Meeting Room Policy

ELLSWORTH PUBLIC LIBRARY

MEETING ROOM POLICY

Library related events have priority over other users of the Riverview Room.

City of Ellsworth Municipal Departments and the City Council may use the Riverview Room at no charge.

The fact that a group is permitted to meet at the Library does not in any way constitute an endorsement of the group’s policies or beliefs by the City of Ellsworth, the Board of Trustees, or the Library staff.

 

SCHEDULING AND RESERVATIONS

Applications for use of the Riverview Room are available at the Library circulation desk during regular Library hours or on the Library’s website at: www.ellsworth.lib.me.us. A completed application, including original signature, must be received before a reservation is confirmed. Completed applications should be received at least 48 hours prior to the event.

Set up and clean up time should be included when reserving the Riverview Room.

A group or individual may schedule no more than two (2) reservations at a time.

For after-hours meetings, a representative of the group must pick up the keys during regular business hours on the day of the meeting and be instructed on building closing procedures.

The Riverview Room is not available on Sundays or Legal Holidays when the library is closed for business. If the Library is closed for all or a portion of a day due to weather conditions or other emergency, any reservations will be cancelled. Check local radio and TV stations for closure notices.

The Library reserves the right to reject any application or withdraw previously approved application(s) for a violation of the policies of the Library or non-payment of meeting room fees.

 

CANCELLATION

If an event is cancelled please notify the Library as soon as possible. The meeting room fee will be charged if a cancellation notice is not received.

 

PUBLICITY FOR EVENTS

Individuals and groups using the Library meeting room must not use advertising or publicity materials that indicate or imply that a program is sponsored, co-sponsored, endorsed, or approved by the Library. Advertising and publicity must clearly state “this event is sponsored by (name of individual or organization)” and include a contact phone number for the group and/or individual responsible for the program and may not include the Library’s phone number. In no case will the Library’s logo be used in any publicity materials for events not sponsored by the Library. No group may consider the Library its permanent meeting place or use the Library as its mailing address.

 

SMOKING

Smoking is not permitted in the building. No smoking is allowed anywhere on Library grounds except in the designated smoking area in the rear parking lot by the cigarette receptacle. Use of candles or incense is also prohibited.

 

PARKING

Daytime event attendees should use the public parking lot at City Hall. The exception to this would be vehicles with handicapped designation, which may use the handicapped spaces in the rear parking lot.

 

OCCUPANCY

Maximum occupancy for the Riverview Room will be the limit governed by the prevailing fire code. Capacity is 100 people standing and 56 people with tables and chairs set up.

 

EQUIPMENT

Use of equipment should be arranged when making reservations. Ten tables (3’ X 6”) and chairs; TV/DVD/VCR cart; lectern; whiteboard and markers; and projection screen are available.

Groups using audio / visual equipment must be aware of copyright laws and may not use media labeled “home use”. Public performance rights must be obtained for media to be viewed in the Library.

 

REFRESHMENTS

Food and beverages may be consumed in the Riverview Room. No alcoholic beverages are allowed on Library property by City of Ellsworth ordinance.

 

KITCHEN

A full kitchen (stove, refrigerator, microwave, coffee pot) is available for an additional charge. Persons or groups using the Riverview Room must furnish their own dishes, etc.

 

SET UP

Requested equipment will be in the room at the time of the meeting. Individuals or groups using the Riverview Room are responsible for setting it up according to their needs.

 

CLEAN UP

The Library is not responsible for any materials or equipment left in the building.

Groups are responsible for straightening the room after each use. Please replace chairs, wipe off tables and replace those tables set up by your group. All kitchen areas and refrigerator should be cleaned and food removed. Any kitchen utensils should be washed and returned to the cupboards.

 

CLOSING AFTER LIBRARY HOURS

Make sure all windows are closed and locked. Pull shades, turn off lights, close and lock Riverview Room door. Turn off lights in restrooms and hallway. After all people are out of the building activate the building alarm, turn off light in entryway, lock the back door, make sure it is closed securely, and drop the key pouch in the book return box.

Please report any problems that occur. Failure to follow closing procedures may affect future use of the facility.

 

STATEMENT OF RESPONSIBILITY

The applicants who use the Library’s Riverview Room accept full liability for any damage to the facilities and/or equipment.

 

FEES

Non-profit organization or an individual: $ 20.00

For-profit or an individual representing a for-profit 50.00

Non-profit or for-profit: charging admission 20% of gate ($50.00 minimum)

Use of kitchen: $ 20.00 (in addition to the room rental fee)

 

Fees must be paid at the time of the meeting.

 

Approved by Board of Trustees – November 15, 2010