Meeting Room
DUNLAP PUBLIC LIBRARY CONFERENCE ROOM POLICY
POLICY
Dunlap Public Library’s Conference room is open during normal hours
of operation to organizations and/or individuals engaged in educational,
cultural, intellectual, social or charitable activities.
Such organizations should support the Library’s mission to
provide materials and services for the educational,
informational, social
and recreational needs of the community.
Library sponsored programs receive first priority, after which other requests will be considered in the order in which they are received. In case of emergencies, other meetings may be canceled to accommodate Library needs.
All meetings must be open to Library staff, the public, and the press. Individuals/groups using the Library Conference room may not discriminate on the basis of race, sex, sexual orientation, color, creed, national origin, marital status, religious belief or disability, against any person requesting admission to the meeting.
The Library reserves the right to limit use of the room to encourage the broadest possible use by many organizations. Groups may reserve the room for up to one year’s time, with a limit of twelve (12) meetings per year. The Conference room is available one day a week for no more than four consecutive weeks in a row. Rare exceptions to this rule must be approved by the Library Director or Library Board of Trustees.
The fact that a group is permitted to meet at the Dunlap Public Library does not in any way constitute an endorsement of the group’s policies or beliefs.
In case a question regarding room use is raised, the Library Director and/or Library Board shall be the authority in granting or refusing permission for the use of the room. Any user wishing to appeal a decision on room use must make the appeal in writing to the Library Board of Trustees, and give it to the Director for inclusion on the agenda of the next regularly scheduled Board meeting. Such appeal shall be filed in writing with the Library Director within 10 days after notice of decision is given to the user. Notice shall be deemed to have been given to the user when the decision is personally delivered in writing to the user or when the written notice is sent by first class or certified mail. In the event of an appeal, the Board of Trustees shall hold a hearing for the purpose of reviewing evidence relevant to the appeal. Within 30 days after conclusion of the hearing, the Board of Trustees shall make a written recommendation regarding the matter. The written recommendation will be the final decision concerning the appeal.
HOW TO APPLY
Reservations are made through the Library at (309) 243-5716. A written application for use of the Conference room must be submitted each time a group or individual wishes to use the room. The Application must be signed and submitted with rental fee and damage deposit seven (7) business days before use of the room and received by the Library Director.
Commercial groups: $200 per four-hour session, minimum. Includes setup and cleanup time.
Social functions: $40 per two-hour session, minimum. Includes setup and cleanup time.
Non-profit groups: No fee. Events where products are sold for the Users profit or a charge is paid by the attendees resulting in a User profit does not qualify for non profit rental rate. The Library reserves the right to require proof of current Non-profit status. Use of room is in two-hour sessions/blocks of time.
Damage deposit: $100 deposit is required in each case.
REGULATIONS: The Library Conference room is available during the Library’s regular public business hours:
Monday-Thursday 9:00 am to 7:00 pm Friday 9:00 am to 5:00 pm Saturday 9:00 am to 1:00 pm
The group must comply with the Americans with Disabilities Act and is responsible for providing qualified interpreters or auxiliary aids upon request.
Meetings should be scheduled to start 15 minutes after the Library opens and will end 15 minutes before the Library closes.
Thermostat must not be changed unless approved by the Library Director or a Staff member.
Smoking and alcoholic beverages are prohibited on Library premises.
Light refreshments may be served. Each group is responsible for all supplies and refreshments. No colored soda, punch, juice or Kool-Aid may be served. Consummation of food must be approved in advance by the Library Director.
All taping is prohibited, including on walls, white board, table and chairs. Special tables will be provided for all craft use, tables must be covered. No permanent markers, paints or glitter is allowed.
The room must be cleaned of all litter and left the same way as it was found. Clean up time is included in the rental session.
The group or individual is responsible for maintaining order for room users. Attendees must conduct themselves in a manner consistent with Library usage. The Library will not provide babysitting services. The group is responsible for supervision of all children 12 years and under who accompany its members. Children must remain with the group, or be supervised by adults who accompany them throughout the Library building.
Personal belongings of the group or individual will not be stored at the Library or dropped off ahead of time.
Library
staff will not take or deliver messages for meeting participants during
any meeting.
In the event of a Library building emergency or weather-related emergency, meetings will be cancelled.
Organizations are responsible for notifying the Library of cancellations. If an organization fails to cancel (2 )business days prior to the scheduled meeting, or if it fails to appear for its scheduled meeting it forfeits the rental fee paid at the time of the reservation.
The Library reserves the right to revoke permission to use the Conference room as a result of any prior disorderly, disruptive or inappropriate behavior.
User agrees to pay for all security measures that the Library Director and/or the Board determines are required in connection with any meeting proposed by the User at least 48 business hours prior to the meeting. User shall deposit such funds with the Library Director as deemed necessary in light of the relevant circumstances, to cover cost of all security measures.
