MEETING ROOM POLICY

For purposes of these policies “conference room” also refers to the entrance and lobby area leading to the conference room.  All damage and cleanup policies also refer to this area.

Availability

The room is available to individuals or organized groups in the Library service area. The Library Board may make exceptions if the Board deems extenuating circumstances are involved.

Except for library events, the conference room may not be used for social events (including but not limited to showers, receptions, parties of any kind, and teas), political meetings (except with the possibility of a public debate, which would be at Library Board discretion), religious meetings, and any type of event to which admission is charged.

The fact that a group is permitted to meet at the Library does not in any way constitute an endorsement of the group's policies or beliefs by the Library staff or Board.

The room may be reserved no more than ninety days in advance; however regular monthly or quarterly meetings of library or city boards or groups will be considered and other regular group meetings at Library Board discretion.

It is understood that library programming will have first priority in room use.

There will be no charge for use of the meeting room.

Rules for Use

Decorations

Absolutely no tape or other sticky substance may be applied to any surface in the conference room.  No items may be hung from the ceiling.  Any and all decorations planned by the sponsoring organization must have prior library staff approval.

Food

If an event is an allowed community board meeting or organizational meeting of associates, board members, or regular members and food is to be served, it must be approved by the Library Board.

Refreshments may be served and shall be provided by the group, with the following provisions:  1) Refreshments to be served must be submitted in writing one week prior to event. 2) No fruit punch or other liquid that is red in color may be served. 3) No alcoholic beverages may be served 4) There must be no charge for the refreshments 5) Plates, cups, napkins and plastic utensils belonging to the library and stored in the conference room cabinets may not be used 6) No food or dishes of any kind may be put directly on the surface of the piano.

Smoking

No smoking is allowed inside the building.  Smoking is allowed outside the building but leaving cigarette butts outside the building doors is not permitted.  It is the responsibility of the sponsoring group to make sure that this does not happen.

Cleanup

Garbage must be bagged and taken to the dumpster across the library parking lot immediately after the event, by the sponsoring organization. Garbage bags are available in the conference room, as well as a vacuum cleaner and broom.

The people using the room shall leave it in neat, clean, and orderly condition.  The room will be inspected prior to the event by the library staff and organization representative to assure that there are no carpet stains or other trash in the room prior to the event. 

After the inspection, any conditions are noted and signed by both the library staff member and the organization representative.

Immediately after the event if there is garbage left for the library custodian to empty or any type of mess left for him to clean up, including the public restrooms, there will be a $50-100 fee depending upon the extent of the disorder at the discretion of the Library Board.   If the carpet needs cleaning the sponsoring organization will pay the cost. If there is any type of damage whatsoever to the building or furniture, after the event the sponsoring organization will pay for repairs and/or replacement.

Rearrangement of Furniture

Chairs and tables may be arranged as needed for the meeting with the following provisions: the sponsoring organization and library staff should meet a week prior to the event to discuss moving of the furniture. Furniture must be returned to its normal arrangement immediately after the event by the sponsoring organization.

Damage

Any damage that occurs during an event is the sole responsibility of the sponsoring organization and the person signing this statement agreement as a representative of the sponsoring organization, even though the damage might have been caused by a person, including children, attending the event who is not a member of the group or organization. 

If there is any type of damage whatsoever to the building or furniture, library staff will be notified immediately (library staff contact numbers will be provided) and the sponsoring organization will pay for repairs and/or replacement. Work to repair damage or replace damaged items or building structure will be done by persons or companies chosen by the Library Board.

If damage occurs or extensive cleaning must be done and the library staff finds it the next day without any kind of contact from the sponsoring organization, that organization will be charged outlined fees or damage costs by the City of Martin and banned from future use of the room. 

Therefore, it is the responsibility of the sponsoring organization to inspect the conference room, entrance lobby and restrooms after an event to make sure that no damage occurred, that no cleanup is needed by the library custodian, and that the room is arranged as it was before the event began.  It is possible that a library event may be scheduled the next morning and the room should be ready for immediate use.

Locking the Library

The library will be locked down during after hours meetings: the double doors between the restrooms and the main library will be locked; the stairwell door will be unlocked allowing an emergency exit, but stairwell doors to the third and first floors will be locked to prevent access; the elevator will be locked – the doors will be open but the elevator will be inoperable.  There is an emergency exit in the conference room and the stairwell as well as the regular entrance.

If the door has been unlocked by the group or organization to allow access for members attending the meeting and there is no direct supervision of the unlocked door during the meeting, the door must be locked to prevent unauthorized entrance to the library by the general public during the meeting.

The door to the entrance of the library leading to the conference room must be locked when a group leaves after an event.  The group or organization sponsoring the event and the person signing the acceptance of this policy is responsible for any losses incurred as a result of the library having been left unlocked after the event.

In the case of a rare use of the main library for a meeting, the front doors will remain locked.  If anyone exits from the front doors, they must be checked to make sure that they are closed.  You cannot go out these doors and assume they will close. They must be pushed shut.

Keys

The person in the group or organization sponsoring the event must sign a release in order for the library to issue a key to that group.  If a group is beginning a meeting before 5:30 pm, a key is not issued and the door can be locked from the inside when the event is over.

A key may not be issued 24 hours prior to an event and only to a responsible person in that group or organization known to the library staff.  Copies MAY NOT be made under any circumstances whatsoever.

The key must be returned to the library the next day (Monday-Saturday) or arrangements must be made to return the key immediately after the event to a member of the library staff.

The group representative must read and sign the Library Key Responsibility Statement prior to receiving a library key.

Liability

The Library Board or the City of Martin do not assume any liability for groups or individuals attending a meeting in the library for injuries incurred before, during, or after the event.

Articles in Meeting Room

The Library is not responsible for any equipment, supplies, materials, clothing, or other items brought to the Library by any group or individual attending a meeting or left in the library after a meeting.

Please print and fill out the following forms: (you may fax them to 731-587-4574, or deliver them in person).

Meeting Room Use Agreement

Meeting Room Reservation Request