Sayre Public Library

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Meeting Room

Sayre Public Library Meeting Room Policy

Approved November 6, 2001 

The Sayre Public Library welcomes public use of its meeting facilities for cultural, civic and informal educational purposes.  The meeting room may not be used for social gatherings such as showers, birthday parties, dances, etc., or for religious services or political campaigns (religious study groups and political forums are permitted).  Authorization to use the Library’s Meeting Room does not reflect endorsement by the Sayre Public Library of the particular program, position, or purpose of any persons or organizations. 

 It is understood that library programming will have first priority in room use.  Other groups will have access on a first come/first served basis.  Meetings which would interfere with normal library activities because of noise and other factors will not be permitted.  Regular meetings may be scheduled for a year, based on the Library’s fiscal year--July1-June 30.  Groups of children or teenagers must be supervised by one adult for every ten children.

 There will be no charge for use of the meeting room for non-profit groups.  The meeting must be open to the public and no admission may be charged by the groups for attendance at the meeting. For-profit organizations or individuals may use the meeting room for a charge of $25. The meeting must be scheduled with the librarian and paid in advance. 

Room Setup changes will be the responsibility of the organization.  The room must be returned to its original setup at the end of each meeting.  Keep all exits unlocked at all times.  Open aisles must be maintained within the seating arrangement to provide clear access to exits.  Attendance must not exceed posted room capacity.

 Publicity for meetings will be the responsibility of the organization.  If requested, the library will post suitable publicity in the library and the library reserves the right to judge the suitability of the poster or notice.  No group or organization may list the address or phone number of the Sayre Public Library as the organization’s contact.

 Refreshments (light snacks and beverages, box or sack lunches only)  may be served and must be provided by the group.  All supplies for serving will be provided by the organization, including tea towels, soap, etc.  Trash bags will be provided by the Library.  The organization is expected to bag all trash and carry it to the dumpster outside the Library.   The use of tobacco products or alcoholic beverages are not permitted anywhere on library premises, including the restroom.

Reservations must be made by an adult and will only be confirmed when an application has been completed and turned in to the Librarian during regular business hours.  Upon approval by the Librarian, a key will be issued to the organization on the day of the meeting for meetings that occur after the Library’s regular business hours.  If the meeting is on a day the Library is closed, the key must be picked up the last working day before the meeting.  The key must be returned immediately following the meeting to the Sayre Police Department.  All meetings must be concluded by 10pm.  Groups may not assign their reservation to other groups.

 Damage resulting from the use of the meeting room that requires replacement or professional cleaning will be the responsibility of the organization using the room.  The person signing the application form will be held responsible for seeing that charges are paid.

 Organizations may be denied use of the facility if any of the above policies are not followed or if the meeting room is not used as scheduled and the Library is not notified.  Organizations denied the use of the meeting room by the Librarian can appeal to the Library Board for a decision review at the Board’s next regular meeting by written request left with the Librarian or the mailed to the Library Board President.

 The Library is not responsible for any equipment, supplies, materials, clothing, or other items brought to the Library by any group or individual attending a meeting.  The Library will not provide storage for the property of any organizations which meet in the library building.

 The Library Board and staff do not assume any liability for groups or individuals attending a meeting in the Library.

 

Sayre Public Library Meeting Room Policy

 

Application for Meeting Room Use

 

Name of Organization____________________________________________________________

 Date of Meeting________________________________________________________________

 Starting Time_____________________           Estimated Ending Time______________________

 Purpose of Meeting_____________________________________________________________________________

 _____________________________________________________________________________

 Estimated # of adults attending_________________________

 Estimated # of children (those under 18)__________________

(Groups of children must be sponsored by 1 adult for every 10 children)

 Contact Person________________________________________________________________

           Address________________________________________________________________

           Phone #_________________________________________________________________

 Will refreshments be served?    Yes    No   (Circle One)

 If Yes, briefly describe:__________________________________________________________

 ____________________________________________________________________________

 As representative of the above named organization, I have read and agree to all policies for use of the

Sayre Public Library Meeting Room.  I understand that I will be held responsible for our organization’s actions.

 

_____________________________________________________________________________

Signed                                                                                                                  Date

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