NEW CASTLE COUNTY PUBLIC LIBRARIES MEETING ROOM POLICY

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Lynette Ramsey
9 years ago
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1 NEW CASTLE COUNTY PUBLIC LIBRARIES MEETING ROOM POLICY New Castle County Libraries welcome the use of their meeting rooms for public activities of a civic nature. Library meeting rooms are open to the public and available for public programs sponsored by non-profit civic, educational and cultural groups regardless of the beliefs or affiliations of their members. Library programs and official meetings of New Castle County and other governmental entities are given preference for meeting room use. Rooms will be booked according to the following priorities: Priority 1 Library programming. Priority 2 Official meetings, program and activities sponsored or conducted by New Castle County or other government entities. Priority 3 All other approved programming by non-profit civic, educational and cultural groups. USE REQUIREMENTS: Library meeting rooms may be scheduled during Library s open hours. Programs must be open to all members of the public. No admission fees are permitted. The organization must arrange the meeting room for its use and return it to its original arrangement before leaving. The Library does not provide custodial assistance for changing room arrangement or moving private materials. All facilities must be left clean after use or a cleaning fee may be assessed. Audiovisual presentations must conform to current copyright law.

members. Library programs and official meetings of New Castle County and other governmental entities are given preference for meeting room use.

2 Materials or equipment belonging to the booking organization are solely the organization s responsibility. Library does not assume any responsibility for private materials and equipment. Fastenings (tapes, tacks, etc.) cannot be used on any meeting room walls, floors, or furniture. Advanced advertising of a program will be posted according to Library rules concerning such posting. Promotional signage for display in the Library at the time of the program must be approved by the Library management before posting. The display of approved signage is limited to one hour prior to the program and the program s duration. Groups or organizations using Library meeting rooms must: o ensure that no alcoholic beverages are served by the group or organization or its membership; o enforce the NO SMOKING policy within the building; and o adhere to posted room capacity limitations. Program publicity may indicate program location and time, but cannot state nor imply that the Library is a program sponsor/co-sponsor unless specifically agreed to by the Library. Children and teen meetings must have adult supervision. BOOKING PROCEDURES: Meeting room bookings can be made in the library or by telephone. A copy of the booking request will be kept at the library.

Promotional signage for display in the Library at the time of the program must be approved by the Library management before posting.

3 Bookings may be made up to two months in advance and must be made seven days prior to the program to allow for library approval. An organization may book a room once a month. To encourage wide meeting room availability to local community organizations, an organization can only book a room once a month. Long term sequential meeting room commitments are not possible. Requests for use of library equipment (projectors, sound equipment, etc.) must be made at the time of booking. The booking form requires the name of the group official or member who will assume financial responsibility for damage to equipment or replacement. Simple kitchen facilities may be available for beverages or light refreshments. Request to use these facilities must be made at the time of booking and approval is required. As a courtesy, programming cancellations should be made as promptly as possible. Organizations who repeatedly don t show or cancel bookings may be denied future use of the room. PROHIBITED USE: Library meeting rooms may not be used for private social purposes; the conduct of regular religious ceremonies or services; political campaign activity relating to any specific candidate; commercial concerns; any illegal activity; or any activity that in the judgment of the New Castle County Community Services General Manager poses a threat to the life, safety or property of any individual.

Requests for use of library equipment (projectors, sound equipment, etc.) must be made at the time of booking.

4 New Castle County Department of Community Services reserves the right to deny future Library meeting room use to: groups or organizations whose previous conduct has not complied with Library meeting room policies and procedures as stated; and/or whose conduct has resulted in damage or interfered with the other patrons Library use. COMPLAINTS: Problems or complaints related to this policy should be submitted in writing to the General Manager of the Department of Community Services.

and/or whose conduct has resulted in damage or interfered with the other patrons Library use.

5 NEW CASTLE COUNTY PUBLIC LIBRARY MEETING ROOM RESERVATION FORM Name of Organization Type of Organization Contact Person Address Telephone Number(s): H: W: C: Address Meeting Date Meeting Time Size of Audience Special Accommodations Type of program/purpose of meeting: Please call the Library at as soon as possible if you need to cancel a meeting. As a representative of the above organization, I have read the regulations governing use of the meeting rooms and agree to abide by them. Signature: Date: Approved: Date:

program/purpose of meeting: Please call the Library at as soon as possible if you need to cancel a meeting.

Harford County Public Library Meeting Room Policy and Regulations

Harford County Public Library Meeting Room Policy and Regulations Policy Statement The library welcomes the use of its meeting rooms for activities of civic, cultural, intellectual, charitable, or educational