H. LESLIE PERRY MEMORIAL LIBRARY
MEETING ROOMS POLICY
H. Leslie Perry Memorial Library offers meeting rooms for the use of groups and citizens, regardless of their affiliation or beliefs. The meeting rooms are available for groups or individuals to conduct organizational or program meetings, seminars, study groups, planning sessions, training programs, and related activities. The Library does not discriminate in providing space on the basis of race, religion, age, gender, national origin, or handicapping condition. Granting permission to use the facilities in no way constitutes an endorsement by the Library of any group’s activities or beliefs.
MEETING ROOMS
• Farm Bureau Room seats 100
(Kitchen, Restrooms & A/V Equipment Available)
● Board Room seats 20
RESERVATIONS
● All bookings are on a first-come basis. Exception: All Library sponsored and Friends of the Library sponsored meetings/programs take first priority on all meeting room schedules.
● The Library will not permit the Library to become the regular meeting place for any organization.
● A meeting room may be reserved no more than 90 days in advance.
● Please promptly notify the Library of any meeting room cancellation.
USE DURING LIBRARY HOURS
● Non-profit groups, government departments or agencies may use a meeting room at no charge during normal library hours. A non-profit is an organization recognized by the IRS as a “non-profit” (
www.IRS.gov/app/pub-78/). Proof of tax exemption is required to establish eligibility.
● Commercial or for-profit groups and individuals will be charged a fee to use the meeting rooms.
USE AFTER LIBRARY HOURS
● There will be a fee for security services for meetings held after library hours.
● The organization or individual reserving the room is responsible for all security costs.
FEES
● All applicable fees must be paid in full 5 days before the time a meeting room is to be occupied.
• The Farm Bureau Room is $50.00 per two-hour period (county resident): $100.00 (out
of county resident).
• The Board Room is $25.00 per two-hour period (county resident): $50.00 (out of county resident).
● There is a Security Fee of $25.00 per hour for meetings held after Library hours.
● There is a $50.00 refundable deposit if food is served.
● It is the responsibility of the user to schedule the room allowing time for setup and take down.
● Meetings that run beyond their scheduled time will be permitted to continue only with the permission of the Director or Director’s designee. The applicable fee will be assessed for each additional two hours or fraction thereof.
● Refunds will not be issued for meetings that end before the scheduled time.
● Any damages to equipment and/or furnishings must be promptly reported. Cleaning or damage fees will be assessed if necessary.
REQUEST PROCEDURE
● All meeting room reservations must be submitted on a proper APPLICATION FORM at least five (5) working days in advance of the meeting date requested. An authorized adult must assume responsibility for the proper conduct of those attending the meeting, for taking down and cleaning the room at the conclusion of the meeting, and for the expense of any damages to Library property.
● Every effort will be made by the Library to provide immediate confirmation of a meeting room reservation.
● A reservation is not official until an application form has been submitted and confirmation is received from the Library.
RULES
● Groups or individuals reserving the room assume all responsibility for setting up or arranging furniture for the meeting. After the meeting, the room will be left as it was originally arranged.
● When scheduling a meeting room, include the full time needed to set up and clean up the room. Access to the room prior to scheduled time is not possible.
●If use of A/V equipment is requested, it is the responsibility of the user to arrange to meet with technology staff prior to the day of the meeting to learn how to use the equipment. Staff is not available to assist with equipment at the time of the meeting.
● All publicity for meetings must clearly state the meeting is not sponsored by the library.
● Persons attending meetings in the meeting rooms are subject to all library rules and regulations. Use of the meeting rooms must not disrupt other library patrons.
● The meeting rooms are not to be used by any business or profit making organization for the promotion or sale of products or services immediately or at a later time.
● Only previously prepared foods such as light refreshments, box lunches, or covered dish meals may be served in the library meeting rooms.
● All plates, cups, eating utensils, etc. must be furnished by the user.
● The kitchen and all facilities must be left clean and all food items removed. The person booking the room will be liable for any cleaning costs as a result of food or beverage spillage in the room.
● The consumption of alcoholic beverages on library property is prohibited.
● Smoking is not allowed in the Library.
● It is the responsibility of the user to pick up all trash and leave the library facility in the same condition as when the scheduled meeting began. This includes rearranging all chairs and tables to previous location.
● No signs, banners, or flyers may be attached to any library wall or ceiling.
● Library staff reserves the right to attend any meeting or program at any time.
● Failure to comply with any of the rules will jeopardize future use of Library meeting space.
LIABILITY
The Library will not be held liable for personal injuries sustained while using the meeting rooms. The Library is not responsible for materials, equipment, or other personal belongings left in the meeting rooms by users. All materials must be removed from the meeting rooms by all users at the end of the meeting unless permission to do otherwise has been granted by the Director or his/her designee.
Subject to availability of space and conflict with library programs or standards as determined by the Library Director, non-library sponsored classes or groups may use the public areas of the library for not more than 3 hours on any day and for not more than 3 days in any period of 30 days.
