Meeting Room Policy

THIS POLICY MAY BE MODIFIED AND UPDATED AS NECESSARY BY THE
SOUTH WHITLEY COMMUNITY PUBLIC LIBRARY BOARD OF TRUSTEES.

Library meeting areas provide space for programs either sponsored by the library or initiated by the public for cultural, educational, informational, recreational, or civic purposes. The meeting rooms are available to all groups, regardless of the individual beliefs and affiliations of their members.

Use of the SWCPL meeting rooms does not in any way constitute an endorsement by the library of the group’s policies or beliefs. Groups or individuals who advertise an event at SWCPL are required to include the following disclaimer in their advertisements:

Disclaimer: The South Whitley Community Public Library does not endorse, recommend, approve, or sanction the policies, beliefs, statements, viewpoints, or recommendations of (name of group or individual) _______________________.

Any misrepresentation of library support will result in the loss of meeting room use privileges for the group.

If at any time the conduct of the group, or any member of the group, becomes disruptive, abusive, or dangerous to individuals, services, library materials, exhibits, furnishings, or the building the use of the rooms will be terminated. The Director reserves the right to limit meeting room use in order to avoid monopolization.

Guidelines for reserving rooms
Rooms are available during regular library hours on a first-come-first-served basis. Individuals reserving rooms must be at least 21 years old. When a conflict occurs, priorities for use of the meeting rooms are as follows.

  1. Library sponsored or co-sponsored events
  2. Not-for-profit organizations/clubs/government
  3. For-profit organizations (training or meeting events)
  4. Private events (showers, birthdays, receptions)

Room reservation requests may be made in person or through submission of the online form. However, the meeting areas’ agreement form must be completed and turned in prior to the request being approved and finalized. Room reservation forms are available at the library or from the library’s website, http://www.swcplib.com/.

Cancellations
SWCPL retains the right to cancel any meeting room reservation for operational reasons. As much notice as possible of a canceled reservation will be provided. Groups holding reservations are requested to notify the library of their event cancellation at the earliest possible date in order to free the meeting room for other use. Groups failing to notify SWCPL of cancellations may be denied future use of the meeting rooms. The SWCPL Director is authorized to deny use of the meeting rooms to any group that violates these regulations or any other SWCPL policy.

Conditions of Use

  • SWCPL encourages events be held during open library hours whenever possible. Reservations for use that extends beyond open hours must be made at least 5 days prior to the event.
  • Children’s groups may use the rooms only when under the continuous supervision of an appropriate number of adults.
  • Children who attend events with an adult are the responsibility of the adult.
  • Normal noise levels and appropriate conduct will be expected of groups utilizing the meeting rooms. Parents/guardians are responsible for providing supervision for children before, during, and after the function.
  • Buying, selling, and advertising of products and services are permitted on library property only in support of the library, or by special permission of the Director.
  • No admission may be charged to anyone attending a meeting. Groups, however, may make normal collections of dues from their own members.
  • Participants may be charged a fee to cover the cost of materials used, such as craft supplies, printed materials, forms and other items needed to conduct the program.
  • Publicity for a meeting must not be worded in a manner that implies library sponsorship of the group’s activities. The library address or phone number may not be given as a contact.

Fees and Charges

  • There is no charge for local community, social service, cultural and educational groups.
  • A $50 deposit for private events (i.e. birthday parties, showers, reunions, etc.) is due at the time of registration and will be returned within 5 days after the event, pending satisfactory condition of room(s) rented. Partial refunds are not given.
  • Those using meeting rooms will be billed for any room damage.

Food and Drink Rules

  • No alcoholic beverages are to be served. No red, purple, orange, or dark-colored beverages, other than coffee or tea, may be served.
  • No smoking or open flames (candles/matches) are allowed anywhere on library property.
  • The kitchen area and its appliances may be utilized but must be cleaned thoroughly after use.
  • Groups must bring their own supplies (food, tableware, cleaning supplies) and remove their trash at the end of the event.

Liability

Each entity that reserves library space assumes full responsibility for compliance with this policy and for any damage incurred resulting from the use of the facilities. Abuse of the facilities, or violations of the policy will be sufficient cause to deny further use of the meeting areas and may result in a minimum charge of $50.
SWCPL does not assume any responsibility for the security of personal items.

Revised and Approved by the Board of Trustees 8/8/2019