Meeting rooms
Use of Library Meeting Rooms
Troy-Miami County Public Library
Policy
The primary purpose of the meeting rooms is to promote library services through programs, meetings and other library activities presented by library staff or organizations affiliated with the library. As a community service, meeting rooms are available to the public for governmental, non-profit, civic, cultural or educational programs when not being used for a library activity. Access will be provided on equal terms, regardless of the beliefs or affiliations of individuals or groups requesting use provided the meeting is open to the public and no fee is charged for attending the meeting. The library does not advocate or endorse the viewpoints of any group of individuals.
Meeting room programs must not interfere with library operations.
The terms for public use of meeting rooms are:
- The meeting rooms are not available for profit-making.
- All meetings must be open to the public. Organizations conducting business meetings or presenting programs may wish to restrict or limit public comments during all or part of their meeting or programs. Any such restrictions should in no way interfere with the public’s ability to attend, observe or listen to the program.
- No admission fees will be charged. No collections may be taken. Educational courses conducted by non-profit agencies may charge fees for learning materials or course credits, but the program must be open for observation to members of the public who do not pay fees.
- The use of the library premises for private social functions such as parties or receptions is not permitted.
- The library assumes no liability for theft or damage to property brought onto library property or for injuries which occur as a result of actions of sponsors or participants in activities in meeting rooms.
- Persons or groups must submit a complete Application for Meeting Room Use to the library staff at least one week before the event. The reservation is not completed until the form has been submitted and approved.
- All meetings must be completed 15 minutes before the library closes, including room clean up. Failure to do so will result in loss of meeting room privileges for the organization.
- Meetings and events, and their preparation must be planned to begin and end within the prearranged times.
- If a group reserving the room cancels a scheduled meeting, the applicant must inform the library or administrative office as quickly as possible. Except in an emergency, 48 hours notice will be given of any cancellation.
- The library will not provide assistance for arranging the room. Rooms must be left the way they were found. Tables and chairs should be returned to their original configuration. Nothing may be affixed or mounted in any way to the walls.
- The individual or group reserving the meeting room shall be responsible for any damage to or loss of library property. The library is not responsible for equipment or other items owned by a group or individual and used in the library. The library cannot supply storage for such items.
- No smoking or alcoholic beverages are allowed in the library. Food and drink are not permitted in meeting rooms.
- No individual or group may state or imply Library endorsement or sponsorship of events in the library meeting rooms without written approval from the Library Director. The name and/or address of the Library may not be used as the official address or headquarters of an organization.
- The library retains the right to deny the space to any user whose planned use of the space does not comply with these terms. The library reserves the right to cancel a reservation if the space is required for use by the library or a library related organization.
- Meeting room space is intended for specific events, rather than regularly scheduled, ongoing meetings. For regularly scheduled meetings, the meeting room may be reserved no more than 12 weeks in advance. Other reservations will not be accepted more than 6 months in advance.
Failure to comply with meeting room policy or rules may result in loss of meeting room privileges including immediate termination of a meeting by library personnel.
[Approved Oct. 15, 2008, by the Troy-Miami County Public Library Board of Trustees]
| Attachment | Size |
|---|---|
| meeing room application 11-11.pdf | 32.86 KB |
