MEETING ROOM POLICY -- OHOOPEE REGIONAL LIBRARY SYSTEM

The Ohoopee Regional Library System, through its branches and affiliate libraries, provides
meeting room spaces (mainly multi-purpose rooms, but may include the library grounds and/or
other areas of the library) primarily for library-sponsored programs and activities but offered as a
service to the community for use by individual groups and/or organiations for group activities,
and use by the governments and agencies !ho provide continuing financial support to the library"
Priority for use will be gie! to libr"ry-su##orte$ "!$%or libr"ry-rel"te$ #rogr"&s "!$ t'e
goer!&e!ts "!$ "ge!(ies t'"t #roi$e (o!ti!ui!g fi!"!(i"l su##ort to t'e libr"ry)
#" $OO%#&'S ( )RO*#S#O&S +OR ,S-
.ommunity sponsored activities !ill be granted permission on a first-come, first-served basis"
Space may be reserved for !or/shops, conferences, institutes, boo/ discussions, training
seminars, roving e0hibits, programs, etc"1 functions held in the meeting rooms must be of civic,
cultural or educational nature1 use cannot be granted for private, social or moneyma/ing
activities1 "ll #rogr"&s "!$%or &eeti!gs &ust be free "!$ o#e! to t'e #ubli()
$oo/ings or reservations may not be made more than si0ty (23) days in advance1 boo/ings can be
made for only one meeting at a time1 cancellations should be made promptly to allo! for re-
boo/ing"
4eetings of large groups or program activities that may disturb or interfere !ith the general use
of the library cannot be boo/ed"
Regular or recurring meetings, or boo/ings for e0tended use or periods of time, by organiations
and/or community groups are not allo!ed1 the library cannot be used as a head5uarters or contact
point for any organiation"
The 6irector may use his/her discretion in granting use of the meeting room for a regular meeting
or function by an entity if for a special purpose or a limited time"
7ll publicity for programs should use the correct name of the meeting room and the library
involved, and must ma/e clear that the library is not sponsoring the meeting or event"
7ll programs, events, meetings, and gatherings shall be open to the public and have no admission
fee and no selling of goods or services" 7n organiation may charge for materials used in the
program, but purchase of the materials may not be re5uired for attendance"
-ducational programs or classes that re5uire regular meetings for an e0tended period may be
conducted only by accredited nonprofit educational institutions and only !ith prior permission of
the local and/or regional $oard of Trustees" 7pplication should be made through the 6irector and
should be made for each scheduled class series" )rograms that offer certificates, degrees, and
college or continuing education credits may charge tuition for the earning of those credits, but
payment of the tuition, or any related fees, may not be re5uired for attendance"
(Library related or sponsored programs such as +riend8s boo/s sales1 similar events to benefit
library services, or educational programs that e0tend the library8s outreach services are e0empt")
Some meeting rooms have accompanying, limited /itchen facilities" +ood brought in must be
prepared in advance, and should be of the light snac/ or finger-food variety" .offee, tea, punch
or similar refreshments may be served in those rooms !ithout /itchen facilities !ith prior
permission of the 6irector" 7ll utensils and serving items must be provided by the organiation"
)rograms that involve ma/ing or assembling of handicrafts should have prior permission of the
6irector or the $ranch 4anager"
The $oard of Trustees for the individual library and/or the Ohoopee Regional Library System
$oard of Trustees, reserve the right to revie! any and all applications and may demand sufficient
time to ma/e proper investigations before action is ta/en on a re5uest" The $oards may re9ect
applications"
##" +--S
7 maintenance fee to recover cost of operating the meeting room and accompanying audiovisual
e5uipment may be assessed"
7 :;<"33 9anitorial ( /ey deposit !ill be charged for use of the room" This fee !ill be returned
upon receipt of the /ey and assurances that the room has been left in a neat and orderly condition"
7 charge !ill be assessed for any damage to carpet and/or furnishings and e5uipment" Late return
of the /ey or damages and necessary cleaning may result in forfeiture of the deposit"
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NO ALCOHOLIC BE*ERAGES+ ILLEGAL ,R-GS OR OTHER CONTROLLE,
S-BSTANCES ARE PERMITTE, ON THE LIBRARY GRO-N,S OR IN THE
LIBRARY .ACILITY) NO TOBACCO PRO,-CTS ARE PERMITTE, IN THE
LIBRARY .ACILITY) It is t'e res#o!sibility of t'e boo/i!g org"!i0"tio! to see t'"t t'is
#oli(y is stri(tly e!for(e$)
7n adult representative of the organiation or group using the room is re5uired to sign an
agreement assuming responsibility for the room and sign for the /ey, if needed" #f the program is
for children or youth under the age of eighteen (>?), an adult must be present in the meeting at all
times"
