Meeting Rooms User Policy
The Conference Room and the Auditorium are available in the Library both to support library programs and functions and for the use of organizations engaged in educational, cultural, intellectual, civic or charitable activities. Local businesses may use the facilities on a limited basis of once a year if the program has an educational focus and has the director’s approval. The Library provides meeting areas on an equitable basis, regardless of the beliefs or affiliations of groups requesting their use.
Meetings must be open to the public at no charge. Products or services may not be advertised or sold. A nominal fee for program-related supplies such as craft materials or computer disks may be collected with prior approval from the Director. Names of participants may not be collected for creating mailing lists or sales contacts.
Use of the meeting rooms does not imply sponsorship, endorsement, support, or co-sponsorship by the Madison-Jefferson County Public Library of the program or the group producing the program. Organizations should not imply that the event is sponsored, co-sponsored, or endorsed by the Library in any advertising or publicity.
Guidelines and Rules
Reservations
Non-profit organizations may use the meeting rooms once a month. Businesses whose programs have an educational focus and who have obtained the Director’s approval may make one reservation per year. Scheduling a limited series of daily or weekly meetings is at the discretion of the Director. A Library program will take precedence over room use for other organizations. Reservations may be made up to six months in advance. Meetings should begin no earlier than ” hou hour after the Library opens in the morning and end no later than one hour before the library closes in the evening.
Signed Application
A Room Use Agreement form must be completed and returned to the Library no later than two business days before the program’s date. Equipment needed should be included on the form. Staff will note the event in the Meeting Room schedule book with the name of the group, name and telephone number of the contact person, equipment needed, number attending, and the staff person’s initials. If a meeting or program must be cancelled, the library should be notified as soon as possible.
Room Set-up
The auditorium can host up to 100 people. The Conference Room on the second floor is accessible by stairs or elevator and holds up to 20 people. Attendance should not exceed these numbers.
Groups using the meeting rooms are responsible for set up for their meetings, returning furniture and equipment to its original locations and leaving rooms clean and in good condition. No items will be nailed, taped, tacked, or otherwise attached to the walls nor any items placed in the rooms without the consent of the Director.
Food may be served at meetings, with the understanding that the Library has no kitchen facilities available for food preparation or clean up. Alcoholic beverages may not be served. Smoking is prohibited.
Program Guidelines
Business-related materials such as business cards and brochures, may be displayed as part of a program but collection of names, addresses, phone numbers or e-mail addresses for any reason is not acceptable. Door prizes and attendance gifts may be available but will either be distributed to every person in attendance or be distributed by “luck of the draw” through tickets bearing a number (not name) identification. Names may not be used in door prize distribution.
*A Library staff member may attend the meeting to monitor its content. *
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