Epsom Public Library Conference Room Policy

MEETING ROOM POLICY

 

Room Use:

  • Use of the meeting room does not imply that the library endorses or advocates the viewpoints of meeting room users.

  • The meeting room is available for local, non-profit organizations (not available for commercial or private use).

  • Scheduling of all programs and meetings requires the approval of the Library Director or designated staff person.

  • Non-profit groups can reserve the meeting room after completing the Application for Room Use and the Release of Waiver of Liability and Indemnity Agreement (see Appendix E).

 

Application Guidelines:

  • Applications for the use of the meeting room should be made to the Library Director or designated staff person at least one week prior to the event – a tentative reservation may be made by phone, but final confirmation will not be made until all signed forms are received.

  • Use of the room is based on the order in which applications/release-waiver forms are received.

  • The library reserves the right to deny or revoke permission to use the room.

  • No group or organization using the meeting room will discriminate on the basis of race, creed, color, age, sexual orientation, disability, gender, religion, national origin or citizenship status in the provision of services.

  • No admission fee may be charged – all activities in the room must be open to the public.

  • All publicity must carry the name of the organization sponsoring the meeting – the library may not be identified as sponsor.

  • Youth groups must have an adult sponsor and at least one adult in attendance for every fifteen young people.

  • Cancellation of the meeting room reservation should be made at least 24 hours before the scheduled meeting time; failure to notify may result in the forfeit of future use of the meeting room.

 

Room Rules:

  • Set-up and clean-up of the meeting room is the group’s responsibility; removal of trash (except from restrooms) is mandatory.

  • Fire code regulations limit the number of persons in the meeting room to 60 for banquet style and 132 for assembly style set-up.

  • Light refreshments, excluding alcoholic beverages, may be served.

  • No smoking is permitted in the library or within 30 feet of the building.

  • No program in the library may be broadcast or televised without the permission of the Library Director.

  • Displays and decorations require prior approval of the Library Director.

  • DO NOT USE tacks, nails, post-it notepaper or tape on the walls.

  • The Library does not loan AV equipment off premises.

  • Adults attending functions in the meeting room accompanied by children will be held responsible for the behavior of their children.

  • The Library Director may deny use of the meeting room to any group that fails to comply with these rules.

 

Application for Room Use (Appendix E)

 

        Any non-profit organization may apply to use the Epsom Public Library’s meeting room(s). Our central location, ample parking, attractive meeting space and friendly staff make the Epsom Public Library the setting of choice for numerous meetings each year.  We enjoy hosting these meetings and interacting with the many folks who attend.  Please note that no admission fee may be charged when using the library meeting room.

 

        We hope you will find our meeting room guidelines sensible and easy to follow. We provide a vacuum and cleaning supplies for you to use to clean the meeting room after your meeting.

 

What you will need to bring:

 

  1. Your own photocopies, or pay 15 cents per copy to use the library’s photocopier.

  2. Your own supplies: markers, flip charts, manila folders, etc.

  3. Your own food, beverages, cream and sugar, cutlery and paper goods.

  4. If you want the room set up in a specific way, please arrive early enough to set up the room the way you like it, or appoint someone else to do it for you.

 

After your meeting, before you leave:

 

  1. Please clean the room.  Bag all your trash, vacuum the carpet, and pick up all of your meeting items.

  2. Return the meeting room to the way you found it.

  3. Close and lock all windows.

  4. Heat and air conditioning will be regulated by library staff – DO NOT TOUCH.

  5. Make sure to lock the back and side doors before you leave.  If you hold a night or week-end meeting, lock the side doors and also turn off the lights. (NOTE: No switch for the 24-hour lights).

  6. Take away the items you brought in with you.

 

 

MEETING ROOM CONFIRMATION INFORMATION

 

If you must cancel, please contact us at 736-9920 as soon as you are aware of the change.

 

Date of Request:   _______________

 

Date of meeting:  ________________     Organization/Department ______________________

 

Person Responsible for Room Reservation: _________________________________________

 

Telephone:_____________   Fax: _______________   Email:  __________________________

 

Number of people attending: _______      Start Time :  _________   End Time:  ____________

 

Administrative Initial:  _______