#f the program is not to be held during library operating hours a representative of the organiation
should arrange to obtain the /ey to the room from the library, during library operating hours the
day of the event, or the last !or/ing day before the event" The /ey should be returned the first
!or/ing day after the event, during library operating hours"
&o posted advertising for an event is allo!ed on the building structure or on the grounds !ithout
prior permission of the 6irector"
T@- OR'7&#A7T#O& 7&6/OR 'RO,) R-S-R*#&' T@- ROO4 #S R-S)O&S#$L-
+OR S-TT#&' ,) T@- 7R-7 +OR T@- 4--T#&' 7&6 R-T,R&#&' T@- 7R-7 TO
#TS OR#'#&7L ST7T-" Organiations should observe the time frame sho!n on the application
and before leaving, turn off lights, air conditioning, and loc/ doors"
The organiation may reserve the use of the library audiovisual e5uipment, but supplies are not
provided" The library assumes no responsibility or liability for problems that occur from failure or
brea/do!n of the audiovisual e5uipment"
#f the library is not open, the library telephones may not be used, unless in the case of an
emergency"
The Library reserves the right to cancel a boo/ing !ith reasonable notice (seventy-t!o BC;D
hours, if possible)" The library assumes no liability or responsibility for problems that arise from a
cancellation or duplicate boo/ing error, including, but not limited to, spea/ers8 fees and other
e0penses" The $oard of Trustees and the Library staff do not assume responsibility for loss, theft,
or damage incurred to personal or rental property, e5uipment or vehicles brought into the building
or onto the grounds, nor assume liability for any in9ury to person(s) !hile the premises are being
used for non-library programs"
.hildren attending non-library programs in the meeting room, or accompanying adults using the
meeting rooms during library hours, may not use the library facilities unattended"
PERMISSION TO -SE THE MEETING ROOM ,OES NOT CONSTIT-TE AN
EN,ORSEMENT O. A GRO-P1S POLICIES OR BELIE.S BY THE OHOOPEE
REGIONAL LIBRARY SYSTEM+ THE REGIONAL BOAR, O. TR-STEES+ LOCAL
BOAR,S O. TR-STEES OR LIBRARY EMPLOYEES)
+ailure to follo! this policy for use of the meeting rooms and/or library grounds !ill result in the
forfeiture of future use"
The Ohoopee Regional Library System 6irector is charged !ith implementing this policy, and
additional or accompanying policies of affiliate $oards, !ith procedures as re5uired"
7ll materials, handouts and displays used during programs must meet the 4aterials Selection
)olicy and the 6isplay )olicy of the Ohoopee Regional Library System" )rior approval may be
re5uired"
-stroff 4eeting Room/ *idalia-Toombs .ounty Library
$ro!n 4eeting Room/ &elle $ro!n 4emorial Library
Eel/s 4eeting Room/ Tattnall .ounty Library
'lennville Library 4eeting Room
4ontgomery .ounty Library 4eeting Room
7pproved >>/FG1 Revised 2/;33H
Te&#or"ry "&e!$&e!t2 O(tober 33+ 3445 2 -!til su(' ti&e "s " (o&#lete re$r"fti!g "!$
writi!g of " #oli(y refle(ti!g t'e use of t'e e!tire libr"ry f"(ility+ i!(lu$i!g #ossible ('"rges
"!$ fees+ t'e followi!g ('"!ges%"$$itio!s '"e bee! &"$e2
>" The :;< 9anitorial and maintenance fee !ill be charged for each use of the meeting room or
facility and !ill be nonrefundable"
;" Other than approved educational and library programs there shall be no solicitations, compiling
of client lists or signing of petitions"
3) 4eetings of large groups in e0cess of ma0imum room capacity, or program activities that may
disturb or interfere !ith the general use of the library cannot be boo/ed" #f a meeting or event in
progress disturbs regular library operations, the Library reserves the right to immediately
terminate the meeting or event" The user group !ill pay any cost relating to a disturbance
including damage of property, fines and/or fees for security and insurance"
H" The library does not provide specialied audiovisual e5uipment"
G" Special events or programs, not library related and outside of regular library times, !ill be
scheduled only upon application to the 6irector or a local $oard of Trustees" #f deemed
appropriate or necessary by the 6irector, or at the discretion of the local $oard of Trustees, the
library !ill re5uire a library employee to open or close the library and/or remain on premises, and
payment of a :><"33 per hour reimbursement !ill be re5uired" (7 member of a local or regional
$oard of Trustees may substitute for the library employee" #f so, the fee !ill be charged at the
discretion of the local or regional $oard")
<" The Library reserves the right to cancel a boo/ing" #n any conflict over scheduling the libraryIs
needs !ill prevail"
OHOOPEE REGIONAL LIBRARY SYSTEM -- MEETING ROOM RESER*ATION
.ORM
# have read the policy for the use of 4eeting Room +acilities of the Ohoopee Regional Library
System, and # re5uest permission to reserve the meeting room at the follo!ing library for the
follo!ing organiation, purpose and time" # agree to abide by the policy and further agree to be
responsible for any damages or problems that may arise"
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