Community Room Policy

  • The room is available to nonprofit groups for philanthropic, educational, cultural, or civic purposes free of cost. Donations or free-will offerings may not be requested. Non-profit organizations or educational institutions offering classes or seminars may be permitted to charge a fee with prior approval from the Library Board of Trustees
  • The room is available for a fee for personal events (baby showers, wedding showers, birthday parties) and for profit/business events for a fee. To reserve the room, a fee of $75.00 will be collected prior to the reservation date. After the event, if the room is cleaned (following basic instructions) and nothing is damaged, $25.00 will be returned. ($50.00 rental fee, $25.00 cleaning/damage deposit). DEPOSIT MUST BE PAID WITHIN ONE WEEK OF RESERVATION APPROVAL or reservation will be removed from reservation calendar.
  • Groups are responsible for any damages, missing property, or additional cleaning that might be needed after use. If there are extensive damages to the room during your event (for profit or non-profit) you, the responsible party, would be responsible. There is live video monitoring in the room.
  • The library Community Room is intended primarily to provide space for library- sponsored activities and programs that help the library fulfill its mission. This will always be the first priority and the library always reserves the right to alter the Community Room schedules according to the library’s needs. The library will attempt to provide at least two weeks of prior notice for any reservation cancelation.
  • Groups are responsible for any room set-up and are to leave the room as it was found. No tacks, nails, or adhesive tape are to be placed in or on doors, walls, or furniture.
  • The President, Program Chairman, or leader of the group is responsible for acquiring a PIN to unlock the Community Room door if the room is to be used after hours. The pin will only be issued in person at the library the day of the event or program.
  • Use of the meeting room’s audio visual equipment is permitted. The group leader must alert staff to the use of AV equipment prior to the meeting. The AV remote is to be left in the Community Room.
  • The library is unable to store any items for groups using the Community Room.
  • A contact person and phone number, and brief description of the event is required for booking the Community Room. After booking, a group representative must sign a copy of the meeting room policy. The group representative must 18 or older and present at the meeting.
  • All events are assumed to be open to the public unless you are paying to reserve the room for a private event.
  • Community Room space is intended for specific events rather than for regularly scheduled, on-going meetings. Use of a space with a frequency of once a month or greater will be considered a regularly scheduled meeting. Meetings may be scheduled up to 2 months in advance and persons or groups may have 3 meetings scheduled during that time. The Director reserves the right to consider allowing higher frequency meetings.
  • Lights and AV equipment must be turned off and all doors must be locked when leaving.
  • Smoking and alcoholic beverages are prohibited, as are open flames, such as candles, incense, or the like.
  • Please notify the Taylor County Public Library at least 48 hours in advance if you must cancel a meeting in order to allow for other bookings. Your reservation fee, if a private event, will not be refunded if we do not have proper notice.
  • Should any organization not abide by the stated rules and regulations, further use of the Community Room will be forfeited.
  • The Taylor County Public Library Board is the final authority concerning any disputes concerning the Community Room.

Disclaimers

  • In allowing a group to use the Community Room, the Library Board and library staff do not imply any endorsement of the group’s beliefs, policies, or program. No group shall in any of its publicity state or suggest that the library, the Library Board, or the library staff sponsors or endorses the meeting, the group or any particular set of ideas.
  • Groups may identify the library and provide its address in their publicity as the location for the meeting, but may not invite potential attendees to contact the library. The name, address, or phone number of the library may not be used as the official address/headquarters of an organization.
  • The library assumes no liability for injury to people, damage to their property, or loss of property belonging to individuals or groups using the library’s meeting rooms. The library is not responsible for lost or stolen items.
Policy Type