Meeting Room Policy

Purpose

The primary purpose of the library’s meeting room is to provide the library with a space which will permit programs for both young and old.   Similarly, the library aims to provide the community with an inexpensive room to hold educational and recreational meetings, workshops, and non-profit affairs.  The needs of the library, the Friends of the Library, the Jr. Friends of the Library, and/or the Library Foundation will take precedence.  The library reserves the right to cancel or reschedule any meeting.

Library meeting rooms are available during the following specified hours, subject to the stipulations below, to educational, cultural, civic, social, professional, or other non-profit organizations, or to persons volunteering as tutors as part of a non-profit program.  At the discretion of the Director, non-profit groups may engage in fundraising, promotional ventures, or charge a fee for programs while using the meeting rooms.

DAYS AND TIME AVAILABLE                                        LIBRARY HOURS OPEN

Monday               10am to 9pm                                      Monday               10am to 8pm
Tuesday              10am to 9pm                                     Tuesday              10am to 8pm
Wednesday         10am to 9pm                                     Wednesday         10am to 8pm
Thursday            10am to 9pm                                      Thursday             10am to 6pm
Friday                  10am to 9pm                                     Friday                  10am to 6pm
Saturday             10am to 2pm                                      Saturday              10am to 2pm

Fees when Library is OPEN:

  • Non-profit, educational or social groups – NO FEE
  • Public meetings in which no specific membership is involved – NO FEE
  • Any non-profit organization using the room for fundraising or charging a fee of participants – Fee of $15.00 per hour.

Fees when Library is CLOSED:

  • Public meeting with no specific membership – Fee of $25.00 per hour.
  • Non-Profit organizations $15.00 per hour.

Guidelines

The Director, or his or her designee, must approve all reservations.  A representative of the group should complete and sign an application form prior to the meeting date.  The signer of the application form, who must be an adult, is responsible for the orderly conduct of the group, and in the event of any damage to library property and/or equipment that individual will be liable.  A group using a meeting room more than once for the same purpose need only complete the form annually; a copy of the completed form will be kept on file at the library.

The room will hold up to 65 people.  The library has 50 chairs, 6 tables and 1 lectern available for use.  The library also has projectors, screens and laptops which groups may borrow. Equipment to be used must be scheduled in advance. If using equipment, groups will be held responsible for any and all damages, including costs to replace equipment.

Groups using the meeting rooms shall vacate the room fifteen minutes before closing time of the library.  Arrangements may be made to use the meeting room after regular library hours.   All meetings must be concluded and everyone out of the building by 9:00 pm.  There will be a $15.00 fine levied if this rule is disregarded. The fine must be paid at the time of the occurrence. Cancellations need to be made as soon as possible.

Any portion of an hour is a whole hour.  Payment may be made in advance or at the time of use.

The library may permit presenters at library-sponsored programs to sell merchandise related to the subject or activity of their programs. The library will grant this permission either to reduce the cost of the program to the library or to raise funds for the library-associated organizations.  Likewise, a library-sponsored program may have a registration charge to defray or reduce the cost of the program to the library.

Refreshments may be served, but are restricted to the meeting rooms and are not permitted in other parts of the library except during library-sponsored events. Smoking and alcoholic beverages are prohibited.  A group serving refreshments is responsible for providing all serving utensils and for cleaning up following its meeting.

Groups are responsible for arranging the chairs, tables, and other equipment to meet their own needs. Following their use of the room, groups must return the room to its original state.  Hours scheduled for room use include set-up and clean-up times.  Users are asked to allot enough time when scheduling.

The library makes no endorsement, express or implied, of any non-library event or activity held in the meeting room.  Publicity of such events must include a disclaimer to this effect.

The Board and the library staff do not assume any liability for groups or individuals attending any meeting or program in the library.  The library is not responsible for lost or damaged items.  Any violation of this policy and its procedures will result in the loss of the privilege.

Contact

For more information about scheduling the meeting room, please contact the Program Coordinator at the library.  If you have any questions or need more information please feel free to call during library hours at (740) 695-2062.

We hope you enjoy our meeting room facility!