Meeting Rooms Policy

 

This policy for meeting rooms at Western County Regional Libraries applies to all organized groups, regardless of race, creed, color, disability, sex, political, or religious affiliation. Since the Library is a public institution, meetings should be generally open to the public, except for reasons presented in writing beforehand, provided those reasons are made public and are agreeable to the library. The Library and the Board of Directors neither endorses, approves, nor disapproves the viewpoints of groups meeting in the library.

 

Meeting rooms for the public shall be reserved on a "first come, first served basis" with priority given to library meetings or programs. No group shall be denied its place to meet once reserved, except for reasons of personal safety or security, or for mutually overriding reasons. Rooms can be reserved for a series of meetings but cannot be reserved for indefinite time periods. Each branch or affiliate may have specific requirements.

 

The group shall be responsible for any use of audio visual, electrical, or kitchen equipment used during a meeting. Cost of any damages must be borne by the group. The group shall request the use of this equipment when they request the room. The kitchen and equipment must be left clean; failure to do so shall be grounds for future denial of meeting room privileges.

 

Groups wishing to display or use items of historical, antique, artistic, or other item or items of unusual value, shall hold the library blameless for any loss or damage. If such items are used, groups must show proof of proper insurance or other identification. Failure to do so shall be grounds for denying meeting room use.

 

Publicity for any and all meetings shall be the responsibility of the group. Library staff must approve any publicity material used within the library beforehand.

 

Programs for minors must have responsible adult sponsors. Cancellations should be made 24 hours in advance.

 

Groups will adhere to general library policy with regard to parking, alcoholic beverages, soliciting, smoking, etc. The Director is authorized to deny permission to use the library rooms to any group that is disorderly, objectionable in any way, or violates these regulations.

Meetings outside normal hours are permitted only if the group is totally responsible for the activities; if a staff person is required to be on duty, the group must pay the staff person directly at a rate established by the Library Director; and the meeting must be approved in advance by the Library Director or Branch or Affiliate Librarian.

Exhibits

It is part of the Library's function to provide access to intellectual and cultural resources of the community. Exhibits fulfill an integral part in the Library's total program of public service. Exhibits may be planned to direct the public's attention to the materials and services of the library itself, or may provide exposure to the work of artisans and artists.

 

Exhibits in the Library are seen by anyone who walks into the Library, both children and adults who may have various degrees of sophistication. The materials of the exhibits must therefore meet what is generally known as a "standard acceptable to the community."

 

The Library shall decide on the content and arrangement of all exhibits. Every item must meet the Library's standards of value and quality and the Library reserves the right to reject any part of an exhibit or to change the manner of display.

 

An organization or artist may reserve a display window no more than one month a year. All publicity material relating to exhibits shall be submitted to the Library for approval.

 

Anyone wishing to display or use items of historical, antique, artistic, or other item or items of unusual value, shall hold the library blameless for any loss or damage. Proof of insurance may be required.