Meeting Rooms

MEETING ROOM POLICY
 

In keeping with its mission, the Harris-Elmore Public Library & Genoa Branch Library offers meeting room space to the public for educational, cultural, civic, and community welfare purposes, subject to the rules outlined below.  These rooms are available as a free community service when Library programs are not scheduled. Programs sponsored by the Library will take precedence over requests for use by other organizations.

 

The fact that an organization is permitted to meet at the Library does not constitute an endorsement of the organization's beliefs by the Library, its staff, or its Board of Trustees.

 

All persons wishing to use the meeting rooms must fill out an application/waiver form from the Library either directly or online at www.harrieslmorelibrary.org/book-a-meeting-room. After completing the application/waiver, said persons may then reserve the room for specified dates/times directly at the library circulation desk or online at the address above.

 

Final approval will be made by the Director/Branch Manager and in some cases, the Board of Trustees.

 

NOTE: Enclosed Study Rooms within the Library are available to the public on a first-come first serve basis.  Guidelines #8, 9, 10, 11, 12 13, & 14 below will also apply to the public study rooms.

 

Groups using the meeting rooms are subject to the following rules and regulations:

 

1. All scheduled use must be open to the public.

 

2. Meeting rooms are available only during the library's normal operating hours.  Reservations cannot extend later than 15 minutes prior to the Library’s closing time.

 

3. Applications for use must be made by an adult (age 18 or older) group representative on the specified application form and submitted to the Library Director/Branch Manager for approval at least 48 hours before the desired meeting date.  All applications must be approved by the Library Director/Branch Manager before the meeting space is used.  Reservations will be taken up to 2 months in advance of the meeting date. 

 

4.  All library transactions with the group will be done through the group representative who signed the application form.  He/she will ultimately be responsible for the actions of the group.

 

5. The Library must be notified of cancellations.  Groups holding reservations are requested to notify the Library of any cancellation as soon as possible in order to free the room for use by others.  Groups failing to give notice of cancellation twice in succession may be denied future use of meeting rooms.

6. No admittance fee may be charged by the group using the meeting room, nor may there be selling or solicitation of any kind.  Fundraising, requests for donations, and charging admission fees are prohibited by non-library groups.

 Exceptions:  Items sold for the profit of the library, items sold at approved speaker visits, fees to recover actual costs of materials, handouts, and craft-making supplies.  All such exceptions must be approved by the Library Director/Branch Manager at the time of the reservation.

​7. For-profit groups and businesses may use the meeting rooms for staff training purposes only, no more than two days per month with the approval of the Library Director or Branch Manager.

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8. The room must not be used for religious services.

 

9. Meeting rooms are not available for the benefit of private individuals for parties or receptions.

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10. All groups and their guests will conduct themselves in an orderly manner so as to not disturb the primary function of the library.  Minors may meet in the room only if a responsible adult signs the form and agrees to chaperone them.  Young children must not be left unattended anywhere in the Library.  The group representative will assume full responsibility for any loss or damage to library property.

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11. Groups using the meeting rooms are responsible for returning the rooms to the condition it was in prior to the meeting.  Groups are also responsible for setting up the room to suit their own needs.  The group representative should inform Library staff when the room is vacated.

 

12. Groups may serve light refreshments.  Be prepared to supply your own equipment and utensils.  Alcoholic beverages may not be served or consumed on Library property.  Please note that groups using the Library meeting rooms are responsible for cleanup.  A fee for janitorial and/or maintenance service may be assessed if the room is not left in satisfactory condition.

 

13.  Smoking, vaping, or tobacco use is not permitted inside the Library or near entrances.

 

14.  NO decorations, posters, or other materials may be displayed on the walls of the meeting rooms.

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15. Library audiovisual equipment is available only upon prior reservation, and to groups that have an experienced operator who makes arrangements in advance for training if needed.  Equipment may vary by Library location.

 

16. The Library is not responsible for equipment, supplies, or any other materials owned by a group and used in the Library.  Each group is responsible for the set-up and running of its equipment.  Library staff may be available for troubleshooting if necessary.

 

17. Each group is responsible for its own meeting publicity, which must not include the Library’s information as a contact.  Publicity must state that the meeting is not sponsored by the Library.  Publicity released to media sources or posted in the community regarding the Library meeting rooms must meet the approval of the Library Director or Branch Manager.

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​18. Groups that meet on a regular basis may reserve a meeting room for 4 dates per month. Additional reservations may be accepted, based on availability, within 14 days of the desired booking date.  Library programs and training activities may pre-empt previously scheduled non-library activities in the meeting rooms. 
 

19. The library is not liable for injuries to people or animals, damage to their property, or loss of property belonging to groups or individuals using the meeting rooms.
 

20. The Library reserves the right to limit the number and time length of reservations made by individuals, groups, or organizations in order that all have a fair opportunity to use the meeting rooms.
 

21.The Library will approve and schedule only those meetings that will not disturb other Library activities.  The Library reserves the right to withdraw permission for use when conditions warrant such action and to stop meetings that interfere with the normal operation of the Library.
 

22. Meeting room usage will be reviewed periodically by the Library Director and the Board of Trustees.  The Board of Trustees reserves the right to amend the meeting room use policy at any time.  For good cause, the Library Director or Board of Trustees may waive any meeting room regulation and may deny or cancel any application for reservation of a meeting room space.  
 

23. The final decision regarding the use of the meeting room shall be at the discretion of the Library Director, and in some cases at the discretion of the Board of Trustees.

 

24. Failure to comply with these guidelines may result in the loss of future meeting room use.  Concerns or questions about these guidelines should be referred to the Library Director/Branch Manager.

 

 

 

 

 

 

 

I, the undersigned, certify that I have read and understand the MEETING ROOM POLICY detailed above.  In addition to the sponsoring group, I agree to resume responsibility for the group’s adherence to the rules and any damage, accidental or otherwise, which may occur as a result of the group’s use.  I agree that the Library is not liable for injuries to people or damage to property of individuals or organizations using the meeting rooms.

 

 

Name of Responsible Party: _____________________________________________________

 

Phone Number: __________________________

 

Email: _____________________________________

 

Signature: _____________________________________________