MEETING ROOM POLICY

General Policy

 As a service to the community, it is the policy of the Washington County Public Library to allow non-profit groups and organizations the use of Library meeting rooms when those facilities are not needed for activities sponsored in whole or in part by the Library, and when such use is not disruptive of the programs and activities of the Library.

 In accordance with the Library Bill of Rights, the Library will make the rooms available on an equitable basis, regardless of the beliefs or affiliations of the groups requesting their use. 

 Permission to use a Library meeting room does not imply Library endorsement by the Library of that event or the beliefs, viewpoints, policies, or affiliation of its sponsors. 

The Library reserves the right to revoke permission for the use of any meeting space.

 Regulations

 Each organizations requesting use of a meeting room must observe the following rules:

 1.      All meetings, programs and exhibits shall be open to the general public.

 2.      There will be no fee for the use of the meeting room, but a contribution to the Library, the Friends of the Library, or the Library Foundation will be accepted.

 3.      Meeting rooms are not available for use before 8:30 a.m. or after 10:00 p.m.

 4.   Use of the meeting rooms for private social events is not permitted.

5.      Meeting rooms are not available for commercial purposes, fund raising or sale of items. No products may be sold nor companies or their products endorsed.

 Exceptions are: 

(a) Programs or sales conducted by the Friends of the Library of which the proceeds or a percent thereof will go to the direct benefit of the Library (for example, used book sales and the sale of books in conjunction with an author’s appearance);

(b) Sale of material directly related to Library-sponsored programs that have had prior approval of the Library Director.

 6.   Groups may not charge an admission fee, nor may a collection be taken.  The only exceptions are in the case of paid registration at conferences or institutes held in cooperation with the library or payment of fees for regularly scheduled education courses for which permission may be obtained from the Library Board of Trustees.  No products may be sold.

 7.   Neither the name nor address of the Library may be used as the official address or headquarters of an organization.

 8.      All publicity must carry the name of the organization sponsoring the meeting.  The Library may not be identified as a sponsor.  No program in the Library may be broadcast without permission of the Library Director.

 9.      The group using the room is responsible for setting it up, cleaning and removing all trash, and returning the room to its previous condition. The group must pay for any damage to the premises or equipment as a result of group use. 

 10.  Light refreshment may be served with permission.  The intention to serve food must be indicated on the application.

 11.  When available, selected items of audio-visual equipment, including a screen and an overhead projector, are available free of charge.  Organizations must make their own arrangement for a qualified projectionist.

 12.  No smoking is permitted in the meeting rooms. 

 13.  No unauthorized weapons, illegal substances, or alcoholic beverages may be carried into a Library.

 14.  The Library does not assume any responsibility for private property used on library premises.

 15.  Groups using the library’s meeting rooms shall comply with the posted fire code capacity limit.

 16.  Adults must supervise children at all times. Groups of minors will be allowed to use the meeting room only if a responsible adult signs the application form and remains in attendance during the use of the room.  The adult who signs the application will be responsible for any damages that might occur.

 17.  Programs and exhibits may not disrupt the normal use of the Library by others.  Music and noise must be kept to a reasonable level.  Use of the piano must be obtained from the Library Director.

 18.  The Library Director is instructed to implement the foregoing policy with procedures as required.

19.  Any individual or organization not complying with the above regulations may be denied the use of the Library meeting rooms in the future.  In the case of any disputes over use of meeting rooms, the Library Board will be the final authority in granting or refusing permission for use the meeting room facilities.

Exceptions

 The Library Director, upon receipt of written request, will consider exceptions to these regulations.

 Reservations

 The Library reserves the right to revoke permission to use the conference room if the room is needed for Library purposes.  If possible, at least 24 hours notice is given to the group if their reservation must be canceled.

First consideration for reservations will be given to the requirements of the Washington County Public Library.  Second priority will be give to the Friends of the Library, the Library Foundation, the Booklovers Club of Abingdon, and the local governments of Washington County.   After their needs are met, reservations from others will be accepted on a first come, first served basis.

 No group will be allowed to use the room more than twelve times in one calendar year or more than two times in one month.

 An application form, signed by an authorized representative of the group, must be submitted to the Library at least one week in advance for use of the meeting room.  Application forms may be picked up at the Main Library during library hours.

 The Library Director or her/his designee will review the application, determine approval or rejection, confirm the availability of the room, and arrange for requested equipment.  Reservations at branch libraries will be accepted and reviewed by the Branch Manager where the requested room is located.

Groups canceling their room reservation are required to give three days advance notice.