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Meeting Room Policy

PCPL 1.23 Meeting Room Policy

The Pulaski County Public Library welcomes public use of its facilities and meeting room to serve the community’s needs for education, information, and cultural enrichment. The Library does not discriminate in making its premises available for use on the basis of race, sex, color, religion, disability, ancestry, national origin, place of birth, age, or political expression. Granting use of library facilities does not imply approval by the Library of the group meeting or ideas presented at the meeting.

Reservations

A request for a meeting room reservation must be made through the Library business office. The individual requesting the room must be a Pulaski County Public Library adult library card holder and be in attendance when the meeting room is in use by the specified group. (S)he shall be responsible for the conduct of the group, payment of bills, and for the protection of Library property in connection with the meeting. Responsibility is nontransferable.

Meeting room reservations are approved by the Library Director or his/her designee, pending completion of a written reservation form and payment of any applicable fees.

A not-for-profit group may request to reserve a meeting room for no more than twelve (12) meetings per year. Ad hoc requests will be accommodated subject to room availability. Groups are welcome to use public areas at all times. Reservations for the meeting room are accepted one month in advance of the meeting date. During the reservation process, groups may be asked to submit a verification of their not-for-profit status to the business office. The Library reserves the right to cancel any reservation (with seven days notice) if a Library event/program needs the room. In the rare instance that the Library is closed due to an emergency, the meeting rooms will not be available. Emergency closings are announced on WKVI (99.3). The Library will make every reasonable effort to contact the meeting room applicants. In the case of an unscheduled Library closing, a group may reschedule another meeting time or obtain a full refund of any fees paid in conjunction with the reservation.

Groups of five or less requesting use of the activity room are encouraged to utilize the large tutor room space. All programs must be scheduled to end 15 minutes prior to the Library closing time. The Library reserves the right to require programs to end earlier if the group is in violation of any library policy. Reservation requests outside of Library hours can be requested to the library director.

Each meeting shall be equipped with the requested amount of tables and chairs. During the reservation process, the requesting individual will select how they would like the room to be set up for the meeting. A diagram of room configurations is available in the business office. Prior to the meeting, rooms will be arranged in the selected formation. Variant formations will be accommodated at the discretion of the director. Tables are only to be reorganized by the library staff. Any group found to move tables may lose meeting room privileges and/or be subjected to fees associated with repairing the floor or tables.

Groups may not charge or solicit an admission fee for any event or program held in the Library meeting room. All meetings held at the Library are open to all wishing to attend subject to fire codes, ADA requirements, and occupancy restrictions. Commercial, industrial, or other forprofit groups and users from outside the Pulaski County Public Library district are expected to make a donation to the Library’s gift fund in return for the use of the rooms. Fees are due to the Business Office prior to the meeting, and are as follows: ($50) for all day meetings, $25.00 for a half day meeting, and $10.00 per hour. 

Custodial Services

The Library will provide basic housekeeping services (i.e. trash removal, regularly scheduled cleaning) as part of meeting room use. Any additional housekeeping measures are subject to fees.

Children

If children accompany adults to their meetings, the adult caregiver is responsible for the behavior of the children throughout the Library. If the children create a disturbance in the Library, they will be asked to stay with their parents in the meeting room. Individuals or groups violating this policy, may be required to end their meeting early and/or be denied future privileges.

Food

Groups wishing to serve food or beverages must pay a $50.00 refundable deposit before the room may be occupied. The Library will provide basic cleaning supplies in the activity room for emergency situations. Following the meeting, the room will be inspected by a Library staff member as time permits. If remains of food or drinks are found, the room and furniture will be cleaned at a cost of $25.00 per hour (30 minutes minimum) to be deducted from the room deposit. The remainder of the deposit, or the entire deposit if no debris is found, will be returned to the group through prior arrangements with the business office.

Equipment

Groups are welcome to bring their own audio-visual equipment. The Library offers wireless Internet as well as Internet access in the meeting room. If a group wishes to use Library-owned audio-visual equipment, it must make arrangements at least one week in advance. Use of circulating Library equipment is available to patrons free of charge. Non-circulating materials, such as computers and projectors, are subject to applicable fees. Groups wishing for library personnel to act as operators of library audio-visual equipment must make arrangements when the room is booked. A list of the fees is available in the business office.

Due to space restrictions, the Library is unable to provide storage space for private equipment to be used by regular users of the meeting rooms. A payphone, coin operated copier, and computers are available in the regular patron areas.

The Library requests that no tape, sticky tack, thumb tacks, or any similar type of adhesive be used on any of the walls. Use of such materials could require a fine to repair the room and/or loss of reservation privileges.

Loading, unloading, or carrying of the group’s materials is the sole responsibility of the visiting group.

Liabilities

The Library allows the use of its facilities with the understanding that the Library accepts no responsibility for the personal safety of any person, either inside or outside the building, during its use. The Library is not responsible for damage, loss, or theft of personal property. All users agree to hold the Library harmless for any loss, damage, liability, costs and/or expense that may arise during or to be caused in any way by such use of the Library facilities. All groups agree to compensate the Library for any damages to the meeting room(s) or other property of the Library caused by, or resulting from, use of the meeting room.

Groups requesting reservation of the library meeting room may be required to present proof of liability insurance prior to the event and shall indemnify and hold the Library harmless for the event and its members. The Library, in its sole discretion, will determine insurance requirements.

The Library may mandate security officer(s) be present at a meeting. The fee for the security presence would be billed to the group reserving the space at a rate of $25.00 per hour, per officer. 

The use of the meeting room shall conform to all local, state, and federal laws and regulations.

Publicity

Groups or individuals using the meeting rooms may not imply that the event is sponsored, cosponsored, or endorsed by the Library in any such advertising or publicity material and must include a disclaimer to this effect.

Groups and organizations may use the street address of the library as the location of the event, and a line stating, “…at the Pulaski County Public Library” or “…at the branch of the Pulaski County Public Library in Medaryville”. The name, address, or telephone number of the Library may not be used as the official address for the group. 

Groups using the meeting rooms are asked not to instruct the public or their invitees to contact the Library for information regarding non-Library sponsored events. Library staff is unable to relay messages or transfer telephone calls to patrons or meeting room guests except in the case of an emergency.

Parking/Smoking

The library is unable to guarantee parking for meeting room attendees. The first two rows of parking spaces are reserved for Library patrons. Parking is available on the street. If the number of expected attendees is 15 or more, please consider car pooling and alternative parking options.

With accordance of the Pulaski County Public Library policy, smoking in the library is not permitted. Additionally, all open flames, including the use of open candles, are prohibited by state fire regulations.

Problems

The Director, or staff member appointed by the Director, reserves the right to terminate any meeting that is noisy, disruptive, or potentially destructive to the Library’s property. Only one warning will be given before privileges are suspended.

Exhibits/Displays

Exhibits or displays in areas other than the meeting room are only allowed for Library sponsored or co-sponsored events. Groups wishing to display or exhibit in the meeting room will be accommodated subject to availability and at the discretion of the director.