Meeting Room Use Policy

Evelyn Goldberg Briggs Memorial Library  

Meeting Room Policy

 

The Evelyn Goldberg Briggs Memorial Library (EGBML) has a meeting room that may be reserved. We welcome and encourage a wide use of the room to the public on equal terms for the lawful activities of groups and individuals, regardless of their affiliations or beliefs.The room is reserved on a first-come, first-served basis, with library sponsored activities taking priority. We are pleased to be able to provide this meeting room as a resource to our community.

 

Who May Reserve the Meeting Room: The room may be used for educational, cultural, informational, or civic activities such as lectures, panel discussions, and workshops.

 

People of all ages, including children, may use the meeting room.  If children are present, they need to be supervised by one or more adult sponsors. For the purpose of the EGBML, the adult age is 18.

 

Who May Not Reserve the Meeting Room: Permission to use the library meeting room will be denied to an organization and/or meeting whose purpose is illegal, or whose activity does not have the sponsorship of a legally responsible adult.

 

Programs involving the sale, advertising, or promotion of commercial products or services, and programs sponsored by a business firm, regardless of purpose, are prohibited except for the Friends of the EGBML semi-annual book sale and special programs sponsored by the EGBML.

 

The meeting room will not be used for personal or family purposes, including birthday parties.

 

Programs must not disrupt the use of the library by others. Participants attending meetings are subject to all library rules, regulations, and policies. Groups that disturb library activity or library users will be denied use of the meeting room.

 

Rules on Use:

Groups interested in using the meeting room must first fill out an application form provided by the library. An application form is available on our website, or at the front desk.

An authorized adult representative of the group must be the one who requests the use of the meeting room and agrees to be in attendance. He/she must report the number of people expected, and give his/her name, address, and telephone number. The authorized adult representative will see that all the regulations are followed.

 

By signing the form, the adult representative agrees that the EGBML Meeting Room Policy has been read and understood, and accepts financial responsibility for any and all damage caused to the building or equipment beyond normal wear.

 

The meeting room application must be approved by the library director before the room may be used.

 

The meeting room may be reserved up to 6 months in advance. However, the library director reserves the right to cancel dates that conflict with library sponsored programs and/or special events. Please check with the library staff for availability.

 

The meeting room is generally available for use during library hours. If you would like to use the room after library hours, keys may be checked-out but they must be returned promptly in the outside book bin, or brought to the library the following day.

 

No admission fee, registration fee, donation, or monetary solicitation may be sought from meeting attendees unless the EGBML sponsors the event.

 

The group reserving the room shall be responsible for any advance preparations, and for setting up and putting away furnishings used for the group’s meeting, as well as cleaning up and putting away their own equipment. The room must be left in the manner in which it was found, including the placement of all tables and chairs.

 

The library will provide a 12-cup coffee maker, 24 chairs, two 8-foot tables, a TV with a wall-mounted LED display, HDMI and USB connections for devices, and wireless access.

 

Light refreshments may be served, but there are no cooking facilities. Groups are responsible for providing their own refreshment and clean-up supplies. Furthermore, groups are responsible for proper disposal of garbage. Alcoholic beverages are prohibited.

 

There is no room for storage of an organization’s equipment without prior permission from the library director.

 

Nothing may be attached to any library surface, wall, or object.

 

No person or organization may make excessive use of the meeting room. The library director will make a determination on this issue should it arise.

 

No organization may use the library’s address as its own organizational address.  

 

Fire Exit doors shall not be blocked in any way.

 

Let the front desk staff know when you are done with the room.

 

The EGBML is a tobacco-free building. Smoking, smokeless tobacco, and the use of electronic cigarettes are prohibited anywhere in the building.

 

Failure to abide by this policy may disqualify a group from future use of the room.

 

Disclaimer

 

It is understood that the Town of Iron River and EGBML assume no responsibility whatsoever for any property placed in the library in connection with a meeting, exhibit, or display; and that the Town of Iron River and EGBML are hereby expressly released and discharged from any and all liability for any loss, or injury, or damage to persons or property which may be sustained by reason of a meeting, exhibit, or display.

 

The fact that a group is permitted to use the meeting room does not in any way constitute endorsement of the group’s policies or beliefs by the library. No advertisements or announcements implying such endorsements will be permitted.


Approved - 3/21/18




 

 

 

 

 

 

 

 

 

 

 

 

Evelyn Goldberg Briggs Memorial Library

Meeting Room Application

 

Authorized Adult Representative -

 

            Name ___________________________________________________________

 

            Address _________________________________________________________

 

           

            Cell Phone ________________________Land Line_______________________

 

Date and Time you are requesting -

 

______________________________________________________________________

 

Purpose of room use -







I have read and understand the meeting room policy and I will be present for the duration of the activity, and I agree to adhere to all meeting room policies.

 

Signature: _________________________________________Date______________

 

                        Copy of ID needs to be provided at time of signature.

 

Approved by _______________________________________Date______________