Regulations for the Use of Meeting Room Space

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PURPOSE

The Ossining Public Library contains rooms that are available to non-library groups and individuals upon request. These rooms are available for educational, recreational, and civic purposes provided that such use does not interfere with Library services or programs or place an undue burden on Library resources. In order to provide guidance for the use of these rooms for non-library functions, the Trustees of the Ossining Public Library have adopted this Policy that provides for application procedures, responsible party identification, usage fees, and limits on use. This policy shall be attached to and made part of any application. Failure to comply with any part of this policy may result in future denial of meeting room use.

FACILITIES

The Community Room can seat up to 90 people. This room is suitable for presentations, lectures, and business meetings, and may be reserved by groups of 5 or more.

The Conference Room can seat up to 8 people. It is suitable for small group meetings, tutoring, and quiet study.

Groups are welcome to bring their own audio/visual equipment. If a group wishes to use Library equipment, arrangements must be made in advance. Some equipment requires special training to operate. The Library, at its discretion, may require an extra fee for providing staff to operate equipment during a program.

USE

The Ossining Public Library serves the residents of the Ossining Union Free School District, and is funded through local taxation. Therefore, only groups and organizations based within the District, or that provide substantial services to its residents, may request meeting space. Individuals who live, work, or attend classes in the District may also request space.

All meetings and programs must be free and open to the public, and admission fees may not be charged. An exception will be made for local not-for-profit cultural organizations which may sell tickets for programs of a musical or theatrical nature. Groups must be registered as 501(c)3 organizations to be considered for this exception. While for-profit organizations may reserve space, they cannot use Library facilities to sell products or solicit clients.

Activities for minors, age 17 and under, must be supervised by responsible adults.

GUIDELINES

Priority will be given to Library programs first, not-for-profit groups next, and any commercial groups last.

Rooms will be available during the posted hours of the Library, and programs should end at least 15 minutes prior to closing time. Exceptions will be made only by prior arrangement, and are subject to additional fees and the availability of custodial staff. No meetings will be scheduled on days that the Library is not open.

Refreshments may be served if so noted on the application. However, no hospitality services or custodial assistance will be provided in connection with food service, and groups will be responsible for topical cleaning and the removal of all food and trash. Alcoholic beverages are not permitted in the Library without the approval of the Director. Smoking is prohibited on Library property.

RESERVATIONS AND CANCELLATIONS

Rooms can be booked up to three months in advance. Ad hoc requests will be accommodated subject to availability. Reservations will be confirmed by return of a copy of the written application to the applicant. The individual who signs the application must be at least 21 years of age and be in attendance when the meeting room is in use. S/he shall be responsible for the conduct of the group, payment of bills, and for protection of Library property in connection with the meeting. The Library shall be promptly reimbursed by the signing party for any expense or damage resulting from the use of the facility. The Library reserves the right to cancel any reservation (with notice) if a Library event/program needs the room. The Library reserves the right to cancel prior meeting room reservations without notice in the event of emergency such as snow closings or unsafe building conditions. The Library encourages use of meeting rooms for diverse events and groups and seeks to give all eligible organizations an opportunity to use its services. Therefore, no group may reserve a room more than 12 times in a 12-month period. Groups are encouraged to find other facilities for regularly scheduled meetings.

FEES

The current Schedule of Fees accompanies the Application for Meeting Room. Fees for room use are expected to be paid 48 hours prior to the event. Groups that intend to use a meeting room before or after regular Library hours must make prior arrangements with the Library. In the case of such before or after hour usage, an additional fee will be charged to any group (not-for-profit and commercial) to cover the cost of staff who remain in the building.

LIABILITIES

The Library allows the use of its facilities with the understanding that the Library accepts no responsibility for the personal safety of any person, either inside or outside the building, during that use. The Library is not responsible for damage, loss, or theft of personal property. All users agree to indemnify and hold the Library harmless from any loss, damage, liability, costs and/or expense including but not limited to attorney fees, that may arise during or to be caused in any way by such use of the Library facilities. They also agree to compensate the Library for any damages to the meeting room(s) or other property of the Library caused by, or resulting from, the use of the meeting room.

All for-profit and not-for-profit corporations must submit a Certificate of Liability Insurance form from an insurance company acceptable to the Ossining Public Library showing minimum limit of $1,000,000 per occurrence and $2,000,000 aggregate, which includes the Ossining Public Library as an additional insured, and providing contractual liability for the hold harmless and indemnification agreement, which is acknowledged in this policy. The certificate will be provided to the Library prior to the first use of the premises. Should the Ossining Public Library waive the insurance requirement, it is agreed that this will not waive the hold harmless and indemnification agreement. (attached)
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PUBLICITY



Use of the meeting rooms does not imply endorsement, support, or co-sponsorship by the Library for the activities that take place in the meeting rooms or the beliefs or views of the groups sponsoring the events. Publicity for events in the Library should clearly identify the sponsoring organization, and telephone queries should not be directed to the Library. Neither the name nor address of the Ossining Public Library may be used as the official address or headquarters of an organization.

For non-Library related programs, all advertising and publicity material must be submitted to the Library Director for approval two weeks prior to distribution and/or publication. Groups or individuals using the meeting rooms may not imply that the event is sponsored, co-sponsored, or endorsed by the Library in any such advertising or publicity material.

Adopted by the Board of Trustees on December 7, 2004. It supercedes the 'Regulations For Use Of Meeting Room Space' that were adopted by the Trustees on May 24, 1994 and amended on October 12, 2000.

Ossining Public Library
Current Schedule of Fees

Fees for room use during hours of Library operation are as follows: Fees for room use before or after hours of Library operation are as follows:

Adopted by the Board of Trustees May 24,1994

Amended October 12, 2000

Amended December, 2004