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.
- 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
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