ROOM RESERVATIONS

 

  1. Reservations will be filled on a first-come, first-serve basis, and should be made no more than three months, in advance. An adult member or sponsor of the organization will be required to read and sign a copy of the "Rules for Meeting Room Use.”  Confirmation is determined as of the date the Library receives the signed application form along with the rental fee and cleaning deposit, not the date of initial inquiry.

 

 

  1. Rental fees are $20.00 for four hours or less, and $35.00 for more than four hours’ use per day.  If both parts of the divided room are used, the rental fee will be doubled.


The rental fee will be waived for all non-profit (501-c-3) organizations, City departments, County, State, or Federal agencies, and the Chamber of Commerce.

 

3.         A deposit of $25.00 will be charged for each booking of the meeting room.  If all conditions of the application form are met, if the keys are picked up and returned on time, and if the room is left in good condition, this deposit will be refunded.  Any deposits not picked up after 30 days will be considered to be a donation to the Library.  

 

4.         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 is confirmed, the Specialist will notify the group, who will pay an initial set-up fee of $100.00 for the first hour and an additional $50.00 for every hour or portion thereof afterward. 

 

5.         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.

 

6.         Closing time for meetings is l5 minutes prior to the Library closing hours unless the group has made prior arrangements for a key. 

 

 

USER RESPONSIBILITY

 

1.         In accepting the use of the room, the person and/or organization making reservations will be held responsible for the proper conduct of those attending and for the expense resulting from any damage.

 

2.         For after-hour events, users must pick up the key during Library hours, and return it to the Circulation desk on the next

business day. Lost keys and resulting expenses will be charged to the person who signed the application form.

 

3.         The Library will take all reasonable steps to protect the organization's property, but cannot be responsible for loss or damage to such material.  Clovis-Carver Library shall not be responsible for articles lost, stolen, or damaged, nor 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.

 

4.         The Library will not provide personnel to assist in handling exhibits or other materials needed by groups using the meeting room, or for the set up and removal of tables and chairs.  ALL TABLES AND CHAIRS MUST BE RETURNED TO THE CLOSETS.  When the use of the room requires extra service (custodial, security, special equipment, etc.) the arrangements and expense, if any, will be borne by the user.

 

5.         The meeting room shall be left in the same condition in which it was found.  For abnormal spills or damage, the cost of repair will be billed to the person signing the application on behalf of the organization.

 

6.         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.

 

7.         The seating capacity limits are posted in each room and must be observed.

 

8.         All meetings must begin and end as scheduled.

 

9.         There will be NO SMOKING or open flames on Library premises at any time. All Fire Department regulations must be observed.

 

10.       Nothing will be affixed to walls without prior written approval of the Library Director.

 

11.       If the room is used for exhibits, a member of the sponsoring group must be present at all times that the room is open.

 

 

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