Eligibility for use of the room

Reservations

Maintenance

Equipment

Security and Emergencies

Meeting Room Application Form

Eligibility for use of the room:
The Harrison Regional Library and Columbiana Public Library are pleased to make the meeting room available to the community free of charge for civic, educational, non-profit and cultural groups or organizations. The room is not available for political meetings, social purposes, or for the benefit of private individuals or commercial concerns. The meeting room may not be used for social gatherings such as showers, birthday parties, dances, etc. The meeting room may only be scheduled for meetings during normal library business hours.

1. Library-sponsored or related meetings and programs.

2. County and/or city-sponsored or related meetings and activities.

3. Educational or training programs and meetings associated with a public agency.

4. Community-oriented groups (meetings must be open to the public).

Regular library service must take precedence over all other activities and the use of the meeting room must not interfere with the operation of the library.

Admission fees may not be charged or solicited by the user nor may any item or service be sold or advertised. (Exceptions may be made for library-sponsored programs.)

The Library Director reserves the right to refuse the use of the room whenever, in the Library Director's best judgment, such use would be inappropriate or doesn't conform to these policies.

The Library Director also reserves the right to cancel advance reservations if the rooms are required for a library or county/city meeting.

The name, address and phone number of the library may not be used as the official address of any organization using the meeting rooms (except the Friends of the Library and the Friends of Literacy); nor may any non-library group using the meeting rooms publicize its activities in such a way as to imply library sponsorship.

The Library Director must approve all advertisement for scheduled events including flyers, newspaper and television spots. If a flyer or written announcement of the event is used, the following disclaimer must be included:

Reservations:
Meeting room reservations are subject to availability and must be made through the library administrative office during regular business hours, 8:00 AM - 5:00 PM, Monday through Friday. Phone number 669-3910.

Reservations are on a first come-first serve basis under the previously listed priorities.

Reservations can not be made more than 30 days in advance of the event.

A telephone reservation is tentative only. A completed and approved application must be on file in the library within 7 days of the tentative booking or the reservation will be canceled. Meeting room applicants will receive a confirmation notice upon approval. Requests will be granted in the order in which they are received under the previously listed priorities.

No individual or group may reserve the rooms more than once per week, or for more than a total of 8 hours per month unless by special arrangement.

No blanket reservations for events scheduled for continuing periods of time are accepted.

Reservations made during the above hours must include set-up and clean-up time as well as meeting time. The meeting room must be vacated on time.

Library staff is not authorized to stay late to accommodate prolonged meetings. If a staff member must stay after normal library operating hours due to a prolonged meeting, the person responsible for the reservation must pay the library $50.00 per hour with a minimum charge of $25.00 for the time the meeting is prolonged. Repeated offense will result in not being permitted to use the meeting room.

Maintenance:
The person responsible for the reservation is responsible for setting up the Meeting Room in the manner that he/she wishes. Open aisles must be maintained within the seating arrangement to provide clear access to exits. All exits must be kept unlocked at all times.

The person responsible for the reservation is responsible for returning the room to the way in which it was found (i.e. restacking chairs, tables, etc.). The room must be left in a clean and orderly condition. Garbage containers have been provided and must be emptied/serviced by the person responsible for the reservation.

A $100 clean up fee will be charged if the room is not returned to the way that it was prior to the scheduled meeting.

The person responsible for the reservation is responsible for damages, resulting from attendance to the meeting, to all libraries facilities used by the attendees including the restrooms, foyer, hall and exterior of the building.

Any display materials must be removed immediately following the meeting. Displays must be free standing and can not be affixed to walls. No equipment, supplies or other items can be stored at the library. The Library Director must approve all display material prior to the meeting.

No smoking is permitted.

No alcoholic beverages and/or illegal drugs are permitted.

No firearms and/or weapons are allowed on library property.

Only light refreshments may be served.

Failure to observe these regulations will result in refusal of future use of the meeting room.

Should any damage to the room or its content and/or the restroom facilities result from the use of the rooms, the individual responsible for the reservation will be held liable and be subject to prosecution for destruction of public property.

If there is damage to any room, hall, foyer or exterior of the building that will necessitate professional cleaning or repair, the cost will be the responsibility of the individual responsible for the reservation.

No furniture or equipment other than that furnished by the library is to be used without library approval. Request to bring in equipment or furniture must be made at the time of application. The Library Director must approve all additional equipment requests.

Request to use library equipment must be made at the time the reservation application is submitted. Use will depend on availability of requested equipment.

There is a $25.00 deposit fee for each piece of equipment used if the individual responsible for the reservation does not have a Shelby County Library Card in good standing. If the individual responsible for the reservation does have a Shelby County Library Card in good standing, the equipment will be checked out on that card for the duration of the meeting.

The library will not provide staff to operate equipment.

Should any damage to the equipment occur the individual responsible for the reservation will be held liable and be subject to prosecution for destruction of public property.

The person responsible for the reservation is responsible for advising the attendees to orient themselves to the exit routes available in case of an emergency.

The Library shall not be held responsible for the security of property owned by an individual or group using the meeting room.

The Library reserves the right to close the building in extremely bad weather or unforeseen emergencies.

Attendance may not exceed the room capacities.

Groups of children or teenagers must be supervised by one adult for every ten children.

The individual responsible for the reservation is responsible for the safe arrival and departure of all minors in attendance.

The library is not responsible for providing parking for events.

Individuals or groups using meeting rooms shall secure any necessary performance licenses and indemnify the Library for any failure on their part to do so.

Name: __________________________________________ Phone: _____________________

Address: __________________________________________________________________________

Date Meeting Room is needed: ___________________(Include Month, Day and Year)

Time Meeting Room is needed: Beginning at ________ Until _______ (Include setup and breakdown time)

Group/Organization: __________________________________ Phone: ________________________

Address: ___________________________________________________________________________

Alternate Contact Person: ______________________________ Phone: ________________________

Type of Program: ____________________________________________________________________

Size of Audience: ______________

Attach all printed information, flyers and copies of advertisements pertaining to this event.

Circle the items you would like to use during the meeting: (Use of equipment is dependent on availability)

Overhead Projector Slide Projector Screen PA System

25" Color TV Podium VCR

A $25.00 deposit fee per equipment item is required if the individual responsible for the reservation does not have a Shelby County Library card that is in good standing. Deposit is due at the time of use and will be returned at the end of meeting room use.