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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:

Scheduling
  • Meetings will be scheduled in advance on a first come first served basis.
  • Meeting Rooms may be scheduled no more than six months in advance.
  • The Library reserves the right to divide a room when appropriate if there is more than one request for the same time period.
  • Library sponsored activities and programs will take precedence in scheduling.  As much notice as possible will be given if a conflict arises.
  • In order to schedule a Meeting Room groups must agree to observe the Meeting Room Policy and Guidelines either by choosing the “I Accept” button from the webpage when making reservations online, or by having a completed and signed Meeting Room Agreement (available at the Circulation Desk) on file with the Library prior to the meeting.   Paper agreements expire after twelve months, whereupon a new completed and signed form must be filed for continued use of the room.
  • To provide equal access to as many groups as possible the following guidelines apply.
  • Space may be reserved for no more than 5 consecutive days in a month by a single organization.
  • Space may be reserved for no more that 6 consecutive weekly meetings.
  • Space may be reserved for no more than 6 monthly meetings.
  • The above guidelines do not apply to internal library activities and events.
  • Study Rooms
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  • Study rooms are non-reservable and are available on a "first come" basis.
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  • Occupancy of study rooms is available for a maximum period of two hours, with a required two hour interim period prior to repeated occupancy in the same day.
Fees

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.

Limitations

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
Attested:________________________ Secretary

Procedures for use of the Lawrenceburg Public Library Districts Meeting Rooms

  1. Please reserve the meeting room space online by going to the LPLD webpage or by phone at LPL 812-537-2775 or NDB at 812-637-0777.
  2. Each room has a standard room arrangement. Groups using the meeting rooms are expected to do their own set up and to return all furniture to the standard room arrangement posted in each room. In addition, please be considerate of the next group and clean up after yourselves. Wash all used dishes and wipe all table tops.
  3. Special equipment needed must be reserved and arranged for in advance when the meeting room is scheduled. Available equipment is listed on the reservation sheets.
  4. Room capacity is determined by the Fire Marshall and must be limited to that number. Users are responsible for recording attendance and completing a short survey located near the exit of each room.
By selecting one of these options you agree to comply with our policy as stated above
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