Purpose
The primary purpose of the Gail Borden Public Library District meeting and program rooms is to provide facilities for Library activities and functions in support of the Library’s mission.
Eligibility
When not needed for Library use, the meeting rooms may be available to the following eligible groups:
- Gail Borden Public Library cardholders (In-District)
- Governmental Tax-supported agencies
- Nonprofit organizations
NOTE: The address of the cardholder or organization will determine its location within or outside the library district and if a Room Reservation Fee will be charged.
Equity
Meeting rooms are available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
Promotion of Non-Library Meetings and Programs
The Library does not provide marketing/promotional materials for any non-library events. Promotion or advertising of a non-library program should only include the Library’s name, Branch and address but not the Library’s telephone number.
Permission to use library meeting rooms does not constitute in any way an endorsement by the library of an organization or its activities, or the viewpoints expressed by the participants in any meeting.
The following disclaimer must be included in all written publicity material about the event:
“The Gail Borden Public Library District does not sponsor nor endorse this event, presenters, or organization.”
Open to the Public and General Expectations
- All meetings and programs must be open to the public.
- Groups are expected to be considerate of Library customers, activities, and services.
- Groups are expected to clean-up before leaving. Waste and recycling may be thrown in cans provided.
- Rooms are not available for social functions such as parties, dances, showers, recitals, or support groups.
- Any use of rooms that disrupts the normal operations of the library will not be permitted.
- Groups whose members are under the age of 18 must be accompanied by one adult chaperone for each 15 participants.
- Signs or other decorations may not be taped, tacked, or stapled to walls, doors, or ceiling.
- No group may use the Library or Branches as a mailing address.
No Solicitations
- The use of a Library room is not intended for monetary gain of any kind.
- No admission fees nor dues may be charged.
- No donations may be collected.
- Money may not be taken for raffles or drawings.
- Books sold by authors at authors programs and CDs sold by performers at concerts are generally permitted.
- Other direct solicitation or sales of goods or services is prohibited, unless given prior permission from the Chief Executive Officer.
Food & Beverages
- Refreshments may be served. A maintenance fee will be charged to cover disposal costs on a tiered basis.
- No food preparation is allowed without prior approval and proper food handling certification.
- Arrangements may be made with the café located at the Main Library or with another vendor for purchase of food and beverages. The group will need to make direct contact, arrangements, and payment with the café or other vendor.
- Alcohol may be served at fundraising events or programs of a cultural or educational nature but only with advance approval by the Library’s Chief Executive Officer and is subject to the Library’s alcohol policy.
Legal Compliance
- Groups using the facilities must comply with the Americans for Disabilities Act and upon one week’s notice are responsible for providing qualified interpreters and/or auxiliary aids at attendees’ request.
- Children under 11 years of age may not be sent to other areas of the Library without a parent or responsible caregiver.
- Smoking is not permitted anywhere in the Library or on library grounds.
- Hazardous materials including, but not limited to, paints, solvents and explosives are prohibited.
- Firearms and weapons are not permitted in the Library or on library grounds.
Additional Information
- The Library retains the right to monitor all meetings and programs conducted on the premises to ensure compliance with Library regulations.
- The Library reserves the right to cancel or relocate any scheduled meeting if circumstances warrant.
- The Library reserves the right to stop meetings that are disruptive to normal library operations.
- Library staff are not obligated to provide assistance in transporting supplies to rooms.
- Library staff are not expected to set up or operate an organization’s equipment.
- Involvement by extra Security staff may incur a fee.
Damages & Liability
The Library District is not responsible for the loss of or damage to any equipment or materials owned or rented by an individual, group or organization using its meeting and program rooms. Any individual, group or organization using the meeting and program rooms shall be held responsible for willful or accidental damage to the Library building, grounds, collections or equipment caused by the group or organization, its members or those attending its program.
If on the advice of law enforcement professionals, the Library staff or board determines that a reasonable possibility of a threat to the safety of Library staff, customers, or members of the public might occur, based on prior experience of the group or speaker at this Library or at other occasions where a group had held meetings which have been disruptive or had a potential for violence, the following shall be required:
The individual group reserving the meeting room shall be required to pay in advance by cashier’s check the reasonable estimated cost of any special security measures needed to be taken for the meeting; and the individual or group reserving the meeting room will obtain a special event policy for $1,000,000 for injury or damage to property occurring at the meeting.
Final Authority
The Library’s Executive Director is the final authority in determining use of the meeting and program rooms. Failure to abide by the Library’s Meeting and Program Rooms Use Policy and Rules of Conduct Policy may result in the cancellation or refusal of future reservations.
Approved by the Board 1/16/2024