LAURENS COUNTY LIBRARY

Meeting Facilities Policy
and Application

 

It is the user’s responsibility to read and understand this policy.

Library meeting rooms may not be used for the following: religious worship, celebratory services, partisan political campaigns, promotion of specific candidates for political office, personal social activities, and/or fundraising events.

I. The Laurens County Library Conduct Policy stipulates appropriate behavior.

II. Priority for use will be given to Library-related programs and those co-sponsored by the Library.
  Library reserves the right to cancel meetings, with advance notice, if reserved room is needed for
  Library programs.

III. Nonprofit organizations and groups will be granted permission for free use of the meeting room on a
   first-come, first-served basis provided they have a Laurens County Library card in good standing and/or
   a valid driver’s license and completed meeting room application.

IV. For-profit businesses or individuals conducting business may use library facilities. A rental fee of $50 will  
   be charged for use of the meeting room facility by commercial organizations.
   Reservations are not confirmed until receipt of the rental fee. The rental fee must be paid 48 hours before the
     meeting begins. It is refundable only if cancellation notice is 48 hours before  the meeting date and time.
   Use may not conflict with Library-sponsored activities.

V. The person(s) or organizations conducting the meetings accept full responsibility for proper conduct of those
   attending the meeting and for any damage to Library property by those attending.

VI. When a Meeting Room is to used by groups or organizations of students or other young people (17 or younger),
   an adult sponsor must make the reservation and be responsible for the entire meeting.

VII. Applicant for room, if using the Library’s audio-visual equipment, must sign for such equipment. The groups/individuals
    using Library equipment are responsible for damage, loss or theft of equipment for which they signed. Users are not
    allowed to connect personal computer equipment to the Library’s network or Internet connection.

VIII. Ongoing, regular meetings may only be booked 30 days in advance. Single events or meetings may not be made more
    than six months in advance.

IX. While admission charges to events are not allowed, users of the facilities may charge for registration or materials used
   in the program or allow membership fees to be collected. Money may not be collected for any other purpose. Sale of services
   or goods on site is prohibited unless sponsored by the Library.

X. Organizations or individuals using Library meeting rooms shall be required to indemnify and hold harmless the Library
   from any and all claims or actions attributable to the use of the Library facilities. Depending on the proposed use, the
   sponsors may be required to provide a certificate of insurance naming the Library as additional insured. Library is not
   responsible for exhibits, equipment, etc. brought in by outside groups.

Meeting room rules:

1. Users of the facilities may not use the Library as a mailing address. Publicity announcing meetings must state, "This program
  is not sponsored by the Library."

2. Meeting room setup will be the responsibility of the meeting room user and not Library staff.

3. Chairs and tables may not be moved from one room to the other.

4. Meeting room users are responsible for removing all meeting materials and leaving the room clean and orderly,
   or additional charges may be made by the Library to cover janitorial expenses (a minimum of $15/hour).

5. It is expected that rooms will be left as found.

6. No materials or equipment may be stored in any meeting room before or between meetings.

7. Food & drinks, but no alcoholic beverages, may be served. Food and drink may not be taken out of meeting rooms.

8. Users must vacate the meeting room by the Library’s closing time.

XI. All meeting must be open to the public.

XII. Maximum number of people that can be accommodated in the room is 75.

The Library reserves the right to move an activity or program to another suitable location within the Library.

(Revised by the Laurens County Library Board, October 13, 2006.

 

 

 

LAURENS COUNTY LIBRARY

MEETING ROOM APPLICATION

Fill out all info with care. Incomplete forms may result in loss of reservation.

Important! LCL Library Card # __________________________

Responsible Individual

Organization/Business ____________________________Telephone__________

Name of Representative_________________________Address______________________

Are you a ______nonprofit club (provide letterhead);

______non-profit w/IRS 501© (3) # __________________;

_____ government agency (city, county, state, federal – attach letterhead); Or____commercial (advertising a product, soliciting for clients, etc. – if

Yes to commercial, rental fee will apply.)

Purpose of Meeting _________________________Preferred Room___________

Public Meeting Room can accommodate 75 maximum & Literacy Room 12 people.

Expected Attendance____Date Requested________Time(from)____(to)______

(include set up & clean up time)

All meetings must be held during Library hours and must end 15 minutes before Library closing time.

Is meeting open to the public?______Will food & drink be served?______Charges for tuition or materials?_________.

How should the room be set up?_______________________________________

Provide copies of literature or press releases to be distributed.

I, the undersigned*, being eighteen years of age or older, have read the Meeting Room Policy and regulations and agree to comply therewith. I agree to be respon-

sible to the Laurens County Library for the use and care of library property and

facilities. I understand my responsibilities as the undersigned include:

Paying for any damages to the library property and equipment occurring during or in

connection with the meeting.

Enforcing meeting room regulations and keeping order.

Cleaning up the room at conclusion of the meeting.

Signature* ______________________________(Same person as card# above)

Date ______________________________

FOR COMMERCIAL ORGANIZATIONS ONLY:

ROOM FEE $50.00, Deadline for fee payment 48 hours before meeting, Cancellation for full refund must be received by 48 hours before meeting.

Date fee paid ____________Received by _________________________.

Request taken by: ________Date________Approved by_______Date ________