POLICY GOVERNING USE OF MEETING ROOM FACILITIES
Meeting Rooms are available primarily to support programs and functions which fulfill the mission and further the goals of the Library District. When rooms are not in use by the Library, these spaces are available to established, not for profit organizations engaged in educational, cultural or charitable activities. Businesses engaged in employee or organizational activities and governmental units located within the Library District or serving community members may also be permitted at the discretion of the Library Director.
In accordance with the ALA's Library Bill of Rights and its interpretations pertaining to meeting rooms, use of the meeting rooms is not based on subject matter or content of the meeting, or on the beliefs or affiliations of a meeting’s sponsor.
The purpose of this policy is to maximize use of the Meeting Rooms, ensure equal access to eligible groups and to provide for orderly scheduling of the Meeting Rooms.
Use of the Meeting Rooms will be governed by the following:
Although no fees or rent are charged for use of the rooms by qualifying groups, a charge may be levied by the LPLD Business Manager to cover cleaning expenses and/or damages when warranted by the condition of the room following a group’s use.
Groups using a Meeting Room may not charge admission fees. (Friends of the Library who raise funds for additional library resources and services are(exempted). Written requests for an exception may be submitted in writing to the Library Director in advance by nonprofit organizations needing to recover costs incurred by the event. Generally permission is granted only to cover costs incurred by the group for class supplies or speaker fees.
Donations by those using the room are encouraged and are tax deductible.
Responsibilities of Room Users
Groups using Meeting Rooms are required to handle the set up for their meeting, to return furniture and other equipment to the location specified on the room arrangement chart posted in each room, and to leave the room clean and in good condition prior to departure.
Use of the library’s equipment must be arranged in advance and confirmed the day prior to the reservation.
Groups using the kitchenette must supply their own consumables. Paper products, condiments, etc which may be on hand are for use only by staff in library-sponsored activities and programs.
Timely notice of a cancellation is expected. Demand for room use is heavy and other groups deserve an opportunity to use the room if available. Three consecutive no-shows by a group will result in automatic cancellation of existing reservations.
Hours of Use
Meeting Rooms are available only during library hours. A group meeting in a room with a direct exit to the outside may continue the meeting a maximum of two hours after the library closes on Mondays through Thursdays, provided the specified closing procedures are followed. Groups meeting in interior spaces with no direct exit to the outside must conclude their meeting prior to the closing hour.
Selling, solicitation, or taking of orders is not permitted, with the exception of authors engaged in book signings, artists performing or exhibiting in the rooms and The Friends of the Library.
A Library staff member may be present at any time during a meeting.
Use of a Meeting Room does not imply endorsement, support, or sponsorship by the Lawrenceburg Public Library District of the activity that takes place in a room or of the beliefs of the group using the room. Groups or individuals using the room may not imply that the library endorses the event unless the event is co-sponsored.
Use of the meeting rooms by businesses is limited to Dearborn County businesses for employee training or internal meetings. Solicitations, demonstrations or showcasing of products or services to the public is not permitted.
Groups failing to comply with any part of this policy, other established policies and procedures of the LPLD or with requests made by library staff may be denied future use of Meeting Room space.
Adopted: May 27, 2003 by the Board of Trustees
Revised, August 23, 2005
Revised, January 27, 2009
Revised, August 28, 2012
Procedures for use of the Lawrenceburg Public Library Districts Meeting Rooms