Meeting Room Policy

 

BACKGROUND

The Sherburne Memorial Library subscribes to the Library Bill of Rights, adopted and amended by the American Library Association which states “Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.” There is no charge for the use of the meeting room, but donations are appreciated. Granting use of Library facilities does not imply endorsement by the Library of the group, the meeting, or the ideas presented at the meeting.

The Town of Killington, The Sherburne Memorial Library Board of Trustees, the Library Director, employees, and volunteers assume no responsibility for loss, theft, or damage of any property of any group or individual using any of the Library meeting rooms or kitchen facilities, and in addition, assume no responsibility for the personal injury (including death) of any individual using the meeting rooms or kitchens.

The meeting rooms may be inspected prior to the date of the meeting. Individuals/groups are encouraged to check a room to make sure that it conforms to desired use. Arrangements and reservations for rooms must be made with staff.

MEETING ROOM USE POLICIES

  1. Library events and/or Library sponsored activities take precedence over outside requests for use of the rooms. Meeting and community rooms in the public library may be used by community groups and organizations whose aims are educational, cultural, intellectual, social, or for civic betterment. Library meeting rooms are not available for the benefit of private individuals or to profit-making organizations.
  2. Requests for use of a meeting room shall be made by completing an application at the Library. Applications must be signed by an individual at least eighteen (18) years of age. Rooms are NOT available for use on a regular continuing basis by any organization unless by consent of the Library Director. The Group using a meeting room must assign one person responsible for the proper use of the room in accordance with these guidelines. Rooms are available on a first come, first served basis and may be reserved up to ten (10) months in advance.
  3. Educational or training conferences, workshops, planning sessions, etc. may be scheduled and registration fees for materials or tuition may be collected by the sponsoring organization.
  4. SMOKING IS NOT PERMITTED ANYWHERE IN THE LIBRARY. The organization booking the room must adhere to fire codes regarding the number of persons allowed in the room. Applying organizations are held responsible for the preservation of order by those in attendance. Police or fire protection, when deemed necessary by the Library Director, must be provided and paid for by the applying organization.
  5. Users of the meeting and community rooms must provide their own supplies, materials, refreshments, equipment, etc. The Library has tables, chairs and AV equipment for organizations to use. All additional equipment not specified must be provided by the user and removed promptly following the meeting.
  6. Organizations are responsible for supervising their own activities, including clean-up. The meeting room must be left in the original condition in which it was found. Decorations, scenery, or signs are permissible but must be removed at the end of the meeting. All supplies and refreshments brought in must be removed. The use of flammable materials is prohibited. The applicant will be held responsible for loss or damage resulting from room use. Compensation for such loss or damage must be made promptly upon billing.
  7. Publicity should not give the impression that the Library is a sponsor of the meeting. Groups must provide a telephone number for the public to contact for information. The Library will not give out information about meetings and the Library telephone number may not be used.
  8. All publicity concerning the meeting or event is the responsibility of the organization.  It is not the responsibility of the Library.  Organizations may request that one notice or poster be displayed on the Library bulletin board. No flyers or posters may be posted on the Library doors, stairwells, or other places within the Library, on the outside of the building, or on library property without prior permission.
  9. Groups must vacate the Library ten (10) minutes prior to the Library’s regular closing time unless arrangements have been made in advance.
  10. The Library reserves the right to cancel any meeting because of adverse weather conditions or for any other emergency.
  11. The Library Director has full authority to grant, refuse or revoke permission to use the meeting and community rooms.

Adopted May 31, 2006