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McIver’s Grant Public Library
Meeting Room Use Policy

The McIver’s Grant Public Library provides space for meetings in three specific rooms in its building, subject to the approval of the Library Director. These rooms are available by any and all community groups for the presentation of cultural, educational, or civic meetings and programs in keeping with community standards and the mission of the library. The McIver’s Grant Public Library Board reserves the right to revise this policy at any time.

 A. Community Room: This room can be used in whole or parceled into two separate rooms, hereafter referred to as rooms A and B. Undivided, the Community Room accommodates one hundred people. When separated rooms A and B each hold fifty people. The following items are available for use in this space: tables and chairs, projection screen and laptop, lectern, easels, movie-screen-sized white board, wireless internet access, and overhead projector. The Community Room is adjacent to a small kitchenette area, which contains a refrigerator/freezer, microwave, sink, dishwasher, large garbage bin, and an electric coffee pot. In the event that the Community Room is divided into rooms A and B, however, only the group that has booked side A has access to the kitchenette facilities.

B. Conference Room: This space serves as a conference room featuring a long table that accommodates 12-14 chairs. The Conference Room also features a standing coatrack, a small waste receptacle, and a small side table. Please note that this space is designed for adult use only and that all food and beverages are prohibited.

A. Library-related functions will receive first priority.

B. Other requests will be processed on a first-come, first-served basis.

C. Requests for use of rooms with the intent to make money; with required attendance fees; with any form of solicitation for potential clients, products, or services are strictly prohibited. Only library or governmental sponsored meetings, programs, or events may involve monetary solicitation, sale of items, or fund-raising activities.

D. Private social events are permitted with the exception of children’s birthday parties.

 A. Applications

1. Individuals or groups wishing to use a meeting room must complete and sign the Meeting Room Use Application form.

2. Approvals of application forms are made by the Library Director. Each approval of a meeting room booking is finalized when its Responsible Party is contacted directly by the Library Director or his/her designee.

3. Applications remain active only during the calendar year in which they are approved.

4. The Responsible Party is the person under whose name the reservation was made, as indicated on the Meeting Room Use Application form.

a. The Responsible Party must have a current, valid McIver’s Grant Public Library card.

b. The Responsible Party must be at least 18 years of age to reserve any of the library’s meeting rooms.

c. Signing the Meeting Room Use Application form confirms that the Responsible Party has read, understood, and accepted all sections of the Meeting Room Use Policy. Signing the application form also confirms that the signee is responsible to pay the McIver’s Grant Public Library all monetary compensation due to damage, additional custodial services, or any other billable expenses incurred, as defined in this Meeting Room Use Policy.

d. A new application must be filed any time the person designated on the application form as the Responsible Party for the organization or group changes.

B. Scheduling

1. Scheduling requests should be made at least two (2) weeks in advance of the reservation date(s), but will not be accepted more than six (6) months in advance of the requested date(s).

2. An individual or group may reserve a meeting room no more frequently than six (6) times per calendar year.

3. An individual or group may not schedule several alternative meeting times for a single event. The time and date of each meeting must be firm when a room is booked.

4. Library meeting rooms are available for use during the library’s regularly scheduled hours of operation. All groups that rent a meeting room for a time span aligning with the library’s closing time must be out of the meeting room fifteen (15) minutes prior to the library’s closing time.

5. If a cancellation is necessary, advanced notice will be given to the Responsible Party.

6. In the event of severe weather, the library retains the right to cancel or limit the time a group or organization has reserved for meeting room use. If possible, the library will attempt to contact the Responsible Party in advance of severe weather cancellations.

7. The library will be supplied with the estimated attendance for every meeting, program, or event in advance. The library retains the right to match the anticipated attendance at a meeting with the room the library feels is most appropriate. Advanced notice will be given to the Responsible Party of a group if a room switch is necessary.

8. While meeting rooms may be used by groups that consist of less than eight (8) people, the library encourages groups less than eight (8) to use the Conference Room.

9. Groups or individuals that reserve space but do not occupy it without at least twenty-four (24) hours’ notice are subject to a loss of meeting room privileges.

A.   Renters are responsible for the setup and take-down of tables and chairs. Furniture may not be moved into or out of meeting rooms; all rooms must be restored to their original order; all trash must be disposed of and all tables must be wiped down. Cleaning products are available for renters’ use and can be provided by library staff upon advance request. Set up, clean up, and restoration of furniture to its original arrangement must be accomplished within the scheduled time for the meeting.

B.   Fire and emergency exits shall not be blocked by furniture or other equipment at any time during a meeting, program, or event.

C.   No decorations, wall hangings, presentation materials or any other items may be taped, stapled, nailed, glued or in any way fastened to walls, doors, ceilings, partitions, or fixtures. Any decorations otherwise arranged must be removed immediately after the event.

1. The cost to repair any damage caused by the unauthorized placement of such items will be assessed to the Responsible Party.

2. No birdseed, rice, confetti, glitter, or other small particles are allowed in any of the meeting rooms. If these policies are not followed, a $100.00 cleaning fee will be applied and charged to the Responsible Party at the conclusion of the event.

D.   The library will not provide storage space for groups or individuals using the meeting rooms. Materials and equipment brought into the meeting rooms for use by a group are the sole responsibility of the renter/Responsible Party; the library cannot assume responsibility for the security of private materials or equipment.

