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Meeting Room Policies

MNG-16 – Meeting Room Use
Supersedes:  December 13, 2005
Date of Approval: December 14, 2010
 

Policy Statement – The Camden County Library System is a community resource providing access to information and facilities where ideas are exchanged.  As part of its public service mission, the Library makes meeting room space available to groups and individuals.  The use of these rooms is subject to the Library’s Customer Behavior Policy (CUS-2) and other policies, rules and regulations of the Camden County Library System.

Disclaimer:

The Camden County Library System does not endorse the viewpoints of program presenters or vouch for the accuracy or authenticity of the information they present.

Regulations:

A. Use of Meeting Rooms

1. First priority for meeting room use is always given to Camden County Library System events.

2. Government agencies, public or private organizations, non-profit community groups, businesses, political groups, religious groups, for-profit groups, groups of individuals and individuals may use the meeting rooms.

3. No person or group will be denied use of the meeting rooms based on race, sex, religion, political affiliation, age, creed, color, national origin or ancestry, sexual orientation, or disability.

4. Political candidates and groups may reserve the rooms. Political posters for candidates or political issues may not be displayed in areas visible to the public outside the room. The Library endorses no political candidates or causes.

5. Meetings must be free and open to the public. Organizations do not have to permit non-members to speak, interrupt, or disrupt their programs and presentations.

6. There are no restrictions on content except governing laws and applicable Library policies, rules and regulations, including the Customer Behavior Policy which includes the Library Code of Conduct.

7. Meeting rooms are not to be used for the sale of goods or services or recruitment of or marketing to prospective commercial clients.

8. No admission may be charged. No solicitation or collection from the public may be made.

9. No fees or charges may be made for any product or service in connection with any use of a meeting room, unless it is a Library program or event.

10. Informational literature may be distributed if it does not promote commercial enterprises or violate applicable laws or Library policy (see also Distribution of Non-Library Materials Policy). The organization or publisher is solely responsible for content.

11. Meeting room use requires a reservation.

B. Availability of Meeting Rooms

12. Meeting rooms are available only during hours a Library facility is open to the public.

13. Meeting rooms must be completely vacated 15 minutes prior to closing time or upon instruction of Library staff or alarm from any safety system in the Library.

14. The Library Director is authorized to set reasonable limits on frequency and duration of use.

15. Meeting rooms can be scheduled no more than two months in advance.

16. Because of the limited number of meeting rooms and the number of groups requesting meeting space, the Library cannot guarantee the availability of rooms for regular weekly or monthly meetings.

C. Reserving Meeting Rooms and Equipment

17. Only adults with valid Camden County Library System cards may reserve rooms for themselves or eligible groups. The individual reserving the room will be held as the accountable representative for the group. How to get a library card

18. SignUp, the room reservation software on the Library’s website, is to be used to reserve a meeting room. A reservation may also be made in person or by telephone through a Library employee.

19. Meeting rooms are available for booking only up to the posted or legal occupancy limitation for the room as determined by the location’s prevailing ordinance and existing safety codes and rules of the Library.

20. Notification of cancellation is expected at least 24 hours in advance of the scheduled reservation. The reservation may be cancelled and the room may be given to another group if no one from the reserving party appears within 15 minutes after the start time. Three “no shows” in a year may result in loss of privileges.

21. The Library will provide, at no charge, tables, chairs and some equipment but will not provide special room set-up. Requests for equipment may be made when a room is reserved through the room reservation software or directly with a Library employee. The Library makes no guarantees on the ability to provide any equipment or respond to any change requests.

22. The person reserving the room is responsible for running the equipment. Library staff is not available to assist with equipment.

23. Any equipment used must be left in the same condition in which it was found. Damage or loss of any equipment or Library property will result in a financial liability to the individual reserving the room.

24. Equipment belonging to a group or individual is the sole responsibility of the group or individual. Private property may not be stored in the room or Library between uses of a room. The Library is not responsible for any private property that is lost, stolen, or damaged in a Library building.

