MEETING ROOM POLICY:
The first priority for use of the West Baton Rouge Parish Library Meeting Room is for library sponsored meetings. Educational, cultural, civic, charitable, social, and professional organizations can schedule the meeting room when not needed by the library.
The following are excluded from use of the room: commercial sales meetings and training sessions; private receptions or reunions; parties, dances or games of chance; religious or prayer meetings; and any group soliciting financial support or membership. No admittance fees, taking of orders or selling are allowed. Groups requesting the meeting room more frequently than monthly must obtain permission from the library’s Director.
The meeting room is available at no charge. The meeting room is booked on a first-come, first-served basis by the Circulation Manager. Application must be made in person. The meeting room must be booked by an adult resident (twenty-one years or older) of West Baton Rouge Parish with a valid library card. This person must assume responsibility for any damage or clean up fees assessed by the library administration.
RULES AND REGULATIONS
1. Applicants must read and sign the library’s Hold Harmless Clause.
2. The booking of the meeting room does not constitute an endorsement, sponsorship, or support by the West Baton Rouge Parish Library. All publicity must clearly state that the meeting is not sponsored by the library.
3. Library operations continue while meetings are in progress; therefore, meetings must be conducted in a quiet, orderly manner.
4. Smoking and the use or possession of drugs or alcohol are not permitted on the library premises.
5. Forty (40) chairs are available in the meeting room; therefore, groups are limited to forty (40) adults. Children may sit on the floor up to a limit of sixty (60) persons.
6. Children attending meetings must have adult supervision. Children must not be left unattended in the kitchen or meeting room. There should be one (1) adult for every ten (10)children in attendance.
7. No incoming telephone calls, other than an emergency call, will be handled by the library staff. No outgoing calls can be made.
8. Arranging tables and chairs is the responsibility of the group using the meeting room. The meeting room and kitchen should be returned to original order before the group vacates the building. All articles brought into the meeting areas must be removed. A dust mop is available in the meeting room closet for cleaning the floor.
9. The use of the library’s kitchen must be requested in advance. The kitchen can be used for preparing coffee or tea and for serving light refreshments (sandwiches, cookies, etc.) that have been prepared in advance.
10. Audiovisual equipment(video recorder, overhead projector, and slide projector) is available for use. Equipment must be booked in advance. A person from the group must demonstrate, in advance, his ability to operate the equipment.
11. Groups can schedule meetings after library hours but must adjourn no later than 10:00 p.m.
12. A five dollar ($5.00) refundable deposit is required to obtain a key if the meeting room is to be used after library hours. The key must be picked up on the day of the meeting and signed for by the individual who will be responsible for the facility. This person will be given instructions for setting the security system and is responsible for setting the system when leaving the library. The key must be returned by 10:00 a.m. on the next business day. There will be a fine of $1.00 for each hour the key is overdue.
13. The library should be notified promptly of any problems with use of the facility or equipment.
14. Groups that fail to abide by the rules and regulations, stated herein, or cause damage to the facility will be denied use of the meeting room.
Adopted by the West Baton Rouge Parish Library Board of Control
Tuesday, July 15, 2003
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