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MEETING ROOM POLICY
The Germantown Community Library provides space for meetings and
programs of an informational, educational, cultural, or civic nature. The
Germantown Community Library subscribes to the principles set forth in the ALA
Library Bill of Rights: "Libraries which make exhibit spaces and meeting
rooms available to the public they serve should make such facilities available
on an equitable basis, regardless of the beliefs or affiliations of individuals
or groups requesting their use."
Use of the Meeting Room does not in any way constitute
Library endorsement of the activities, purposes, or viewpoints expressed by the
group/individuals involved.
Meetings held in the Library are considered public meetings,
open to all who wish to attend, subject to fire codes, ADA requirements, and
occupancy requirements. Individuals, groups, or organizations using the meeting
room must fulfill their obligations enumerated in this policy. Failure to abide
by the Library's Meeting Room Policy may result in the cancellation of, or
refusal of future reservations.
The Meeting Room is available for groups or individuals to
conduct organizational or program meetings, seminars, study groups, planning
sessions, training programs, and related activities. Groups/organizations
using the Meeting Room should keep in mind that the Library is a public facility
and as such, behavior that is disruptive to the regular operations of the
Library or that which could possibly be dangerous to the Library patrons or
Meeting Room users, will not be tolerated. Groups/organizations may be asked to vacate
the premises immediately if it is deemed that behavior is disruptive. If a
group/organization is asked to vacate, Meeting Room use privileges could be
suspended for a minimum of six (6) months.
The Meeting Room will seat approximately 150-theater style. The
room may also be divided into 2 rooms seating approximately 100 and 50 theater
style. Tables are available for other room arrangements.
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Library activities have priority in scheduling use of the
Meeting Room with activities of the Friends of the Germantown Community
Library and official Village of Germantown government activities following
in priority. |
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Special consideration will be given to MATC regarding the
use of the Meeting Room. |
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Reservations for use of the Meeting Room must be made in
person by a member of the group/organization who will assume the role of the
contact person with the responsibility for ensuring that the group complies
with the regulations for use of the space. We will no longer accept fax
or email reservations. A registration form will be
completed and kept on file. The form will include information such as name
of group/organization, name, address, and phone number of person responsible
for making reservations. The registration form will need to be revised when
the responsible party changes. |
| Reservations may be made for the Meeting Room use not more
than 3 months in advance. (Special consideration may be given for meetings
that require long term planning i.e. group annual meetings/programs.) |
| No group should assume that the Meeting Room will always
be available for their regularly scheduled meetings. No group may use the
Meeting Room more than once a month. |
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Not for profit groups/organizations may use the Meeting Room
free of charge. |
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For profit groups will be charged $25.00 per hour for use of
the room. Payment is expected at the time of room use. |
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Private parties are not permitted. |
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Selling or sales promotions are prohibited with the
exception of the Library itself or the Friends of the Germantown Community
Library. |
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Groups/organizations whose members are under the age of
eighteen (18) must be accompanied by at least one adult supervisor per 15
under the age of 18 persons. An adult is defined as someone over the age of
18. |
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Light refreshments may be served. No cooking facilities are
available. The Library does have a large coffee pot for use in the Meeting
Room. Groups are responsible for bringing all other supplies. No alcoholic
beverages are permitted. |
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The Meeting Room will be available for use 30 minutes before
the Library opens. All meetings must be concluded (and clean up completed)
not later than 10 p.m. |
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All groups/organizations who use the Meeting Room are
responsible for set up and take down of the room and leaving the room in the
condition they found it, unless otherwise directed by Library staff, and
properly turning off any equipment they have used. A vacuum is available for
use in the room. A penalty will be assessed, based on the current cost of
custodial staff, if the room is not left in the same condition as it was
found. |
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The Library does own some equipment, such as an overhead
projector, television, DVD player and VCR, which may be used in the Meeting Room. If
groups are not familiar with the operation of said equipment, they will be
expected to meet with Library staff for training prior to the meeting. |
| Nothing may be taped, tacked, or otherwise hung on the
walls, windows, or furniture or dividing wall. |
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The Library cannot provide staff to transport supplies to
and from the Meeting Room or personnel to assist with meetings or programs
or to operate equipment. Library staff will not accept calls or relay
messages to persons attending meetings, except in emergencies. |
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No group may use the Library address as their own. |
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No storage space is available for materials or equipment
used by groups using the Meeting Room. |
DISCLAIMER:
The Village of Germantown and the Germantown Community Library
assume no responsibility whatever for any property in connection with a meeting
and that the Village of Germantown and the Germantown Community Library are
hereby expressly released from and discharged for any and all liability for any
loss, injury or damage to persons or property which may be sustained by reason
of a meeting.
PLEASE NOTE: The REGISTRATION form needs to be
filled out only ONCE unless the contact information changes. The RESERVATION form must be filled out for each
meeting. ALL forms must be presented in person and not sent via e-mail
or fax. Thank you.
You can reach the Germantown Community Library at 262-253-7760.
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