E.   Except in emergencies, library staff will not accept calls or relay messages to people attending meetings.

F.   Light refreshments may only be served in the Community Room. The use of slow cookers or roaster ovens in the Community Room is permitted but must not be left unattended; however, the use of candles, other open flames, hotplates, electric griddles, or other direct heat sources is prohibited. No food or drink may be taken from the Community Room into any other area of the library.

G.   The use of tobacco products on library premises is strictly prohibited.

H.  An organization or group serving refreshments is responsible for cleaning the meeting room and removing all refreshments from the room at the conclusion of the meeting (see section V, A). The library does not provide plates, cups, utensils, etc. Library staff will not assist with the delivery or removal of refreshments.

I.   When requesting to reserve the Community Room, the Responsible Party must indicate on the Meeting Room Use Application form whether or not the library’s audio-visual equipment will be needed during the course of the event. If the library’s audio-visual equipment is requested, then the Responsible Party must also sign and submit the Community Room Equipment Contract (Section IX) along with the Meeting Room Use Application form. The Community Room Equipment Contract outlines the library’s policies regarding use of the Community Room’s audio-visual equipment, including check out and set-up/disassembly procedures.

J.   The library reserves the right to deny future use of the meeting rooms to individuals, groups, or organizations whose previous conduct has resulted in damage or disregard of the guidelines, regulations, conditions, or rules of conduct in this Meeting Room Use Policy.

K.   Meetings or programs that would interfere with the library’s operation by causing excessive noise, a safety hazard, or security risk are prohibited. The library retains the right to halt any events that become disruptive in this manner.

L.   Use of a meeting room does not in any way constitute an endorsement by McIver’s Grant Public Library of the individual, group, or organization, its activities, and/or of the ideas and opinions expressed during the course of the event.

M.   Publicity generated by a group for an event in a library meeting room may recite the library name, address, and appropriate room designation. Publicity materials may not identify or imply the library as a sponsor.

N.   A sign advertising an event not sponsored by the library may be placed only on the public bulletin board in the library vestibule.

O.   The library’s phone number shall not be used as a contact number, nor shall groups use the library as a mailing address

P.   Use of the library’s meeting rooms as a place to conduct regular business is strictly prohibited.

Q.  Alcohol Policy

     1. The sale of alcohol on library premises is strictly prohibited.

     2. Any serving of alcoholic beverages shall only be permitted within the Community Room.

     3. The server of alcoholic beverages must provide an acceptable certificate of insurance coverage prior to the event, naming the McIver’s Grant Public Library as an additional insured party.

     4. The use or consumption of alcoholic beverages by minors is strictly prohibited.

     5. Recommended precautions.

          a. Have available and promote the consumption of non-alcoholic beverages.

          b. Whenever possible, use a licensed bartender (operator) to dispense beverages.

     6. If you suspect that someone has had too much to drink:

         a. Quit serving them immediately!

         b.Provide a safe means of transportation home.

         c. If the situation becomes difficult, the Lessee/Lessor shall contact the police.

       R. Individuals attending all meetings, programs, or events must comply with all library policies and shall immediately cease actions deemed to be in violation of these policies, upon request.

 

A. At this time there is no rental fee for use of the Conference Room. The Rental Fee for the Community Room is as follows: the amount of $100 (for less than four hours) or $200 (for four or more hours) will be charged to for-profit organizations due and payable on the day of the event. Non-profit groups, businesses that contribute more than $2,000 per year to the Foundation, current library board members, and current Friends of the Library officers are exempt, however, and will not be charged.

B. If the Community Room or Conference Room is not restored to its original order and would require extra custodial organization or cleaning, the library will bill the Responsible Party a charge of $30.00 per hour to cover the cost of this custodial labor.

C. If the room, furniture, or equipment in the Community Room or the Conference Room is damaged beyond normal wear and tear, the library will bill the Responsible Party for repair or replacement costs. The library is the sole determinant of whether damaged furnishings or equipment can be repaired or must be replaced. The library will make all arrangements for repairs to walls, floors, furniture, etc.

D. If library equipment is missing after a group has used the Community Room or the Conference Room, the library will bill the Responsible Party for the costs of replacement.

E. Any group whose use of the meeting room(s) goes beyond the library’s regularly scheduled hours of operation will be financially responsible for the overtime costs of $50.00 per hour to staff the library beyond its normal schedule. The library will bill the Responsible Party for the overtime costs.

F. For any of the above instances in section VI, the individual, group, or organization will not be permitted to reserve meeting room space again until all charges have been paid in full.

The Responsible Party, hereafter referred to as the RENTER, shall indemnify, defend and hold harmless the McIver’s Grant Public Library, The Dyersburg Dyer County Public Library Foundation, and each of their respective officers, directors, agents, employees, and members. The RENTER also assigns from and against all claims, damages, liability or expense, including attorneys’ fees, arising from or related to personal injuries or property damage sustained by any person or persons and arising directly or indirectly from the acts or omissions of the RENTER as well as any of the RENTER’s agents, employees, contractors or subcontractors. If RENTER is a business or the use made by RENTER of the Meeting Room is a public event, proof of insurance of the foregoing indemnity shall be provided to McIver’s Grant Public Library. The RENTER further agrees to exercise due care in the preservation of the premises and to prevent loitering and the presence of unauthorized persons during all usage periods.

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