Meeting Room Policy

The Atwood Public Library welcomes public use of its meeting facilities in keeping with the Library’s commitment “to providing easy access to books and information for all ages, through responsive professionals, engaging programs and state-of-the-art technology in a safe and friendly environment.”

The Meeting Room Policy establishes rules and procedures for the use of the Library’s meeting facilities. The librarian in charge of the building where the meeting room is located is responsible for implementing this policy and for maintaining reservation lists.

Use of Library meeting rooms by any group signifies acceptance of the terms of this policy.

Reservations may be made for the current calendar year.

Meeting Room Policy

(A)  This rule applies to the use of a Library meeting room by members of the public. It does not apply to use of a Library meeting room by the Library.  This rule is cumulative of other Library use rules. This rule supersedes another Library rule in the event of a conflict.  This rule may be referred to as the Meeting Room Policy. 

(B)  Terms of Use.

(1)  The use of a Library meeting room by a group or a patron signifies the group’s or customer’s acceptance of the terms of the Meeting Room Policy.

(2)  There is no charge for meeting room use. 

(3)  The use of, and the scheduling of the use of, a meeting room is subject to the needs of the Library, and may not interfere with the Library’s operations or the use of the Library by customers.  Library needs preempt any other scheduled event in a meeting room. 

(4)  The use of a meeting room does not constitute Library endorsement of a viewpoint expressed by a group or by a participant in a meeting or activity. 

(a)  A group using a room may not advertise or announce an event to be held in a meeting room if the advertisement or announcement states or implies the endorsement of the Library. 

(b)  An announcement or notice to publicize an activity may not be posted or distributed on Library premises without advance approval from the librarian in charge. 

(C)  Who May Use a Meeting Room?

(1)  A Library meeting room may be reserved by a not-for-profit, non-commercial group of at least three individuals engaged in an educational, cultural, intellectual, or civic activity. 

(2)  A child under the age of 10 may not be in a meeting room unless accompanied by a person who is at least 17 years of age, and who is responsible for the child’s behavior. 

(3)  A meeting room may not be used for commercial purposes. A group or customer using a meeting room may not solicit money or another thing of value, charge admission, or sell, or advertise for sale, goods or services. 

(4)  A meeting room may not be used for a social gathering such as a wedding shower, a baby shower, a birthday party, a dance, or a similar activity. 

(5)  A meeting room may not be used for a political rally or a campaign for or against a specific ballot issue or candidate. However, a meeting room may be used for a forum or study group on a political issue. 

(6)  A meeting room may not be used to provide a direct healthcare service, including an examination, a hands-on demonstration, or a treatment. However, a meeting room may be used for a forum on or the sharing of information about healthcare services. 

(7)  Permission to use Library meeting rooms will be withheld from a group that has failed to comply with the Meeting Room Policy or from a group that damages a meeting room, the carpet, equipment, or furniture, or causes a disturbance. 

Reserving a Meeting Room

(1)  A group may request the use of a meeting room in person, via email or phone. The Library will consider requests on a first-come, first-served basis. 

 (2)  A group that is cancelling a meeting must provide notice of the cancellation to the Library’s Meeting Room Coordinator as soon as possible. A group forfeits its reservation if the group fails to appear within 30 minutes after the scheduled time.  

 (3)  Meetings may be scheduled after Library hours, with approval from the Director. The representative will need to make arrangements to get a key from the front desk and any instructions as to how to use the facility after hours.

Care and Use of a Meeting Room

(1)  A group or customer using a meeting room may not make noise that disturbs another Library customer or the Library staff. 

(2)  A group or customer using a meeting room must completely vacate the room at least 10 minutes before the Library’s closing time. 

(3)  A group or customer must leave a meeting room in the condition in which the room was found. 

(4)  The Library does not set up or arrange furniture or equipment in a meeting room.

(a)  If a group or customer rearranges the furniture, the group or customer must return the furniture to the original arrangement before leaving the room.

(b)  A group or customer may not bring furniture or equipment from the main area of the library into a meeting room without permission.

(c)  A group may bring its own furniture or equipment into a meeting room with advance approval by the Director. 

 (d)  A group or customer may not store equipment, furniture, supplies, or personal effects in a meeting room before or after use.

(5)  A group or customer may not leave trash in a meeting room. A group that has produced trash during a meeting must remove that trash from the library at the end of the meeting. 

(6)  A group or customer may not affix, tape, or fix with an adhesive any item to any part of a meeting room, including a wall, door, window treatment, or woodwork. 

(7)  The library does not provide audio, video or other equipment other than that which is already installed in the room. 

(8)  A group or customer must keep all doors unlocked at all times. Open aisles must be maintained within the seating arrangement to provide clear access to exits. 

(9)  A group or customer must use a public entrance for all access to and from the building, including all deliveries. 

(10)  Attendance at a meeting is limited to the capacity of the individual meeting room. Seating or furniture may not be placed in a corridor outside the meeting room. 

(11)  Food and Drink in a Meeting Room: 

(a)  Food and drink may be consumed in a meeting room if the food or drink is individually packaged and does not have to be maintained at a certain temperature, for example:  packaged snacks, individual containers of soda and whole pieces of fruit. 

 (b)  Kitchen facilities or equipment are not provided by the Library,

 (12)  The individual making the reservation, as well as the group as a whole, is responsible for damages that result from the group’s use of the meeting room. 

Questions not covered in this policy should be addressed to Library Administration, 785-626-3805. To discuss exceptions to this policy, please ask the librarian in charge of the building where the meeting room is located.

Adopted by the Atwood Public Library board August 13, 2018