August 21, 2019

MEETING ROOMS POLICY

Meeting room space is intended to further the library’s mission by facilitating the exchange of diverse information and ideas.

Meeting room space is primarily reserved for library, library sponsored, and Friends of the Library activities. In addition, non-profit, civic and community organizations, or government entities may use meeting room space for meetings, lectures, or similar activities whenever a conflict does not exist with library activities. Commercial firms which operate a service outlet within the District may also use meeting room space for educational and informational purposes.

In order to be in compliance with federal copyright statute, the Siuslaw Public Library District cannot allow the use of library equipment for the unauthorized reproduction or public display of any material which is not covered by one of the library’s Public Performance Licenses or for which a written waiver of the applicable rights has not first been obtained.

For specific rules of use and procedures please refer to the Meeting Room Rules of Use.
 
Please refer also to the Free Speech Policy and the Art Display Policy.

General policies

Space is available to the public on a first-come, first-served basis.

The representative for any group is responsible for ensuring that the group abides by the terms of the this policy and the accompanying rules of use. Violation of these terms may result in denial of future access to the space.

The representative for any group wishing to book the room must be a responsible adult (21 or older). This person shall assume full responsibility for any injury or damage to library property, building, furnishings or equipment that results from the group’s use of the facility. When library space is to be used by groups or organizations of students or others younger than age 18, at least one adult must be continuously present for every fifteen persons younger than age 18.

Users are responsible for setting up chairs or tables. Furniture may not be moved from one room to another.

The library does not assume liability for personal injuries; nor does it assume liability for damage or theft of personal property which occur as a result of the actions of the sponsors or participants in meetings scheduled in library facilities.

People attending meetings must make their own provisions for chil d care and supervision. Children under the age of five must not be left unattended in the library. See Unattended Child Policy.

Provision of meeting rooms for public use does not constitute library endorsement of the beliefs or ideas expressed by organizations or individuals using the space.

Events or meetings will not be publicized in a manner suggesting library sponsorship or affiliation. The name, address and/or phone number of the Library may not be used as the contact information for any meeting except that which is sponsored by the library or the Friends of the Library.

Library space may not be used to conduct non-library related fund raising; nor for commercial sales.

No admission fees may be charged. No products or services may be advertised, solicited, or sold in meeting rooms or on library property.

Items such as raffle tickets or CDs may be sold at an event so long as the sale of such items is incidental and not the primary purpose of the event.

No alcohol is permitted within the facility unless specifically approved in writing by the library director. Approval will be subject to compliance with any laws and regulations of the State of Oregon, and may require proof of insurance.

Groups using the facilities must be out of the meeting rooms 15 minutes before closing time (see Meeting Room Rules of Use for exceptions).

Activities which the library director determines would adversely impact the facility or furnishings will not be allowed.

Attendance is limited by the maximum room capacity. Meeting sponsors and/or organizers are responsible for crowd control. Meetings must be confined to the Bromley Room or Conference Room. Programs must not interfere with library operations.

Exceptions to these policies and rules are at the discretion of the library director or designated staff member.

Adopted by Board of Directors: May 19, 1999

Revised by Board of Directors: March 21, 2001

Revised by Board of Directors: August 15, 2001

Revised by Board of Directors: April 24, 2002

Revised by Board of Directors: May 19, 2004
 
Revised by Board of Directors: Jan. 24, 2008