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Meeting Room Policies:
(A) This policy applies to the use of a Library meeting room by members of the public.
- The use of a Library meeting room by a group signifies the group’s acceptance of the terms of the Meeting Room Policy.
- There is no charge for meeting room use.
- The use of, and the scheduling of the use of, a meeting room is subject to the needs of the Library, and may not interfere with the Library’s operations or the use of the Library by patrons. Library needs preempt any other scheduled event in a meeting room.
- The use of a meeting room does not constitute Library endorsement of a viewpoint expressed by a group or by a participant in a meeting or activity.
- The Library, staff and patrons will be treated with respect at all times.
- A group using a room may not publicly advertise an event to be held in a meeting room. Signage on the door of the room or a pedestal sign holder indicating the group/location is permissible.
(C) Who May Use a Meeting Room?
- A Library meeting room may be reserved by a not-for-profit, non-commercial group of at least three individuals, 18 years or older, engaged in an educational, cultural, intellectual, or civic activity.
- A patron may not reserve a meeting room for individual use.
- A Library patron may, upon request, use a meeting room which is not in use until the next group’s reservation time, or for a maximum of 2 hours.
- A patron must sign in and out at the library help desk at the scheduled times.
- A child under the age of 11 may not be in a meeting room unless accompanied by a person who is at least 18 years of age, and who is responsible for the child’s behavior.
- A meeting room may not be used for a social gathering such as a wedding shower, a baby shower, a birthday party, a dance, or a similar activity.
- A meeting room may not be used to provide a direct healthcare service, including an examination, a hands-on demonstration, or a treatment. However, a meeting room may be used for a forum on or the sharing of information about healthcare services.
- Permission to use Library meeting rooms will be withheld from a group that has failed to comply with the Meeting Room Policy or from a group that damages a meeting room, the carpet, equipment, or furniture, or causes a disturbance.
- A person requesting the use of a room should have a library card. If the person does not have a library card, allow the use of the room but ask that they be prepared to obtain a library card on their next visit.
Reserving a Meeting Room
- A group may request the use of a meeting room online, in person, over the phone or in writing. The Library will consider requests on a first-come, first-served basis and reserves the right to deny any request for any reason.
- To provide an opportunity for other groups to use the meeting rooms, a group may use a meeting room only once each month, and may reserve only one meeting room for use at the same time. A reservation cannot be made more than 3 months in advance. The meeting room may be used for a maximum of 2 hours.
- A group that is cancelling a meeting must provide notice of the cancellation to the Library’s Meeting Room Coordinator as soon as possible. A group forfeits its reservation if the group fails to appear within 30 minutes after the scheduled time.
- If a group fails to appear for two consecutive meetings without making a cancellation, all future reservations of the group will be denied.
- Meetings may not be scheduled before or after library hours. Group representatives may not enter the library before the regular opening time or stay after the library closes.
- A group may not assign or transfer its reservation to another group.
Care and Use of a Meeting Room
- A group using a meeting room may not make noise that disturbs another Library patron or the Library staff.
- A group using a meeting room must completely vacate the room at least 15 minutes before the Library’s closing time.
- A group must leave a meeting room in the condition in which the room was found.
- The Library does not set up or arrange furniture or equipment in a meeting room.
- If a group rearranges the furniture, the group must return the furniture to the original arrangement before leaving the room.
- A group or customer may not bring furniture or equipment from the main area of the library into a meeting room.
- A group may bring its own furniture or equipment into a meeting room with advance approval by the Meeting Room Coordinator.
- Arrangements for the use of such furniture or equipment must be made at the time the room is reserved.
- A group may not store equipment, furniture, supplies, or personal effects in a meeting room before or after use.
5. A group may not affix, tape, or fix with an adhesive any item to any part of a meeting room, including a wall, window treatment, or woodwork.
6. A group or customer must keep all doors unlocked at all times. Open aisles must be maintained within the seating arrangement to provide clear access to exits.
7. A group must use a public entrance for all access to and from the building.
8. Attendance at a meeting is limited to the capacity of the individual meeting room. Seating or furniture may not be placed in a corridor outside the meeting room.
9. No open flames are permitted on library property.
10. Food and Drink in a Meeting Room:
- Food and drink may be consumed in a meeting room if the food or drink is individually packaged and does not have to be maintained at a certain temperature, for example: packaged snacks, individual containers of soda, whole pieces of fruit, and cookie trays.
- Protective mats or tablecloths must be used on tables when refreshments are being served.
- The use of alcohol is not permitted anywhere on library property.
11. The individual making the reservation, as well as the group as a whole, is responsible for damages that result from the group’s use of the meeting room.
Questions about this policy should be addressed to Leslie Bowman, 570-326-0536 x 134.