Any necessary cleaning or repairs to the premises, including the Conference room, public restrooms, foyer or Library equipment arising from the use of the Conference room or occurring during the period of reservation of the Conference room will be the responsibility of the group and/or individual signing the application. The Library Staff assumes no responsibility, nor will move or transport private property.
The Organization agrees to indemnify and hold the Library harmless from any and all claims, suits, damages, costs, losses and expenses in any manner resulting from or arising out of the Organizations use of the Library premises. The Library reserves the right to require a certificate of insurance.
At no time may petitions be prepared, circulated or solicited for signatures in the Conference room or elsewhere in the Library building or premises.
Organizations, groups or individuals using the Conference room may not use the Library as a mailing address or the Library telephone number for the relay of messages to these groups or members when in attendance at meetings. The Library will not register individuals for any meeting.
There are 50 chairs and 12 tables available for use in the Conference room. This room can accommodate comfortably up to 50 people for meetings requiring audience seating and 36 people requiring table seating. Attendance may not exceed 50 individuals, including standing room.
Set up options or a blank floor plan
will be presented to Users to choose from so they can determine how they
want the room set up. Users
may rearrange tables and chairs used by their group.
DUNLAP
PUBLIC LIBRARY DISTRICT
APPLICATION FOR USE OF THE
CONFERENCE ROOM
This application must be signed by an adult, age 21 or older and submitted along with the rental fee and damage deposit (7) business days prior to the scheduled event, to the Library Director, Monday through Thursday, 9:00 a.m. to 7:00 p.m., Friday, 9:00 a.m. to 5:00 p.m., Saturday 9:00 a.m. to 1:00 p.m. All bookings must be approved by the Director or a Board member. All cancellations must be submitted (2) business days before the reserved date or in the event of a library building emergency or weather related emergency, for a full refund.
Organization
fails to cancel within (2) business days of the meeting or if it fails
to
appear for its scheduled meeting it forfeits the rental fee paid at
the time of reservation.
a.
Commercial use requires payment of $200
per four-hour session, minimum.
b.
Social use requires payment of $40 per
two-hour session, minimum.
c.
Non-profit use requires no payment per
session. Events where
products are sold for the Users profit or a charge is paid by the
attendees resulting in a profit for the User does not qualify as
non-profit rental rate. The
Library reserves the right to require proof of current non-profit
status.
d.
In every case a damage deposit of $100 is
required.
e.
Attendance may not exceed 50
individuals, including standing room.
2. Application: Please complete all information requested, sign and date.
Commercial_____________Social_____________Non-Profit______________
Are you charging an admission fee.
Yes___________ No________________
Date
requested________________Time__________am/pm to________am/pm
Purpose for which the room is
requested:_______________________________
Estimated number of people to attend:
________
Number of chairs_____ No. of tables _____
No. of tables for crafts__________
Contact person:
Name:___________________________________________________________
Address:_________________________City/Zip_________________________
Phone:Daytime_____________________Evening________________________
Consummation of food must be approved in advance by the Library
Director.
List food
you intend to serve ________________________________________
________________________________________________________________
_________________________________________________________________
Available Equipment, check items will be
used:
T.V./VCR/DVD________
Refrigerator__________________
Overhead Proj._________ Microwave___________________
LCD Player____________ Large Coffeemaker_____________
Screen________________
The Conference room will be available 15 minutes after the building opens, all participants must vacate the building 15 minutes before the building closes. The Conference room must be cleaned and returned to original condition. Trash picked up and bagged, counter and tables wiped clean, microwave and refrigerator wiped out, coffeemaker cleaned out, bathrooms checked.
Any
advance publicity about the meeting will not refer to the Library except
as the location of the meeting.
In any publicity the
Library’s phone number may not be used as a contact for information.
No publicity signs will be permitted on Library premises.
Violations of the rules regarding the use of the Library Conference room may result in the cancellation of the meeting and disqualification from future use of the Conference room.
I
have read the policy governing the use of the Conference room and
facilities. I agree to
follow the policy and agree to make restitutions for any damages that
occur. I acknowledge that by
signing this Application, I become personally and financially
responsible for any actions of the organization or group or any of its
attendees and that the Library will look to me personally for damages
for which I am jointly and severally liable with the organization or
group.
RENTAL FEE AND DAMAGE DEPOSIT DUE (7) BUSINESS DAYS BEFORE MEETING.
RENTAL FEE: ____________ CK# __________ DATE PAID: ____________________
DEPOSIT: ________________ CK# __________ DATE PAID: ___________________
DEPOSIT RETURNED? Yes or No AMOUNT RETURNED: ______________
DEPOSIT RETURN METHOD: Mail or IN PERSON
NOTES: