Use of Meeting Rooms. Goodnow Library Policy Manual Policy #4-7

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1 Use of Meeting Rooms When not needed by the Library or the Town, the Goodnow Library Meeting Rooms are available to local groups and organizations for educational, cultural, philanthropic or civic uses. The Meeting Rooms are not available for private or social functions (e.g., birthdays, weddings or religious ceremonies), fundraising, use by for-profit organizations, or otherwise in support of commercial or for-profit objectives. Programs may not interfere with Library operations. All Library uses take precedence over any outside group s use of the Room. Due to the proximity of the Meeting Rooms to other Library operations, their use may be restricted if the nature of the anticipated meeting/activity could be disruptive to other library functions or if attendance of the meeting is likely to be too large to accommodate If the Trustees determine that a specific meeting may require additional security for the safety of patrons or Library property, the applicant will be responsible for all additional costs the Library incurs. The applicant ordinarily will be required to pay the anticipated costs in advance of the meeting. The decision by the Library to permit a use of the meeting rooms does not in any way constitute an endorsement of the views or policies of the applicant. In its promotional material, an applicant may not suggest that the Library or its staff is endorsing or sponsoring the event. All meetings must be open to the public. Under some circumstances, registration may be allowed. Admission may not be charged, and no product or commercial service may be promoted or sold. Alcoholic beverages are not permitted. The Library Trustees may make exceptions for programs sponsored by the Library, Friends of the Goodnow Library or by a non-profit organization offering short-term classes, institutes, discussion groups, or forums. RESPONSIBILITIES Meeting Room users must follow the Acceptable Behavior Policy (4-4), the Safety for Children Policy (4-5), and the Use of Library Facilities Policy (4-6) as applicable. The Library will not be responsible for the safety of any property brought on the premises. Any damage to Library property resulting from the meeting will be the responsibility of the person who signs the Reservation Form and the organization he/she represents. Decorations and/or displays must be limited to tables or easels. Any other request, such as the use of walls or windows, must be cleared through the Director. Nothing may be attached to the walls of the Library. Any publicity related to the use of the Meeting Rooms should be submitted to the Director of the Library for approval before publication and dissemination. RESERVATIONS Requests to use the Meeting Rooms may be made using the online Room Reservation system (preferred) or by completing the library s Meeting Room Reservation Form (Form 4-7a). The Form must be completely filled out and signed by an authorized representative of the organization. The representative must be an adult, 18 years or older. Tentative reservations may be made by telephone but must be confirmed by completing a Reservation Form and submitting a check within three days; otherwise they are subject to cancellation.

2 Reservations will be filled on a first-come first-served basis. Reservations for monthly use of the Meeting Rooms will be accepted only up to nine months in advance. Organizations wishing to use the Meeting Room more than once a month on a regular basis may reserve meetings for only two months at a time. A new Reservation Form must be filled out for each request. Exceptions require the Director s approval. Meetings and programs sponsored by the Library, the Friends of the Library or Town departments and boards are exempt from this policy. If a meeting is canceled, the Library should be notified as soon as possible so that the room can be made available to another group. The Trustees reserve the right to cancel the use of the Meeting Rooms as a result of an emergency, for example, a storm or a power outage. Library staff will attempt to notify you as soon as possible in these circumstances FEES Community Room: One-half day (four hours or less): $50 A full day (more than four hours): $100 Recitals (Community Room with Piano): One-half day (four hours or less): $150 per meeting Conference Room or Story/Craft Room: $10 per hour Town boards, committees and departments and Friends of the Goodnow Library will not be charged. Payment should be made at the time the Reservation Form is completed and checks should be made out to Goodnow Library. ROOM DETAILS 1. Community Room The Community Meeting Room is located on the first floor of the Library. The lobby, hallway and other areas adjacent to the Meeting Room are not extensions of the Room. The doors to the Meeting Room must be kept closed during meetings to ensure that those using or working in other areas of the Library are not disturbed. The Meeting Room has 100 chairs and 12 rectangular tables. Please discuss the configuration desired at the time of booking. The room has a maximum capacity of 100 people/chairs when no tables are used.

