Meeting Room Reservation Form.

The CRDL recognizes that its facilities may be an appropriate venue for a variety of community activities. In an effort to provide a convenient space for these activities, the public meeting rooms have been made available to qualifying organizations or groups on a first requested basis.

Available Rooms Capacity
Library Annex Meeting Room 150 People w/ chairs; 90 People with tables & chairs
Burgess Computer Lab 10 Student Computers & 1 Instructor Station

1. Availability

The public spaces of the CRDL are available for use by the following:

  1. The library staff and programs.
  2. Organizations that serve the communities serviced by the CRDL.
  3. Other groups whose meetings are open to the public.
  4. Private individuals and organizations, at the discretion of the Executive Director.
  5. The use of these rooms by outside organizations does not in any way constitute endorsement by the CRDL of either the users of the space or the content of the activities conducted therein.

2. Application for use

Organizations or individuals must make written application for the use of library space. The following factors must be observed:

  1. A completed Meeting Room Reservation Form must be submitted at least one week prior to the scheduled activity (one month for the Burgess Computer Lab).
  2. Applications may be rejected or previously granted permission may be withdrawn for violation of library rules and regulations.

3. Scheduling

The CRDL will attempt to schedule room use within the following guidelines:

  1. The CRDL has first priority with regard to room use.
  2. The use of rooms will be assigned on the basis of priority applications and anticipated attendance and specific room features required.
  3. Rooms may be reserved up to twelve months in advance.
  4. Cancellations of room reservations must be made at least 72 hours before the scheduled activity, either verbally or in writing.
  5. The CRDL reserves the right to cancel scheduled use of the rooms in the event of any emergency, or other unscheduled closing, declared by the Executive Director.

4. Rules for use

Users of the CRDL rooms must abide by the policies of the library. Other conditions, in addition to those cited in the library policies, include:

  1. Rooms must be left in a neat, clean and orderly condition. Damage to the room or contents will be charged to the user.
  2. Approval by library staff must be obtained in order to attach anything to the surfaces of the room.
  3. Governmental rules, regulations, or codes concerning room occupancy must be observed.
  4. Solicitation or selling of services or materials are prohibited, unless authorized by the Executive Director. Dues or sales of items incidental to the meeting are permitted.
  5. Rooms may be scheduled for activities only during normal library hours, unless authorized by the Executive Director. In cases where unscheduled library personnel must be present, the cost of this supervision will be charged to the applicant.
  6. Set up of furniture or other equipment will be the responsibility of the applicant. The room arrangement must be restored to its original condition at the conclusion of the scheduled activity.
  7. Arrangements for food or drink are the responsibility of the applicant. Food or drink is allowed only in designated rooms.

5. Fees

The following fee schedule is in effect:

  1. Non-profit groups will not be charged for room usage.
  2. For-profit groups will be charged twenty dollars per hour room usage.
  3. Additional charges for the Burgess Computer Lab may be applied at the discretion of the Executive Director.
  4. While it is not permitted to extend the hours of any scheduled activity beyond normal library hours, any group or individual failing to complete the scheduled activity within the normal hours will be charged twenty dollars per additional half hour or portion thereof.

6. Responsibilities/Liabilities

  1. Each applicant shall by responsible for supervision and preservation of order at the scheduled activity. Also applicants are responsible for loss or damage to library property.
  2. The CRDL is not responsible for any loss or damage to materials left by the applicant or for any personal property of attendees.
  3. Applicants agree to hold the CRDL harmless for any loss, damage, liability, or expenses that may arise during or be caused in any way by the use of the CRDL facilities.

 

Approved: July 1, 1985

Appended: June 7, 1994

Appended: March 12, 2001

Appended: September 11, 2006

Appended: June 16, 2010


 
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