Meeting Rooms

Library Policies and Procedures
Title: Mary Hutchins Meeting Room
Approved: September 6, 2005
Reviewed: Library Board of Trustees

I. Purpose and Scope
To establish guidelines and procedures for booking the meeting room at the Elkins Public Library. The Board of Trustees recognizes article 6 of the Library Bill of Rights that states, " meeting rooms should  be made available to the public served by the given library on an equitable basis, regardless of beliefs or affiliations of individuals or groups requesting their use". To that end, the Board of Trustees encourages use of the meeting room for any local organization engaged in educational, cultural, intellectual, governmental, or charitable activities.

II. Criteria for Use of Meeting Rooms

a.. When not in use for Library affiliated or sponsored activities, the Library meeting rooms are provided as a public service.
b.. Meeting rooms may be reserved by an adult (18 years or older) by contacting Elkins Library at 783-4386.
c.. No meetings can be scheduled prior to 7:00am or past 10:00pm. unless special arrangements are made.
D. No commercial organizations shall be permitted to use the room and no private social functions shall be allowed. The Director and the Trustees may deny access to this facility if the proposed activity may cause disorder.

III. Rules and Regulations
a. All programs with children under the age of 18 must have adequate adult supervision.
b. Booking shall be on a first come, first serve basis. The space may be used on an annual basis for one-time events, monthly meetings and classes, or weekly events at the discretion of the Director and Trustees. Reservations are mandatory for use.
c.. The library reserves the right to cancel any meetings due to inclement weather, power outage, or other dangerous situations.
d. Cancellation by the user must be called in as soon as possible in order to free the room for other use. The user is responsible for posting a notice of said cancellation and notifying its members.
e. Use of the library meeting room does not constitute endorsement and no announcements or advertisements should imply such. The library may not be used as mailing or headquarters address for any organization.
f. Programs may not discriminate according to gender, sexual orientation, religion, age, race or handicapped status.
g. No admission fees may be charged unless they are required for items used during the meeting.
h. Organizations using the meeting room are responsible for all Library
property involved and for leaving the meeting room in good order.
i. Abuse of Library property will result in charges for the repair or
replacement of damaged property and may result in loss of permission to use the meeting rooms.
j.. Failure to comply with the room capacity limits may result in the loss of privileges. According to the fire code, the meeting area may not hold more than 20 people.
k. No nails, tacks, scotch tape or other items may be used on wall or doors.
l.. Meeting room users must bring their own supplies. The Library is not responsible for equipment, materials or other items owned by organizations or individuals using the meeting rooms.
m.. Smoking or open flames are strictly prohibited.
n. Food is permitted.
o. Alcohol is strictly prohibited anywhere on the premises without prior approval; violation will result in loss of permission to use library meeting rooms.
p. The library is not responsible for lost or stolen items.
q. The library reserves the right to revoke meeting privileges at any
time for failure to follow these rules. Appeal of this decision should be made in writing to the library Board of Trustees.
r. All users will sign the attached form agreeing to these rules. This form will be kept on file at the library.