3 Kitchen Kitchen facilities are available. Light refreshments may be served in the Meeting Room. The organization will provide its own tablecloths, napkins, cups, silverware and other utensils. Alcoholic beverages and smoking are not permitted in any area of the Library. Audio-Visual System The Meeting Room s audio/video system is available to groups. It includes a dvd and projector, a slide projector and a sound system. An overhead projector is also available. The projector can also accommodate a laptop computer, which the group must provide. There is also an FM Assistive Listening System for the hearing impaired. Each group must provide its own operator for the equipment. All requests to use Library equipment should be made on the Reservation Form. The person designated as operator must schedule a training session with staff before the meeting date if they have not previously used the equipment. Please do not wait until the last minute for the training. A touch screen at the podium can control most equipment. The podium and the Piano should not be moved. Hours of Availability The Library s Meeting Room opens when the Library opens usually 9am. Groups may not schedule meetings to begin prior to that time, nor should they plan to set-up for meetings prior to the opening of the library. No one will be allowed to enter the library or the meeting room before the library s regular opening time. Meetings may be scheduled to go beyond regular Library hours, but the request should be made at the same time as the reservation. The current schedule of hours is available at the Adult Circulation Desk. Meetings will not be scheduled to begin after the Library is closed or on holidays, or any other day that the Library is closed. Any exception to this policy must be referred directly to the Director or the Goodnow Library Trustees. Evening meetings should end by 10:50 PM as the building alarm will be activated at this time. The front doors are locked at closing time the Library opens to the public (usually 9a.m.). Closing the Meeting Room The Library s checklist for closing (Form 4-7b) must be followed. At the close of its meeting, the organization is responsible for returning chairs and tables to their original position and leaving the room in a clean condition including the floor, chairs and tables. Vacuum cleaner (located in the Meeting Room closet), paper towels and a trash barrel are provided to facilitate clean up. If the kitchen has been used, its counters, equipment (coffee maker etc.) and table must be left clean. Appliances and lights should be shut off. If a meeting lasts beyond Library closing time, the lights in the lavatories must be checked and, if the kitchen has been used, the lights and appliances in the kitchen must be checked again as well. If the audio-visual system has been used, all appropriate equipment must be turned-off, the Projection and Storage Rooms locked, and the Podium top put in place. See Closing Checklist. (Form 4-7b). After Library hours, the organization is also responsible for turning off Lobby lights and closing the outside doors securely. Please remember that the building ALARM is automatically set at 10:50pm, thus everyone must be out of the building at this time. In exceptional circumstances a library staff member can temporally disarm the alarm. The Library Director and Library Trustees must make this arrangement.

4 Any organization that leaves the rooms messy or dirty, or that fails to follow the Checklist for Closing, will automatically relinquish Meeting Room use privileges. The organization and the person who signs the reservation form will be charged for any costs for the clean-up. Piano Use The Meeting Room and piano are not available to for rehearsals, private or social functions (e.g., birthdays or weddings), religious functions, commercial enterprises, or programs promoting or publicizing for profit services or products. All recitals must be open to the public. Admission may not be charged, and no product or service may be sold or promoted. The following apply specifically to the use of the room for recitals: The Meeting Room may be reserved for up to four hours for a recital. The four hours includes the time needed to set up and to clean up afterwards. The doors to the Meeting Room must be kept closed during recitals to insure that those using or working in other areas of the Library are not disturbed. Should any performers or audience members need to leave the room during the performance, please have them do so ONLY through the rear doors that exit near the restrooms. The use of the side doors can be distracting to others using the library, and the use of the front doors could be distracting to the performers. Only acoustic instruments may be used so as not to disturb library patrons. For recitals, the Meeting Room can accommodate up to chairs, and 2-3 rectangular tables with space up front for performers. Please inform The Coordinator of the desired configuration in advance so that she can see if assistance is possible. Groups will not be allowed in the Room before their time slot. The Meeting Room Recital Reservation Form must be completed and signed by an authorized representative of the organization in order to reserve the Room. The representative must be an adult, 18 years or more. Tentative reservations may be made by telephone or but must be confirmed by completing a Reservation Form and submitting a check within three days to the Recital Coordinator There is charge of $150 for each four hour time period used for recitals. No proration is available if less than the four-hour time slot is needed. 2. Conference Room The Small Conference Room is located on the second floor of the Library. The Room holds 1-2 tables and 18 chairs. Room capacity is approximately 18. The Historic Gallery, Training Room, outside patio and other adjacent areas should not be considered extensions of the Room. The outside doors of the Room should not be unlocked.

5 3. Story/Craft Room The Room is located on the right side of the Children s Room. The Room has 5 tables and 24 chairs. Please do not bring other furniture into the Room. Room capacity is approximately 25. Permission is required to bring snacks or beverages into the Room. The Pre-school area and other parts of the Children s Room should not be considered extensions of the Room. The outside door of the Room should not be locked. The shades may be lowered. The closet and cabinets should not be disturbed. Conference Room and Story/Craft Room Hours of Availability Meetings should end no less than 15 minutes before closing time. The current schedule of hours is available at the Reference Desk and the Adult Circulation Desk. Meetings will not be scheduled on holidays or any other day that the Library is closed. Groups may not schedule meetings to begin prior to the time that the Library opens to the public. Groups should not plan to set-up for meetings prior to opening. Exiting: Library users must exit from the Main Entrance on the First Floor. All other exits are emergency exits and are alarmed.