MEETING ROOM POLICY

The Switzerland County Public Library welcomes the use of its meeting room by responsible organizations and groups. The mission of the library is to support lifelong learning and leisure pursuits. The room is provided to help accomplish this mission.

The meeting room is available for use by civic, community, cultural, educational, political, or religious organizations for non-commercial and non-profit purposes and will hold approximately 30 people. The meeting room is available to groups in the community regardless of the beliefs and affiliations of their individual members.

• All meetings will be open to the public
• Use of the meeting room does not constitute library endorsement of the viewpoints expressed by participants in the programs.
• Publicity for a meeting by a non-library group in the meeting room must not be worded in a manner which would imply library sponsorship of the group’s activities.
• Groups using the library’s meeting room must not collect any money or charge a fee for attendees. All meetings must be completely free of charge.
• Fundraising is prohibited.
• The name, address, and/or telephone number of the library must not be used as the official address or headquarters of an organization.
• The meeting room is not available for personal or family parties or purely social functions unless sponsored by the library or approved by the Director.
• Minors using a meeting room must be supervised by adults. The adult supervisor must reserve the room and will be responsible for any damage.
• If children are brought to adult meetings, the accompanying adult is responsible for the children’s behavior throughout the building. If children create a disturbance in the library, they will be required to stay with the adult in the meeting room.
• When not already reserved, the room is available for walk-in use. A request form must be completed.
• Reservations are on a first-come, first-served basis.
• No group may assign its reservation to another group.
• Library-sponsored activities will take precedence over all other activities and the library reserves the right to cancel any scheduled meeting when: (1) It conflicts with the operation of the library; (2) The room is needed for library-sponsored activity; or (3) The group fails to comply with library policy.
• The meeting room is available during hours that the library is open to the public. Exceptions are at the discretion of the Director.
• Reservations must include set-up and clean-up times.
• Early admittance prior to opening time is not permitted. All groups are expected to vacate the room 15 minutes before the library closes.
• Groups may arrange the tables and chairs to suit their needs. Following the meeting, groups should return furniture to the original arrangement and the room should be left if good order. Any special cleaning needed after a meeting will be paid for by the booking group. If a group fails to leave the meeting room in its original condition, the person who made the reservation will be charged a fee:
o Maintenance (clean carpet, clean furniture, repair furniture, pick up trash): $25/hour
o Equipment damage or replacement: Cost plus $25 service fee
• Library staff will disinfect surfaces and equipment in the meeting room after each use but will not be held liable in the event of an outbreak of illness. If a meeting room user would like to clean and disinfect surfaces before his or her meeting, cleaning supplies will be available by request.
• Light refreshments may be served in the meeting room. The library does not provide supplies for refreshments. No alcoholic beverages are permitted. No smoking or use of tobacco products is permitted on library property.
• No provision can be made for storage of equipment and supplies to be used by anyone using the meeting room.
• Special arrangements must be made in advance to use the library’s audio-visual equipment.
• Use of the meeting room shall conform to all local, state, and federal laws and regulations.
• It is the responsibility of the meeting room user to keep a record of persons in attendance. The Library strongly encourages meeting room users to keep a record to aid with contact tracing in the case of an outbreak of illness, public health emergency, or pandemic. The Library cannot release contact information of attendees to the public.
• Use of the meeting room shall conform to the library’s Patron Behavior Policy and Policy for Unattended Children.
• The Director or her/his designee has the power to terminate any meeting disruptive to library operations.
• Any open flames, including the use of candles are prohibited.
• Room temperature is pre-set and cannot be adjusted by library staff.
• The library does not guarantee parking facilities for those attending a meeting.

The library does not assume any responsibility or liability for the security of personal or organizational items or damage or injury to any person or property occurring as a result of the activities of a group while using library facilities.

Adopted May 9th, 2017 by the Board of Trustees of the Switzerland County Public Library.
Revisions approved July 14th, 2020.
Revisions approved November 8th, 2022.