Reserve the Meeting Room

 

Please call or stop by the library to reserve the meeting room. The following is our policy on reserving and using the meeting room.

Meeting Room Use Policy
  1. Meetings will be scheduled in order of request. Library sponsored programs have precedence over other groups. Organizations with regular scheduled meetings may be required to make other arrangements if library activities are scheduled. The library will give one week’s notice.
    1. Civic organizations, clubs, and other groups can reserve one regular meeting per month up to one year in advance. These groups may also schedule additional meetings up to two months in advance.
    2. Non-recurring meetings may be scheduled up to six months in advance.
  2. The meeting room must be scheduled in advance by telephone or in person.
    1. The following information is needed at the time of scheduling:
      1. Name of group
      2. Name, title, and phone number of person assuming responsibility for the meeting room
      3. Hours of use
      4. Purpose of the meeting
      5. Equipment needed, if any
    2. A representative of the organization must sign an Agreement of Responsibility.
  3. Set-ups and meetings must begin and end during hours the library is open unless a library staff member is attending the event and responsible for securing the building:
    1. 9 a.m. – 8 p.m. Monday–Thursday
    2. 9 a.m. – 5 p.m. Friday
    3. 10 a.m. – 4 p.m. Saturday
    4. 1 p.m. – 4 p.m. Sunday
  4. The meeting room may not be used for commercial purposes. A patron or group using a meeting room may not solicit money or another thing of value, charge admission, or sell, or advertise for sale, goods or services. However, exceptions may be made by the Library Director or designee for Library programs or government or charitable sponsored events.
  5. Equipment or displays brought in for a meeting should be removed at the end of the meeting. The library cannot assume responsibility for such items.
  6. No items may be attached to the meeting room walls or ceiling.
  7. Audio-visual equipment is available for use by groups. A TV, VCR, and DVD player are available in the meeting room and an HD projector is available upon request. Damage due to the misuse of the equipment is the responsibility of the group using it.
  8. A kitchen is provided for making coffee, tea, or light refreshment. No cooking is allowed. A microwave, coffeepot, pitchers, measuring cups, spoons, and a few other utensils are provided. The kitchen and all equipment/utensils should be left clean after use.
  9. The group using the meeting room is responsible for arranging the furniture and equipment to meet their needs and for returning the furniture and equipment to their original position after use.
  10. Persons attending meetings who bring children requiring supervision will not leave the children alone in the library reading areas during the meeting.
  11. The library is a smoke-free environment and no alcoholic beverages are allowed on library premises unless it is a library sponsored event and has been pre-approved by the Board of Trustees.
  12. The group scheduling the meeting room is responsible for any damage to the building, furniture, or the equipment.
  13. There is no fee to reserve or use the meeting room.
  14. Persons reserving the meeting room must be at least 18 years old.
  15. The Board of Trustees of the Morrill Public Library reserves the right to deny use of the meeting room at any time.

Future use of the meeting facilities by a group will be contingent upon the group’s adherence to the above policies.