Revised December 11, 2024
Purpose and Permitted Use
The library’s meeting rooms are intended primarily for library sponsored activities. When the rooms are not in use by the library, they may be used by other organizations for occasional meetings.
Organizations may not use library facilities for fundraising or commercial enterprises. No organization’s use of a meeting room may interfere with or disturb the library’s regular operations. An organization’s use of the facilities does not imply the library’s endorsement. The library reserves the right to deny the use of library facilities. The library is a limited public forum and, as such, may deny the use of its facilities in accordance with its policies.
The library accepts no liability or responsibility for any damage to persons or property resulting from use of library facilities.
Any person(s) using any of the library’s meeting spaces agree to the terms of this policy in its entirety without exception. Abuse of the meeting rooms or failure to adhere to library policies may result in a loss of meeting room privileges.
Bookings and Fees
Meeting rooms may be booked up to two months in advance. Bookings will be taken on a first-come, first-served basis. The library shall be notified 48 hours in advance in case of cancellations or changes. Rooms will only be held for 15 minutes past the reservation time. Any time required for decorating/setup and cleanup should be included in the reserved time.
Organizations and/or individuals will not be charged for use of the meeting rooms in instances where meetings are for educational or community service purposes, are open to the public, and are free of any type of real or implied charge (including, but not limited to, real or implied sales of items or services, admissions, contributions, donations, collections, fundraising, sponsorships, or solicitations). In all other instances, individuals and organizations will be charged $35 for up to a four-hour reservation, plus $5 per additional hour after that, up to a maximum fee of $50. Exceptions may be made in instances where the library co-sponsors an event with an organization.
When booking a room, one representative individual must fill out the Meeting Room Agreement. The person completing this agreement is responsible for any damages to library property. Damages should be reported to library personnel as soon as possible. Individuals reserving the meeting rooms must be at least 18 years of age.The library reserves the right to cancel a meeting at any time. Library programs take precedence at all times and may bump other meetings, with at least a week’s notice, if needed.
Capacities
The maximum number of persons allowed in the meeting rooms is determined by the local fire code. Currently, these limits are the following:
- Community Room – 50 max occupancy
- Activity Room – 10 max occupancy
- Jones-Banks Study Room – 4 max occupancy as one room; 2 max per smaller split room
Conditions of Use
- All meetings must be held within regular operating hours but must end a minimum of 15 minutes prior to closing. This applies to all rooms except the Community Room.
- After-hours use of the Community Room is permitted, but it is the responsibility of the representative party to obtain a key within seven (7) days before the reservation to access the room. Keys are not given out on a permanent basis and no copies of the key shall be made. This key must be returned within seven (7) days of the event. If the key is not returned within this time frame, it will be considered lost, and the responsible individual will be liable for all costs incurred to change the locks on the library doors.
- Requests for access to audiovisual equipment must be made in advance.
- No smoking, vaping, or alcoholic beverages are permitted in the library. There is an outdoor smoking area available near the Annex.
- Decorations are permitted but cannot be hung from fixtures. No tape or adhesive of any type shall be used on the walls or ceiling. Decorating and removal of decorations must be accomplished within the time frame that has been reserved.
- If the kitchen facilities are used, they shall be returned to good condition, with all cookware cleaned and put away.
- If the garbage can is filled, the garbage must be taken away or placed in the garbage area located behind the library.
- The library will not be responsible for storage of any materials or equipment.
- Accidents shall be reported immediately to library personnel.
- All rules for appropriate behavior in the library must be observed while using the meeting room.Failure to adhere to regulations may result in denial of future use of library facilities.
Damages and Disarray
All groups are expected to leave the room clean and as they found it.
The responsible individual is liable for any damages that occur during the use of the rooms. If the room is left in a state that requires repair or replacement of damaged items, the signing individual will be responsible for the entire cost of restitution, and future use of the meeting rooms may be denied.
If the room is left in a state that requires cleanup, an additional $25 janitorial fee will be charged.
Food and Drink
Food and drink (including full meals) are permitted in the Community Room. Limited kitchen facilities and bathroom facilities are available with this room.
Light food and drink (snacks and lidded drinks only) are permitted in the Activity Room. No kitchen facilities are provided when using this room.
No food and drink is permitted in the study rooms.
Publicity and Advertising
As a designation of location, only the name and address of the library may be used to publicize an event. The library’s logo and any images of the buildings, staff, and/or collection may not be used in any publicity.
No signage may be placed outside of the library’s building to designate use of the meeting room, with the exception of signage on the outer door to the Community Room. Interior signage should be limited to the interior door of the meeting room.
Exceptions in signage and publicity may be made when the library co-sponsors an event with an organization.