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Meeting Room Policy

Library Meeting Room Usage Policy

In exchange for the use of the Library’s facilities, the undersigned person(s) or organization hereby agrees to the terms and conditions as outlined below:

The AMAX Room & kitchenette are available to eligible groups without charge 365 days a year during library hours as well as when the Library is closed, when the room is not being used for Library sponsored activities. 

The Baby Doe Conference Room is available during regular Library hours only.  

Only non-profit groups are eligible to use these rooms. The rooms may not be used for private functions, religious worship services, or by school-age students without adult supervision.

Preference for usage will be given to library staff if the room is not scheduled by another group.

The undersigned agrees to leave the premises clean (including rest rooms) and in good repair.  All surplus food and supplies must be removed immediately following an event.  No smoking and no alcoholic beverages are allowed.

Groups or individuals using meeting rooms shall indemnify, defend and hold harmless the Library, its trustees, agents and employees from and against any and all losses, damages, claims, costs, suits, actions of any kind, arising and resulting and accruing from any act, omission or error of the such group or individual and any users, employees, agents, representatives, guests, invitees, resulting in or relating to personal injuries or property damage arising from the group’s or individual’s use of the Library.

Parents or guardians attending an event not sponsored by the Library who bring children under the age of 12 are responsible for the supervision of these children while on Library property.

Amax Room keys will be provided each time the facilities are to be used.  For events beginning when the Library is closed, it is the responsibility of a group member to pick up keys during regular Library hours prior to the scheduled event.

When an event ends, the group is responsible for:

  • Returning the room(s) used to their original condition;
  • Turning off all lights and disconnecting any appliances used;
  • Making sure all AMAX Room & kitchenette doors are locked, including 12th St. exit door;
  • Returning all keys borrowed immediately after the meeting ends to the Circulation Desk or via the book drop on the 12th St. side of the building.

Reservations require the group name, a contact person, a telephone number, the size of the group, the date and time. Please also include set-up and clean-up time needed, equipment needed including the kitchenette.

It is the responsibility of the applicant to follow all applicable local, state, and federal safety rules & regulations.

Movies shown or recordings played must have the appropriate public performance rights.  Obtaining the license & all applicable fees are the responsibility of the group. Proof of public performance rights shall be provided to the library director prior to the event date.          

The undersigned agrees that changes to reservations will be made immediately. It is the responsibility of the group to notify the Library immediately if a scheduled meeting is changed or canceled, and to give notice when the standing reservation is no longer needed, or if the telephone number of the group’s contact person changes.

I/We have read this agreement and I/we understand and agree to the terms and conditions as set forth in this policy statement.  Failure to comply with the terms and conditions of this agreement will result in denying the person/organization future use of the facilities.

Name / Date