Meeting Room Policies

The Board of Trustees of the San Miguel County Public Library District #1 adopts and makes public the following written policies:

MEETING ROOM POLICY

The Wilkinson Public Library offers Meeting Rooms at no charge to all nonprofit, community and for profit/business groups regardless of their beliefs and affiliations. Permission granted to use Library Meeting Rooms in no way constitutes endorsement of the policies or beliefs of any group or organization. Library-sponsored programs take priority over nonprofit, community and for-profit/business groups. Thereafter, rooms are reserved on a first come, first served basis.

Guidelines

Groups using Library Meeting Rooms must not use advertising and/or publicity which imply that their programs are sponsored, co-sponsored or approved by the Library. Organizations may not use the Library’s name or address as their own address or headquarters location.

Use of the Meeting Rooms must not cause disruption in the use of the Library by others. Light refreshments may be provided in Meeting Rooms. Alcohol is not permitted.

Groups may not charge admission for activities held in these rooms, only sales of related books, music or products is permitted at Library-sponsored programs and rooms may not be reserved for private social events/receptions.

Meeting Rooms and equipment

Various Meeting Rooms are provided for the community during regular facility business hours. In special circumstances with Library approval, the Program Room may be reserved outside of regular Library hours. Each Meeting Room has limitations subject to circumstances and purpose of event and Meeting Room capacity depends on the size of the room.

Equipment is available for use and is listed on the Library’s website. Meeting Room users should make prior arrangements for instructions on equipment use, as Library staff may not be available at the time of program for equipment support.

The Library garage is not considered meeting space, however due to a prior long standing agreement with KOTO, the garage may be used for KOTO’s annual ski swap, subject to annual approval. Attendance must not exceed posted limitations established by the Library District and the Fire Marshal.

Reservations

Meeting room reservations can be made 90 days in advance via the Library’s website or by contacting the Library directly. The person reserving the room and the sponsoring organization, if any, will be held responsible for any damages incurred while using the room. The Library reserves the right to deny a reservation or may cancel the use of a Meeting Room at any time. In the event of a scheduling conflict, every attempt will be made to reschedule a group’s event. Because Meeting Rooms are used for Library programs groups may be asked to change the time or the place of their meetings to accommodate Library programs. Groups are given as much notice as possible.

To promote the accessibility of the Meeting Rooms to a wide variety of community groups, the Library may limit the number of meetings scheduled by any particular individual or organization.

Groups should notify the Library 24 hours in advance if they cancel. If a group has not arrived or called the Library to report a delay within 10 minutes after the scheduled time, the reservation will be cancelled and others may use the room.

Set-up and Clean-up

The group using a Meeting Room is responsible for all set-up and clean-up, which must take place during the time frame for which the room is reserved. The group using the room must return it to the same condition in which it was found. Only signs that are standard paper size (8 1⁄2 x 11) are allowed to be posted and only by the Meeting Room. Nothing may be attached or mounted to the outside of the Library building or placed in the room windows facing the street unless it is related to a Library sponsored event.

Fees

There is no fee for using the Library Meeting Rooms during Library hours. Fees may be assessed for after-hours use of The Program Room at the discretion of the Library Director dependent on impact to the Library.

Damages and Liability

The person or organization using a Meeting Room accepts full liability for any losses or damage beyond normal wear that may occur to Library facilities or equipment while in use by said person or organization. The person or organization fully releases and discharges the Library district and its directors, employees, and agents from any and all claims for injuries, including death, and/or property damage and any other damages or losses which may arise or which may be alleged to have arisen out of, or in connection with the meeting. In addition, organizations may be required to execute additional indemnification or related agreements deemed necessary by the Library Director.

Exceptions to this policy may be made at the discretion of the Library Director.

This policy is subject to change without notice.