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Meeting Room Policies

Ridgway Public Library District
Meeting Room Policy


The meeting room of the Ridgway Public Library is available to nonprofit organizations engaged in educational, cultural, intellectual, or charitable activities. Library sponsored programs will be given priority in the reservation of the meeting room space. The Library director shall establish registration procedures. Fees will not be charged for Library affiliated organizations. Nonprofit organizations will be scheduled on a first come first served basis and will not be charged Meeting Room rental.

Use of the Public Meeting Room does not constitute Library endorsement of the viewpoints expressed by the participants in the program. No advertisement or announcement implying such endorsement will be permitted. No organization meeting at the Library shall use the Library as its official address. Storage of goods by organizations using the Public Meeting Room will not be permitted.

FEES FOR THE USE OF PUBLIC MEETING ROOMS

The following fees are charged for the use of the Public Meeting Room:
  • Meeting Room Rental (per use) $25.00 (Library & nonprofit organizations are exempt)

  • Clean up Charge (per hour) $25.00
These fees are intended to cover the Library's maintenance and overhead costs. It is the Library Board's intention that the Library's Public Meeting Room should be self-supporting. The Library Board will review meeting room fees annually.

RESERVATION OF PUBLIC MEETING ROOM

Meeting room space should be reserved in advance by completing the "Meeting Room Reservation Form" and submitting the necessary fees to the Library's Director. Reservations must be made at least forty-eight hours in advance of the program. The Meeting Room may be scheduled for one hour prior to the meeting for set-up and may be scheduled one hour after the meeting for clean up. The person signing the "Meeting Room Reservation Form" will be held responsible for all fees and damages. Applicants must be eighteen or older. No group may reserve the room for more than 16 (sixteen) times in a single year. The Library should be notified of any canceled meetings or programs. Failure to notify the Library of cancellation at least twenty-four hours in advance will result in a charge for meeting room fees.

ADMISSIONS

Organizations using the meeting room may not charge an admission fee, and any member of the public who wishes to attend a meeting must be allowed to do so. Groups using the meeting room may request a free will donation, but making such a gift must in no way be a requirement for attending the meeting.

Admission may be charged for programs sponsored by the Library.

KITCHEN USE

Simple refreshments (coffee, doughnuts, punch, cookies, hors d'oeuvres, etc.) or box lunches may be served at meetings. The kitchen is intended for this kind of use only. The library does not provide refreshment supplies such as cups, containers, paper goods, tea and coffee. Groups using the kitchen are expected to leave it in the condition they found it; failure to do so will result in a clean-up charge.

SET UP AND CLEAN UP

Trash should be picked up and the kitchen should be cleaned. Set up and clean up should be accomplished within the time period for which the room is rented. If it is necessary to Library staff to clean up following a meeting the individual, group, or organization renting the room will be charged for the necessary time according to the current schedule fees.

ADDITIONAL RULES AND REGULATIONS

The following rules and regulations apply to all groups using the meeting room:
  1. Attendance at a meeting may not exceed 30; the maximum number of people certified by the Fire Department as the occupancy limit for the room.

  2. Any use of the meeting room, which disrupts the normal operations of the Library, will not be permitted.

  3. Smoking is not permitted anywhere in the Library.

  4. Groups whose members are under the age of eighteen must be accompanied by one adult chaperone for each fifteen participants.
DAMAGES AND LIABILITY

The Library is not responsible for the loss of or damage to any equipment or materials owned or rented by an individual, group or organization using its meeting room. Any individual, group or organization using the meeting room shall be held responsible for willful or accidental damage to the Library building, grounds, collections, or equipment caused by the group or organization, its members or those attending the program.

Any individual, group, or organization holding a meeting in the Library must fully release and discharge the Ridgway Public Library Board, its officers, and employees from any and all claims from injuries, including death, damages or loss, which may arise or which may be alleged to have arisen out of or in connection with the meeting.

DENIAL OF MEETING ROOM PRIVILEGES

Failure to abide by the Library's meeting room policy and rules of conduct may result in the cancellation of, or refusal of future reservations.

 

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