D. Other

25. All meeting room use requires an adult, age 18 or older, to be present at all times during room usage.

26. Children age 12 and under must be accompanied by or under the supervision of a responsible person at least 13 years old or the Library staff member conducting a program.

27. Refreshments may be served in meeting rooms. No alcoholic beverages are allowed. Room users are responsible for cleaning up and must leave the room in the same condition as originally found.

28. Wagering, gambling, or games of chance are not permitted.

29. The use of open flames or candles in meeting rooms is prohibited except with the permission of the branch manager or in-charge person.

30. All room users are expected to leave the room clean, undamaged and in the same condition as originally found and may be held liable for any damages.

31. Furniture may be rearranged as needed and the room should be returned to its original setup afterwards. Furniture may not be moved between rooms.

32. Any program or room use cannot differ from the original purpose given during registration without prior approval by the branch manager or in-charge person.

33. When the Library closes because of an electrical or equipment failure or a weather-related emergency, a reasonable effort will be made to notify organizations scheduled to use meeting rooms. During adverse weather conditions, groups are strongly urged to check with the Library via telephone or online or with local radio stations for closing information.

34. All publicity must carry the name of the organization or individual sponsoring the event. The Library may not be identified as a sponsor. The Library may only be mentioned as an address of an event in conjunction with a clear statement of the actual group or individual sponsoring the event and clearly indicating the sponsor’s name as the sponsor.

35. Neither the name nor the address of any Library facility may be used as the office address, headquarters or point of correspondence of any group or individual.

36. Posting at the Library of bulletins, schedules, posters and announcements, etc. concerning any scheduled meetings or room usage shall be limited to the Library’s public bulletin boards or designated Library posting areas and requires prior approval of the branch manager or authorized designee (see Bulletin Boards and Handouts Policy).

37. The Library will not provide promotional assistance, materials or services for any programs not sponsored by the Library. This includes but is not limited to photocopying of program materials, creation of posters or other materials, electronic postings on social or networking web sites, or e-mail assistance. This also includes posting on the Library’s website or online calendar, use of the Sign-up event reservation software or inclusion in any Library promotional materials.

38. Library employees are not permitted to perform tasks or run errands for room users. No tipping of Library staff is permitted.

39. The Library reserves the right to hold accountable any person or persons who the Library deems has misused Library facilities or violated the Library Code of Conduct, Library meeting room rules and regulations, governing laws, or any other Library policies in connection with use of a room.

40. No use of a meeting room may be broadcast or televised without the advance permission of the Library Director.

41. Failure to follow the meeting room regulations may result in loss of privileges.

42. The Library Director or designated representative is authorized to revoke or restrict Library privileges of any individual or group who fails to comply with these rules.

43. The Library Director is authorized to promulgate procedures for enforcing this policy and to set other reasonable limits on use of meeting rooms for safety or legal considerations.

APPENDIX A: AVAILABLE EQUIPMENT – Varies by branch

· Tables, chairs, television, DVD player, data projector, podium and/or laptop

· Wireless Internet access in all meeting rooms

· Sink, refrigerator and/or microwave

APPENDIX B: FACILITY CAPACITY INFORMATION

Anthony P. Infanti Bellmawr Branch Library
One Meeting Room; Capacity: 50 people

Ferry Avenue Branch Library – Camden

Main Meeting Room; Capacity: 75 people

Meeting Room B; Capacity: 16 people

Gloucester Twp-Blackwood Rotary Public Library
One Meeting Room; Capacity: 50 people

William G. Rohrer Memorial Library - Haddon Twp Branch
Two Meeting Rooms

Main Meeting Room; Capacity: 50 people

Children’s Story Room; Capacity: 20 people

Merchantville Public Library
No Public Meeting Room Facilities

South County Regional Branch Library
Two Meeting Rooms (Divided Room); Capacity: 50 people each

or

One Large Meeting Room; Capacity: 100 people

M. Allan Vogelson Regional Branch Library
Six Meeting Rooms

Varying capacities 1-50 people

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