DUNKIRK PUBLIC LIBRARY
MEETING ROOM POLICY
Public Meeting Room:
The Dunkirk Public Library has available one room, being the Reference Room, with a meeting room table(s) available for use by the public.
The meeting room of the Library is for use as a site for responsible public forums. Such use, however, shall at times be secondary to the fundamental objective of the Library…to provide for all ages a suitable environment for research, study and reading.
The following activities are expressly prohibited in the Library Meeting Rooms: buying, selling (with the exception of author book signings), advertising, or trading products or services for cash or other consideration (except in support of the Library or Glass Museum); political rallies or meetings; religious services or instruction. Animals, insects and other living organisms may not be brought into the library. From time to time, animals, etc. may be used in Library programs with the permission of the Library Director and only under certain conditions that address the safety of guests and care of the facility. Trained guide animals are allowed when being used by a physically challenged guest.
VACATING THE LIBRARY:
All meetings should terminate and the building be vacated by the time the Library closes. The Library is unable to offer later hours due to Library staff not being available to stay beyond Library closing to secure the building. Exception to this ruling would be at the discretion of the Director and staff only if a staff member is available to stay at no expense to the Library to secure the building.
The meeting room is available during regular Library operating hours as long as the use does not interfere with Library guest usage of Reference materials.
Reservations may be made in advance for up to 6 months tentatively, to be confirmed one month prior to the chosen date. If no confirmation is received, the Library will cancel the reservation. The applicant must sign an agreement for use and replacement of any damages before the usage of the meeting room shall be allowed. The Library, in its discretion, may change or cancel reservations for the meeting rooms at any time.
Applicants for meeting room use will be responsible for cleaning up any spills and restoring the room. Unless otherwise approved by the Director, normal Library rules of no food or drink shall apply. Any spillage of glue or other materials shall be cleaned up immediately. Report of any damage must be made promptly to Library staff. Replacement of any damaged items or furniture shall be the responsibility of the applicant.
The meeting room will seat up to 50 adults without tables and up to 50 children with tables. The meeting room shall not be booked for more than 50 people in order to remain in compliance with fire codes.
SUPERVISION OF CHILDREN IN MEETING ROOM:
Meeting room usage falls subject to the “Children’s Behavior at the Library” policy of the Library at all times.
MEETING ROOM SET-UP:
Applicant’s preferred arrangement of furniture is subject to Library staff approval in order to accommodate safety standards. Applicants are responsible for setting up tables and chairs.
EQUIPMENT AND SUPPLIES PROVIDED:
The Library can provide the following:
· Trash container with liners
· Indiana and United States Flags
· Tables and chairs
· Dry erase board and erasers
· Felt board
· Two easels
· Restroom facilities
The Library cannot provide cleaning products, dishtowels or catering services.
Parking is not guaranteed. Public parking is available in the Library parking lot behind the building.
Alcoholic beverages may not be dispensed or consumed in the Library building or any other place on Library property.
Smoking is prohibited inside the Library building.
As stated previously, unless otherwise approved by the Director, no food or drinks shall be permitted. If light refreshments are permitted, items such as coffee, punch, carbonated beverages and cookies or vegetable/fruit trays shall be allowed.
LOSS OR DAMAGE:
The Library assumes no responsibility for any loss or damage arising from the use of the meeting room by the applicant, its members or guests.
An Emergency Exit is located at the northeast corner of the Fiction area of the Library.
Adopted by the Dunkirk Public Library Board on June 13, 2005
Amended by the Dunkirk Public Library Board on August 11, 2008