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Meeting Rooms Policy


Two meeting rooms at the Rochester Public Library are available for use by non-profit groups for public meetings and programs of a non-commercial nature, during the Library’s normal hours of operation. The Community Room has a capacity of 61 people and the Rose Room has a capacity of 12 people. 
  • Rochester Public Library has first priority for use of the rooms.
  • Rooms are made available on an equitable basis, regardless of the beliefs or the affiliations of individuals requesting their use.  An adult of 21 years of age must be present at all times when the rooms are being used by children under 18 years of age.
  • All meetings shall be free of charge and open to the public.  Contributions may not be solicited.


RESERVATIONS
  • Reservations are made by completing a Meeting Room Reservation Form and submitting it at least one week in advance, but no earlier than four months in advance of first meeting date.
  • Groups must reapply annually by completing a new Meeting Room Reservation Form.
  • No more than four reservations per calendar year may be made in advance by any one group. Groups requesting to meet more than four times must reserve on a month-by-month basis.
  • No organization may use a meeting room more than once a month.
  • The Library reserves the right to move meeting locations as necessary and the right to revoke meeting room privileges at any time.
  • Meeting rooms, even when scheduled in advance, will not be available when the Library building is closed due to emergency conditions or inclement weather.
  • When not in use, meeting rooms may be used by individuals for tutoring and studying on a walk-in basis, with a limit of one hour.  Quiet group study can only take place in the Rose Room.  Users must sign in at the Main Desk on the 1st floor.


RULES OF USE
  • Groups are prohibited from making statements in their publicity or signage that suggest Library sponsorship or endorsement.
    • All publicity must include the statement: "This event is free and open to the public."
    • With the exception of the Friends of the Library, no group may use the Library’s address as its official address.
  • Meetings may begin no earlier than 9:30AM; set-up is not allowed before Library opens.  Meetings should conclude 30 minutes before closing: by 8:00PM, Monday through Thursday; by 4:30 on Friday, and by 3:30 on Saturday. 
  • Each group is responsible for setting up the room, for returning furniture to its original place, for clean-up and removal of trash from the Library, completely vacating the room 15 minutes prior to closing.  Light refreshments are permitted.
  • On the day of the meeting each group will be responsible for hanging up signs on both outside doors as well as on the door of room, listing event, date, time and specific room in which the event will be held.
  • The person who signs the Reservation Form assumes responsibility for any personal injury or property damage resulting from their use of the room, and for payment of any resulting claims.
  • The person who signs the Reservation Form is the only person who may make a reservation
    for the group.
  • A group that fails to comply with these regulations may be denied further use of the meeting rooms.
The Library reserves the right to alter these rules as deemed necessary by the Board of Trustees. 

Adopted by the Library Board of Trustees
April  2007
The Rochester Public Library is located at 65 S. Main St. Hours are Monday through Thursday 9:00 A.M. to 8:30 P.M., Friday 9:00 A.M. to 5:00 P.M. For additional information, call 603.332.1428. For directions to RPL, click here.