Meeting Room Registration Form
PUBLIC USE OF MEETING ROOMS
revised 10/17/01; 3/15/06; 7/15/09, 2/16/11.
The library maintains meeting rooms for
library-sponsored or co-sponsored programs that support the libraryís
mission. The meeting rooms
may also be made available to individuals and organizations, subject to
the rules and regulations established by the library Board of Trustees.
Seating Capacity: approximately 75
for use of the Community Room:
a. Library-sponsored meetings or programs
b. Library-related meetings or programs
c. Meetings sponsored by agencies of the city of Merrill or
e. Other meetings which are appropriate to the library
f. Purely social functions (e.g. birthday parties, showers,
mixers, etc.) are not allowed
The library Director reserves the right to
determine justifiable use of library facilities and/or to cancel room
Community Room may be used provided the following conditions are met:
a. No admission or other fees are charged
b. No sales or other commercial transactions occur
c. The meeting is open to the public
d. The meeting does not interfere with the regular operation of
Organizations conducting business meetings or
presenting programs may wish to restrict or limit public comments during
all or part of their meetings or programs.
Any such restrictions should be announced at the beginning of the
meeting and should in no way interfere with the publicís ability to
attend, observe or listen to the program.
rooms are available for use by the public only when the library is open.
Meeting room use, including clean-up, must end before the
libraryís closing time, unless arrangements are made at least one week
in advance for staff to remain after regular hours of operation.
Meetings during other times when the library is regularly closed
must be approved by the Director and are subject to staff availability.
the event of an emergency, such as inclement weather or a loss of
electricity, the library reserves the right to close the library and
cancel all use of its meeting rooms.
of illegal drugs, alcoholic beverages, and tobacco products is
prohibited on library premises.
non-library program held in the meeting room may be broadcast or
televised without permission of the library Director.
individual, group, or organization using the meeting room will
discriminate on the basis of race, color, national origin, sex,
religion, age or handicapped status in the provision of services.
Groups using the meeting room are responsible for providing
qualified interpreters and/or auxiliary aids as requested.
Reservation of the Community Room
are made on a first come, first served basis.
Reservations may be made by phone or in person.
person reserving the room must be eighteen years of age or older.
Groups whose members are under the age of eighteen must be
accompanied by one adult chaperone for each ten participants.
for regular meetings by the same group will be accepted no more than
three (3) months in advance. Conditional
reservations may be accepted farther in advance with the understanding
that the needs of the library may result in rescheduling or canceling of
the tentative booking.
fee is charged for a ďone-timeĒ use of the meeting room by
library-related or governmental organizations.
When the room is used on a continuing basis (more than twice in a
six month period), $10.00 per session for every meeting thereafter is
charged to defray utility and maintenance costs.
Exceptions to the room charge may only be made by vote of the
library Board of Trustees.
If refreshments are being served in a non-library
or non-governmental meeting, it is expected that the meeting room and
kitchen will be left in satisfactory
condition. If library staff
determine that the meeting room and/or kitchen have not been left in
satisfactory condition, a cleanup charge of at least $25 may be
piano in the Community Room may be used for recitals or similar events.
Music teachers or performers may schedule rehearsal times as well
as performance times.
notification to the library of a cancellation of an event is requested,
in case another group wants to use the room.
C. Use of
the Community Room
individual or group using the Community room shall be responsible for
any advance preparations, for setting up and putting away furnishings
used for their meeting, as well as clearing away their own materials and
or organizations holding meetings in the Community Room assume
responsibility for any damage to the room or contents.
The library reserves the right to charge a fee for any needed
repairs, replacements, or cleaning.
of library audio-visual equipment, if needed, must be scheduled
separately by the individual or group at the Adult Department
Circulation Desk. There is
no fee for the use of AV equipment.
Operators for AV equipment are not provided by the library.
the time of registration the individual or group should notify library
staff if refreshments are to be served.
The group must provide its own equipment, food, cups, serving
utensils, etc. The kitchen
is available for use by groups using the Community Room.
Use of the Kitchen
kitchen is available for the preparation and serving of beverages or
other light refreshments.
to use the kitchen or to serve any snacks and/or beverages must be
requested and approved in advance of the meeting.
is the responsibility of the meeting room user to provide food,
beverages, and all supplies needed to prepare and serve them.
Organizations may not use library property, such as paper
products, food, table cloths, etc. Organizations
may use library coffee pots, dishes, and microwave, provided they wash
and dry these items after use.
meeting room user must leave the kitchen clean, or be subject to
an additional charge (see B4 above).
may be charged for programs sponsored by the library and its affiliated
organizations, and the sale of goods that directly or indirectly benefit
the library will be permitted in the meeting room and other areas of the
library. When an
author/artist takes part in a library-sponsored program, the library may
arrange for the sale of the authorís/artistís works at the program.
organizations using the meeting room may not charge an admission fee.
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 donít pay fees.
raising and sales are not permitted.
of library patrons or staff is not permitted on library grounds.
using the meeting room must produce and provide their own publicity.
name, address, or phone number of the library may not be used as the
official address or headquarters of any organization except those
affiliated with the library.
use of the meeting room by a non-library group shall not be publicized
in such a way as to imply library sponsorship of the groupís
Damages and Liability
library is not responsible for the loss of or damage to any equipment or
materials owned or rented by an individual, group or organization using
its meeting room.
library is not responsible for personal injury to any member, affiliated
person, guest of the organization or attendee of its program.
group using the meeting room and its members shall be held responsible
for loss of library equipment, furnishings or materials, or for willful
or accidental damage to the library building, grounds, collections or
equipment caused by the individual, group or organization, its members,
or those attending its program.
Denial of Meeting Room Privileges
behavior is not permitted. In
such cases the participants will be asked to leave the library.
to abide by the libraryís meeting room policy and by its rules of
conduct may result in the cancellation of, or future refusal of,
Exceptions to the meeting room policy and waivers
of fees must be approved by the Board of Trustees.
However, the library Director is granted the authority to waive
rules and fees, if in his/her judgment, emergency or other conditions
warrant this action. The
Director will report all such waivers to the Board at its next regularly
Other Meeting Rooms
Other meeting rooms are available for use by
individuals and groups. The
rules for use of these rooms are similar to those for use of the
Livingston Board Room (in the Adult Dept., upper level)
-Capacity: 20 people
-A sink is available for cleanup.
Hour Room (Youth Dept., main level)
-Capacity: 20 people
-A sink is available for cleanup.
(Large) Study Room (Adult Dept., upper level)
-Capacity: 4 people.
Study Rooms #1 and #2 (Adult Dept., upper level)
-Capacity: 2-3 people
in each room.