event should begin one half hour after the building opens and end one half hour before the building closes. (Excludes 24 hour access). See building hours. Tech support is not available outside of Monday-Friday, 8:00am-4:30pm.

Catering

Catering arrangements are the sole responsibility of the customer. Catering is only available through Marquette University Event Services (414) 288-7202. Food must remain in the Conferece Center and is not permitted in the rest of the library.

Alcohol

Alcoholic beverages must be ordered through Event Management and Sodexho which will provide both the beverages and a licensed bartender. The bartender will remain on duty as long as alcoholic beverages are on the premises, and when the event has ended will remove all alcohol and return it to Sodexho.

Parking

Parking arrangements for guest speakers, hosts, etc. are the responsibility of the hosting department or organization. Contact Parking Services at (414) 288-6911.

Storage of Materials

Storing of materials for events is not permitted. Early arrival of event items must be arranged with the Conference Center Supervisor. Items left behind at the end of an event will be discarded unless prior arrangements have been made.

First Floor Lobby Event Registration

Large posters, signs, figures or moveable screens/walls are not permitted in the first floor lobby area. Signs on tripods/easels are permitted at the customer's reserved lobby table or in the lower lobby outside of the Beaumier Suite.

Non-MU Attendees

If the conference/meeting will have 9 or fewer non-MU attendees, the event organizer will provide a list of names to the library Access Services department or the Coordinator for Conference Center Services prior to the event. The list will be used by the library to register the attendees and provide them with name badges.

If the conference/meeting will have 10 or more non-MU attendees, the Conference Center staff will provide a table and chairs in the first floor lobby for event registration. The table must be staffed by the department that is sponsoring the event. Name badges must be provided to all non-MU guests.

When registration for the event is complete, a list will be provided to the library circulation staff.

Name Badges

Name badges must contain the following information:

• first and last name
• date(s) of event
• event name

Name badge must be visible at all times.

Registration Table

The registration table must be staffed at all times until the department has completed the registrations. When registrations are completed the Circulation Desk should be notified so that the table and chairs can be removed from the lobby. Items abandoned on the tables will be discarded.