Meeting Room Policy

Public Meeting Space Policy

Perry Cook Memorial Public Library provides meeting space for library sponsored or co-sponsored programs.  The meeting space may also be used by individuals or non-profit organizations for the purpose of non-profit activities supporting the Library’s mission when not in use for library programs.  Priority for use will be given to Library related programs.

Requests for use of the meeting room will be considered on a space available basis.  The meeting room is not available for the benefit or self-promotion of individuals or commercial concerns.  Permission to use a meeting space does not constitute endorsement of a group’s policies or beliefs by the Library.  The Library reserves the right to revoke permission for the use of any meeting space.  The application for use of the meeting room may be found here.

 

Procedure

Organizations using the meeting space must observe the following:

Reservations:

  1. Library sponsored programs receive first priority.
  2. The individual reserving the room must be at least 21 years of age and hold a valid Perry Cook Memorial Public Library card.  This person must be present for the entirety of the program.
  3. A non-refundable fee of $15 for public meetings and $25 for social gatherings (birthdays, baby showers, etc.) will be charged and paid at the time of application.  Fees for excessive cleaning and damaged will be assessed as necessary.
  4. Permission to use the meeting room does not imply endorsement of the group’s policies of beliefs.  No non-library groups using the meeting space may publicize its meeting in such a way as to imply library sponsorship of the group’s activities.
  5. The Library assumes no responsibility for security during a meeting.
  6. The Library is not liable for injuries to users and it assumes no responsibility for personal property brought to the premises and used there.
  7. The Library reserves the right to cancel or reschedule a meeting space reservation at any time (e.g. inclement weather.)
  8. Meeting room key must be picked up during normal hours of library operations.
  9. Prompt notification to the Library of a cancellation of a meeting is required.  It is the applicant’s responsibility to notify its members/audience of the cancellation.
  10. The Library Board of Trustees reserves the right to review any and all applications.  The Board may reject applications that do not comply with this policy.

 

Rules:

  1. All programs and meetings must be open to the public, with the exception of purely social events.
  2. Admission fees, collections and donations are prohibited.
  3. Fundraising activities, other than those which benefit the Library are prohibited.
  4. No products or services may be displayed, advertised or sold on Library premises, except where the Library is benefited.
  5. No admission fee or donation requests are permitted; however, groups may charge a reasonable fee to recover the cost of materials, hand-outs or art/craft supplies.
  6. The Library may, on occasion, sponsor classes offering instruction in skills.  Tuition fees to cover costs of supplies may be charged.  The Library may also allow its meeting room to be used by local school systems or area colleges and universities.  In such cases, tuition fees may be charged.
  7. Alcohol and tobacco are forbidden on library property.
  8. There will be no use of Library owned equipment by outside groups.
  9. No decorations, posters or any other materials may be installed or displayed in the meeting room without prior library approval.  Push-pins, tape or stapes are not to be affixed to the walls, ceiling, light fixtures or acoustical panels.
  10. Noise, music and other activities which interfere with the Library’s operation are prohibited.
  11. The meeting space is to be left in clean condition, with all furniture returned to its placement.  Food spills should be dealt with immediately and all trash should be removed and placed in the outdoor trash container.  All lights must be turned off and the restroom checked for running water before leaving the building.
  12. Failure to comply with this policy and/or the procedures established by the Library may result in suspension of the privilege of using the meeting space.
  13. The Library Director is instructed to implement the foregoing policy with procedures as required.