Meeting Room Policy
This policy may be modified and updated as necessary by the
South Whitley Community Public Library Board of Trustees.
The purpose of the library meeting areas is to provide space for programs either sponsored by the library or initiated by the public for cultural, educational, informational, recreational or civic purposes. The meeting rooms will be available on equal terms to all groups in the county, regardless of the individual beliefs and affiliations of their members. You must be 21 years of age or older to reserve meeting areas. To allow for a variety of organizations to have the opportunity of reserving the rooms, the Director may limit meeting area monopolization.
The fact that a group is permitted to meet in an South Whitley Community Public Library meeting area does not in any way constitute an endorsement of the group’s policies or beliefs, and any misrepresentation of this fact will result in the loss of library use privileges for the offending group. Use of the premises may be terminated at any time if the conduct of the group, or any member of the group, is disruptive to library service, abusive, or dangerous to the building, library materials, exhibits, furnishings, or individuals in the building.
Any group or individual who advertises an event to be held at South Whitley Community Public Library is required to include the following disclaimer in their advertisements:
Disclaimer: The fact that a group or individual is permitted to meet in the South Whitley Community Public Library does not in any way constitute an endorsement, recommendation, approval, or sanction of the organizer’s policies, beliefs, statements, viewpoints or recommendations.
Guidelines for Reserving Rooms
Rooms are available during regular library hours on a first- come- first- served basis. When a conflict occurs, priorities for use of the meeting rooms are as follows.
- Library sponsored or co-sponsored events.
- Not- for- profit organizations/clubs/government.
- For -profit organizations (training or meeting events).
- Private events (showers, birthdays, receptions).
Conditions of Use
- SWCPL encourages meetings be held during open library hours whenever possible. Reservations for meetings that will extend beyond open hours must be made at least 5 days prior to the event.
- Normal noise levels and appropriate conduct will be expected of groups utilizing the meeting rooms. Parents/guardians are responsible for providing supervision for children before, during and after the function.
- Buying, selling and advertising of products and services are permitted on library property only in support of the library, or by special permission of the Director.
- No admission may be charged to anyone attending a meeting. Groups, however, may make normal collections of dues from their own members.
- Groups may charge participants a fee to cover the actual cost of materials used, such as craft supplies, printed materials, forms and other items needed to conduct the program.
- Children’s groups may use the rooms only when under the continuous supervision of an appropriate number of adults.
- Children who attend meetings with an adult are the responsibility of the adult and are required to stay with the adult in the meeting room.
- Publicity for a meeting must not be worded in a manner that would imply library sponsorship of the group’s activities. The library address or phone number may not be given as a contact.
Food and Drink Rules
- No alcoholic beverages are to be served. No red, purple, orange, or dark colored beverages other than coffee or tea may be served.
- No smoking or open flames (candles/matches) are allowed anywhere on library property.
- The meeting room’s kitchen area and its appliances can be utilized but must be cleaned thoroughly after use.
- The groups must bring their own supplies (food, tableware, cleaning supplies) and remove excess amounts of trash at the end of the event.
Fees and Charges
- A $50 deposit is due at the time of registration and will be returned within 5 days after the event, pending satisfactory condition of room(s) rented. Partial refunds are not given.
- There is no charge for local community, social service, cultural and educational groups.
- Those using meeting rooms will be billed for any room damage.
South Whitley Community Public Library retains the right to cancel any meeting room reservation granted to an outside organization for operational reasons. The South Whitley Community Public Library will provide as much notice of a canceled reservation as feasible. Groups holding reservations are requested to notify the library of cancellation at the earliest possible date in order to free the meeting room for other groups. Groups failing to notify the South Whitley Community Public Library of cancellations may be denied future use of the meeting rooms. The South Whitley Community Public Library Director is authorized to deny permission to use the meeting rooms to any group that violates these regulations or any other South Whitley Community Public Library policy.
Each entity that reserves library space assumes full responsibility for compliance with this policy and for any damage incurred resulting from the use of the facilities. Abuse of the facilities, or violations of the policy will be sufficient cause to deny further use of the meeting areas and may result in a minimum charge of $50.
The South Whitley Community Public Library does not assume any responsibility for the security of personal items.
Revised and Approved 2/8/2018