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Meeting Room Policy

Meeting Room Application

 

Meeting Rooms

The Indian Valley Public Library provides meeting room space for library programs and for other meetings and programs of an informational, educational, cultural, or civic nature.  The library provides this space as a public service and does not endorse the view or opinions of groups utilizing these facilities.

Eligible Meeting Room Use

Library-sponsored activities have priority over all non-library activities held in the meeting rooms.  The library, therefore, reserves the right to cancel any scheduled activity up to 24 hours before the scheduled activity, should emergency circumstances warrant the library’s need for the space.

Meeting rooms can be reserved on a first-come, first-served basis, whether or not a fee for use is involved.  The room may be booked no more than twice a month by any organization.

Use of the meeting rooms may be reserved up to six months in advance.

Use of the meeting rooms by educational institutions or organizations wishing to charge tuition for instruction must have the permission of the Director.

Meetings and events held in the meeting rooms, except those exempted by the Director, must be open to the public and free of charge.

All meetings must be held during the library’s hours of operation.  Any group wishing additional hours may request a staff member’s presence at a reimbursement rate set by the Director.

Meeting rooms are not available for any of the following reasons:

-To hold religious services
-For political campaigning
-To solicit funds
-As a headquarters for any organization
-As a mailing address
-When, in the opinion of the Director, the use of the room might endanger public safety or cause disorder.

Persons 18 years of age or older may reserve the meeting room.

Fees

The use of meeting rooms is free of charge to non-profit civic, social, cultural, educational, and government organizations, as long as the meetings or programs they hold are open to the public, free-of-charge, and not held with the intention of generating revenue.

Commercial firms needing space for conferences or workshops may reserve the Meeting Room, with the approval of the Director, at a fee established on an annual basis.

Payment (or a billing arrangement) must be made at the time of reservation.  Any group that fails to pay its bill within 30 calendar days of being billed will be denied meeting-room use privileges until the account is cleared.  

Room Arrangements and Size

Chairs and tables are available.  The organization handles its own room set-up and may arrange the furnishings as needed, as long as they are not at risk of damage.  Walls may not be used for mounting or hanging pictures and displays, except for the blue-panel walls in the Community Room (where push-pins may be used).

The Community Room can hold up to 75 chairs and tables.  The Cabinet Room can seat 20 people comfortably on chairs with one or two tables.  A VCR is available for use.

Organizations which serve refreshments are responsible for any clean-up needed.  Any group wishing to use a coffee pot or other library-owned kitchen equipment must receive permission.  Trash and garbage should be removed from the building.

Organizations which use the meeting room for exhibits should ensure the safety of exhibit items by making their own security arrangements.   The library is not responsible for the safety of materials on exhibit.

Smoking is prohibited in all areas of the library.    Pets and animals, other than necessary guide animals, are not allowed.

Procedures for Scheduling a Room

Organizations wishing to reserve a meeting room must complete the Application for Meeting Room Use, which is then signed by the Director and kept on file at the Reference Desk.

Representatives of each group are asked to check in at the Reference Desk before each meeting, and then check out when they leave.

Abuse of the library meeting room policies or procedures will result in the withdrawal of the privilege to use the room.

A $20 charge will be assessed if a room if not vacated by the scheduled time.

Charges for room use should be paid when the room is reserved.

Publicity

Publicity for any event in the meeting rooms must clearly state that the organization is the sponsor and the library is the location.  Further, the library’s telephone number is not to be included in any news releases or flyers publicizing the event.

Policy

The Board may modify, amend or supplement this policy (and any rules and regulations) as it deems necessary.  At its discretion, the Board may exempt itself, or any other organization, as the Board deems appropriate, from the restrictions and requirements of this policy.

Approved by the Board of Trustees: Oct 11, 1987
Reviewed and amended:  Oct. 14, 1999
Reviewed and amended:  Jun 19, 2002