MEETING ROOMS POLICY AND RULES
1. The rooms have been provided to enlarge the Library services offered to the community. Therefore, Library programs ALWAYS have priority over any other use of these facilities. When not needed for library-centered program, the rooms will be made available for community use. A room may be reserved no more than three months in advance of the planned meeting; it will be filled on a first-come, first-serve basis. Reservations will be accepted during normal hours of library operation.
2. In fairness to the numerous groups in the community, the Library will not accept multiple reservations that would designate the meeting rooms as a regular meeting place for any organization. Reservations for consecutive meetings must be made one at a time as each meeting is completed, and will be granted only if the room is available.
3. Rental fees are $20.00 per hour, plus a $25.00 cleaning deposit, refundable upon request. If both sides of the North Annex are used, the rental fee is doubled. If all conditions of the application form are met and if room is left in good condition, the deposit will be refunded. Any deposit not picked up after 30 days will be considered to be a donation to the Library.
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4. The facilities will be available for programs and meetings of community groups and organizations whose aims are educational, cultural, social, or for civic betterment. An adult member or sponsor of the organization reserving the room will be required to read and sign a copy of the application form.
5. The total amount due must be paid and the application form signed in order to confirm the reservation. All meetings must begin and end as scheduled.
6. For events to be held when the Library is closed, a Library employee will be on site fifteen (15) minutes before contracted time to open the doors and to monitor activities during the meeting.
7. Permission to use the meeting room will be denied to any group whose purpose is illegal, whose conduct would interfere with the work of the library because of noise which distracts or interferes with patrons’ use of the library, or for which satisfactory sponsorship is not provided. Children and teen group may use the room only if adult sponsor are present.
8. Children attending functions are to remain under the supervision of their parents or an adult member of the group. Disruptive behavior of children in areas outside the meeting room will result in the forfeiture of the deposit.
9. Commercial enterprises will not advertise or promote products or services. The sale of any items will not be permitted on the premises, except those approved in advance that are incidental to the educational or cultural purpose of the organization. Registration fees should be collected in advance.
10. If room is used for exhibits, a member of the sponsoring group must be present at all times that the room is open.
11. Permission to use these facilities is not considered to be an endorsement or sponsorship of any individual, organization, or event.
12. Smoking or open flames are not permitted anywhere in the building. The seating capacity limits are posted in each room and must be observed.
13. The Library will not provide personnel to assist in the preparation for the program. All chairs and tables must be set by members of the group using the room, and returned to the storage area upon conclusion of the meeting. Set-up and clean-up are to be completed within the rental time.
14. The piano and television may not be moved without prior permission. Nothing will be affixed to walls without prior written approval of the Library Director.
15. No cooking will be done on the premises. Light refreshments, covered dishes, and catered meals are allowed, provided all leftover food is removed after the meeting. No alcoholic beverages may be served. Any spills must be reported immediately to the Circulation Desk.
16. Clovis-Carver Library is not responsible for articles lost, stolen, or damaged, or for personal injuries sustained on the premises. Furniture or equipment other than that furnished by the Library is not to be used without the approval of the Library Director. The Library cannot store equipment or materials for any group except when arranged in advance with the Library Director
17. The meeting room shall be left in the same condition in which it was found. In case of damages in excess of the deposit, the actual cost of replacement or repair will be charged to the person whose signature appears on the application form.
18. Groups wishing to televise their meeting must first receive approval from the City of Clovis. The group will contact the City’s Information Technology Specialist who will, in turn, seek the advice and approval of the City attorney. When this confirmed, the Specialist will notify the group, who will pay an initial set-up fee of $100.00 for the first hour and additional $50.00 for every hour or portion thereof afterward
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