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To download a PDF of our meeting room reservation form Click Here.
MEETING ROOM POLICY
The Jackson County Public Library welcomes the use of its meeting rooms by responsible organizations and groups. The mission of the library is to help the community connect, learn and grow. The rooms are provided to help accomplish this mission.
WHO MAY USE THE ROOMS
The meeting rooms are available for use by civic, community, cultural, educational, political, or religious organizations for non-commercial and non-profit purposes. The meeting rooms are available to groups in the community regardless of the beliefs and affiliations of their individual members.
- All meetings will be open to the public and may be monitored by Library staff to ensure compliance with this policy.
- Use of the meeting rooms does not constitute library endorsement of the viewpoints expressed by participants in the programs.
- Publicity for a meeting by a non-library group in a library meeting room must not be worded in a manner which would imply library sponsorship of the group's activities.
- The name, address, and/or telephone number of the library must not be used as the official address or headquarters of an organization.
- The meeting rooms are not available for personal or family parties or purely social functions unless sponsored by the library or approved by the Director.
- The individual reserving and assuming responsibility for the room must be a resident of the Jackson County Public Library district. Exceptions to this requirement will be made for representatives of U.S. or Indiana agencies and political subdivisions and for members of or candidates for U.S. or Indiana executive, legislative, or judicial offices.
- Minors using a meeting room must be supervised by adults. The adult supervisor will be responsible for any damage.
- If children are brought to adult meetings, the accompanying adult is responsible for the children's behavior throughout the building. If children create a disturbance in the library, they will be required to stay with the adult in the meeting room.
FEES AND CHARGES
- The rooms are available to non-profit groups without charge; however, donations are accepted. For a $30.00 donation per hour, business and commercial groups may use the meeting room only for employee educational purposes, board meetings, and training.
- No admission fees may be charged. No buying or selling is permitted. Exceptions must be arranged with the Director.
SCHEDULING OF ROOMS
- Reservations for use of the meeting rooms must be made on an approved form prior to the meeting. All reservations are on a first come, first served basis. Reservations are not accepted more than three (3) months in advance of the meeting.
- No group may assign its reservation to another group.
- Availability of the Seymour meeting rooms may be obtained online at http://calendar.myjclibrary.org/calendar.net.
- When not already reserved, the meeting rooms are available for walk-in use by tutor teams, study groups, and library customers who must also complete a reservation form.
- Library-sponsored activities will take precedence over all other activities, and the library reserves the right to cancel any scheduled meeting when: (1) It conflicts with the operation of the library; (2) The room is needed for a library-sponsored activity; or (3) The group fails to comply with library policy.
USE OF THE ROOMS
- The meeting rooms are normally available during the hours which the library is open to the public. Meeting room use may continue past library closing time if advance arrangements are made. Exceptions, to pay for required additional $30 per hour cleaning staff, need to be arranged and paid in advance.
- Light refreshments may be served. The library does not provide supplies or equipment for refreshments. No alcoholic beverages are permitted except for special library events or programs that require a temporary permit and prior board approval. No smoking or use of other tobacco products is permitted on library property.
- The scheduling party may arrange the chairs and tables to suit their needs. Following the meeting, furniture should be returned to the original arrangement, and the room should be left in good order. Any special cleaning needed after the meeting will be paid for by the booking organization.
- No provision can be made for the storage of equipment and supplies to be used by the groups using the meeting rooms.
- Special arrangements must be made in advance to use the library's audio-visual equipment.
- Use of the meeting room shall conform to all local, state, and federal laws and regulations.
- Use of the meeting rooms shall conform to the Library's Property and Building Use Policy.
- The Director or her/his designee has the power to terminate any meeting disruptive to Library operations.
- Any open flames, including the use of open candles, are prohibited by state fire regulations.
- Room temperature is pre-set and cannot be adjusted by library staff.
SECURITY
The library does not assume any responsibility or liability for the security of personal or organizational items.
DAMAGES
Organizations holding meetings assume responsibility for any damage to the property due to the group's occupancy. A written agreement will be signed in advance by the person representing the group, assuming responsibility.
January 18, 2011
To download a PDF of our meeting room reservation form Click Here.