Library Policies
Central Library Meeting Room Policy
Approved by the Library Board 11/3/05
PURPOSE
In keeping with the Library's mission and strategic initiatives to create welcoming spaces that serve as public commons and to encourage civic engagement by offering people opportunities to connect and interact, the Central Library meeting rooms are available
for use by community groups for informational, educational or cultural
meetings and programs when not needed for library purposes. Use of the
library meeting rooms does not imply endorsement by the library staff
or Trustees of the viewpoints presented.
POLICY
The Library Board encourages the widest possible use of library meeting
rooms by government agencies and nonprofit community groups as long
as this use does not interfere with the normal functions of the library.
- All meetings shall be open to the public.
- Rooms may be used for educational, cultural, informational or governmental/civic
activities and may include public lectures, panel discussions, workshops
and other similar functions.
- Room bookings are subject to cancellation with two weeks notice
if the room is needed for library programming.
- Programs involving the sale, advertising, promotion of commercial
products or services, or programs sponsored by a business firm, regardless
of purpose, are prohibited except for those covered by the library
policy which allows performers at Madison Public Library programs
with pre-approval to sell sound recordings, videos and books related
to their performance.
- No admission fee, registration fee, donation or monetary solicitation
may be sought from meeting attendees unless the Library co-sponsors
the program.
- Rooms will not be used for personal or family purposes.
- Groups may reserve space for up to six meetings in a six month period.
No single group may have more than six meetings in a six month period
unless the Library is a co-sponsor.
- Users agree to abide by all regulations of the library relating
to the use of the facilities and accept responsibility for all damages
caused to the building and/or equipment beyond normal wear.
CHARGES
There is no charge for use of meeting rooms by City/County governmental
agencies, by nonprofit community groups or by groups presenting programs
in which the Library is a sponsor or cooperating agency. All State,
Federal and other governmental agencies are charged as follows:
Meeting Room Charges
| Room | Seating Capacity | Up to 4 Hours | More than 4 Hours |
| Madison Room (Room 201) |
20 |
$20.00 |
$35.00 |
| Front Lecture Room (Rm. 202) |
84 |
$20.00 |
$35.00 |
| Rear Lecture Room (Rm. 204) |
48 |
$20.00 |
$35.00 |
| Rms. 202 & 204 combined |
132 |
$35.00 |
$45.00 |
If any group wishes to have a special room setup other than the choices
offered on the attached chart there will be a fee of $20.00.
GENERAL RULES AND REGULATIONS REGARDING MEETING ROOM USE
Applications/Reservations
- Groups interested in using the Library meeting rooms must first
fill out an "Application for Use of Central Library Meeting Rooms."
This application must be on file with the Administration Office at
least one week prior to the first scheduled meeting date.
- An authorized adult representative of the group must request use
of the meeting room and fill out the application form. By signing
the form the applicant agrees that the "General Rules and Regulations
Regarding Meeting Room Use" has been read and understood. Failure
to abide by these regulations may disqualify the group from future
use of the rooms.
- The group accepts financial responsibility for any and all damage
caused to the building or equipment beyond normal wear. The group
contact person will be responsible for any charges incurred by the
group.
- Meeting rooms are scheduled on a first come, first served basis.
- Reservations may be made no more than six months in advance. However,
the Library does reserve the right to cancel a scheduled meeting with
2 weeks notice if the room is needed for library programming. The
Library will make every effort to avoid a cancellation but does reserve
that right.
- Room reservations may be called in but are not confirmed until the
application form has been completed, signed and processed.
- Library staff should be notified in advance of cancellations. If
the meeting is canceled with less than 24 hours notice the group may
be disqualified from future use of the rooms.
- Meetings at the Central Library will be posted on the daily schedule
board in accordance with the information submitted at the time of
the reservation.
CONDITIONS OF USE
Schedule
- Meetings must be held during regular library hours.
- Meetings must end on time so the room can be cleared or prepared
for other meetings. All meetings must end 15 minutes before closing.
Open Meetings
- Meetings must be free and open to the general public at all times.
ADA Requirements
- Groups are responsible for ADA (Americans with Disabilities Act)
requirements and for providing requested accommodations for meetings
or programs. A statement regarding the availability of accommodations
must be included in all publicity or notices.
Sample statement for publicity:
If you need an interpreter, materials in alternative formats or other
accommodations to access this meeting or program, please contact (name
of person/organization) one week in advance of program or meeting.
Food or Drink
- Groups who use the library rooms may serve light refreshments (note:
alcoholic beverages are prohibited) when their plan to do so has been
pre-approved by the library.
- The group is responsible for leaving the room in the condition in
which it was found. Charges will be assessed for damages or required
extra cleanup.
Equipment and Media
- Subject to availability, the following audiovisual equipment may
be used in the Central Library meeting rooms: VCR/DVD player and monitor, transparency projector for use with transparencies, opaque projector, slide projector, projection screen, and phonic
ear for people with hearing disabilities.
- There is no charge for the use of the equipment. Equipment should
be reserved at least one week in advance of the meeting. It is recommended
that the equipment be reserved at the time the room is reserved. The
library cannot provide operators for the equipment. If instruction
is required for equipment operation, it is suggested that a representative
of the group set up an appointment with staff located in the Fiction
area in advance.
Internet/PC Use
Wireless internet access is available in all meeting rooms. Groups will need to bring their own laptops. The library does not have projection units for groups to use with PCs. Groups will need to bring their own.
Signs
- Signs, working papers or posters may not be attached to the walls
of the meeting rooms.
- Notice of public meetings at the Central Library will be posted
on the day of the meeting on our Daily Schedule Board. Any additional
signs or posters placed anywhere in the building must be approved
by Library Administration or the Librarian-in-charge.