Library Meeting Room Policy

Approved 9/11/08

The Reedsburg Public Library Board & Staff encourage the use of the Community and Conference rooms by and for the benefit of community residents.  All use must be in accordance with library policies and guidelines and should in no way interfere with library programming or operations.

Community Room
The Community Room has a maximum capacity of 110 people.  Tables, chairs, podium and drop-down screen are available in the room.  Application fee for use of the room is $25.

Small Meeting Room
The Meeting Room has a maximum capacity of 10 people and is set up with conference table and chairs.  There is no application fee for use of the small meeting room.

Application

1. Persons seeking to utilize the meeting rooms shall submit a completed application and all appropriate fees.  Application must be made in advance, not more than two months prior to the scheduled meeting.
2. Any application may be refused or rescinded at the discretion of the Library. Reservations may be canceled if the room is needed for Library use. This will not be exercised except in emergency situations and when possible, twenty-four hour notice will be given. 
3. To qualify for a refund of application fee, a group shall be a community-based, recognized non-profit organization.  The meeting shall be non-exclusive and open to the public.  If not open to the public, fees will apply.
4. The Applicant is responsible for ensuring that use of the room is in accordance with all Library policies and rules. Loss of or damage to library property will result in charges. 

Acceptable Use

1. Meeting room use is restricted to programs of civic, cultural, intellectual, charitable or educational purpose, and other general public interest.
2. Library meeting rooms are not intended for regularly scheduled meetings.
3. Meeting rooms are available during regular library hours.
4. All promotional material relating to events must clearly state that the meeting is not sponsored by the Library.  Use of the Library as the contact for any group is prohibited.
5. Groups using the meeting rooms must agree to meet ADA requirements and provide requested accommodations to meetings and programs.
6. Library Staff may attend or observe any meeting or program at any time.
7. Groups using the meeting room may not charge fees or require purchase or payment as a condition of attendance. Any intent for compilation of mailing or contact lists or sales must be clearly stated in application for use and all promotional materials.
8. No tacks, pins or tape are allowed on the painted walls.

Available Features

1. Groups may use kitchen facilities to prepare light refreshments.  Supplies stored in the kitchen may not be used without permission.  Kitchen must be cleaned before leaving.
2. AV equipment may be available for use.  Submit an AV form with your application.

Review and Appeal
Any group or individual who has an objection to decisions made under this policy or the policy itself shall file a notice of appeal in writing to Library Administration within 10 days.  The Library Board will hear the appeal as soon as practicable.

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