Policy for Use of Meeting Rooms

Albert Wisner Public Library

Library Mission and Role

The Albert Wisner Public Library is the community's favorite place to meet, to learn and to discover.  The Library daily connects people to each other and to the world.

This Policy for Use of Meeting Rooms is an affirmation of the “American Library Association’s Library Bill of Rights Concerning Meeting Rooms” which states:

As an institution of education for democratic living, the Library should welcome the use of its meeting rooms, for socially useful and cultural activities. Such meeting places should be available on equal terms to all not-for-profit groups in the community regardless of the beliefs and affiliations of their members provided that the meetings be open to the public.

The Albert Wisner Public Library regards the availability and use of its Meeting Rooms as an integral part of its service to the community.

When Available:

• Activities sponsored by the AWPL Library, Friends of the Library or the AWPL Foundation will take precedence over all others.

The rooms may be booked only for those hours when the Library is scheduled to be open:

• Monday through Thursday 9am to 7:45pm
• Friday & Saturday 9am to 4:45pm
• Sunday (Sept. to June) 12pm to 3:45pm

The ending times above reflect the need for all events and meetings to end 15 minutes prior to the library’s scheduled closing to ensure ample time for clean up and inspection.

Use by Other Organizations:

• Use of the Library’s meeting rooms is limited to individuals and non-profit community groups residing in the Albert Wisner Public Library service district.
• Permission to use the Library’s meeting rooms may be granted to non-profit community organizations and individuals whose aims are community connected; educational, cultural/ civic.
• All programs and meetings shall be free and open to the public.
• The Meeting Rooms may not be used for commercial and /or for profit purposes.
• Admission fees may not be charged, merchandise may not be sold.
• The fact that a group is permitted to use the Library’s meeting rooms in no way constitutes an endorsement of the group’s policies or beliefs by the Library, or anyone connected with the Library.
• An individual or a group may apply to reserve a meeting room for up to 3 consecutive meetings for a maximum of 6 per year.
• The Meeting Rooms will be closed whenever the Library is closed because of weather or other emergency. Fees will be refunded.
• The Library Director, or designee, is authorized to order the termination of any meeting or activity making use of a Meeting Room in violation of any law or use regulation of the Library.
• The Library retains the right to withdraw and /or deny future use at any time. The respectful use of the Library’s building, furnishings and fixtures are essential to the continued public enjoyment of our facility.

Rooms Available:

• The Community Room located on the lower level (seats 90)
• The Board Room located on the main level (seats 8)
• Activity Room in Children’s Dept. (seats 24)

Additional Services Available:

• Technology (Fee Based) (laptop computers, projector, smartboard)

Fees: Paid by check made out to the Albert Wisner Public Library:

• $15.00 Application Fee (non-refundable)
• $50 Clean-up Deposit per Meeting. This will be applied as a custodial fee for incomplete cleanup of food, beverages and/or waste disposal or failure to return room to original configuration. Fee to be paid when the application is submitted. If custodial services are necessary, the fee is $20 per hour to be deducted from the Clean-up Deposit. Custodial fees in excess of $50 will be billed to the applicant.
• Deposit will be returned by mail within 10 days of the meeting or event upon satisfactory inspection by a library representative of premises at the end of the event or meeting.
• $50.00/hour Technology Fee: Use of technology in the Community Room or the Study Room except for the microphone will require a payment of $50.00 per hour to reimburse the Library for technology staff time. Fee to be paid when application is approved.

Application for Use

• Applications (click link) are available at the Front Desk of the Library.
• Applications must be completed, signed and filed with the Library Director, or her designee, 60 days prior to date requested. Person signing the application must be an adult (21 years or older)
• Confirmation will be given in writing within 30 days of receipt of the application.
• If the application is approved by the Library Director, the requested date will be entered on the Community Room/Study Room calendar and is regarded as confirmed. The Library Director must be notified promptly of cancellation: failure to do so will affect future reservation status. The Library reserves the right to adjust the schedule at any time.
• The individual signing the application for use of the room on behalf of a group shall be responsible for the conduct and activity of the users.
• The individual signing shall ensure that the room(s) used (including kitchen if used) are clean and returned to original configuration upon completion of the meeting.
• The Library Director shall at all times have the authority to make a decision on any application for use based on what is in the best interest of the Library and the community it serves. Any such decision may be appealed to the Board of Trustees.

Liability

• All applicants shall execute an Indemnification and Hold Harmless Agreement (click link) in favor of the Albert Wisner Public Library of Warwick, New York.
• All not-for-profit entities having existing insurance shall name Albert Wisner Public Library as an additional insured on its policy and provide the Library with a certificate of insurance.

Other Guidelines

Publicity or literature distributed by any organization or individual using the Library meeting rooms shall not suggest the program is sponsored or co-sponsored by the Library.

Neither the name nor address of the Library may be used as the official address for any organization that may use the Library’s meeting rooms. The Library’s address or telephone number or email cannot be used as contact information by an individual or organization using the room.

No decorations may be hung from the walls or ceiling, no tape or tacks may be used and no throwing of confetti, glitter or other such products.

There is a vacuum cleaner available for use upon request.

The premises, inventory and equipment will be inspected after each non-library sponsored activity and assessments shall be made for excessive disorder, breakage or loss.

No Food is permitted in meeting rooms.

Smoking, alcohol and illegal drugs are prohibited.

Activities involving minors are only permitted with adequate supervision of 1 adult (21 years of age) for every 10 children present. The adults will be personally responsible for the conduct of the event.

The Library is not responsible for any equipment, supplies, materials, clothing or other items brought to the Library by any organization or group attending the meeting.

Individuals and organizations using the Community Room are not to leave or store their materials or property on Library premises. The Albert Wisner Public Library assumes no responsibility for any property used or left in the Library by any individual, group or organization.

Failure of any group or individual to abide by the Albert Wisner Public Library policies relating to meeting room use may result in denial of future use of the Library’s meeting rooms.

Click Here for Application

Click Here for Hold Harmless/Indemnification Agreement