Meeting Room Policy

Purpose
The Primary purpose of library meeting rooms is to provide facilities for use by the library for library related activities and secondary by the general public of Gallia County for educational, cultural, social or civic groups.
Non-library sponsored meetings are to be held during regular library hours and must be concluded at least fifteen minutes before the scheduled closing time of the library. Meetings are to be conducted in a manner that does not interfere with the use of the library by other library patrons (i.e. noise level, distributing literature to patrons not in attendance at the meetings or actively soliciting their participation in a meeting). Failure to comply will result in forfeiting of the deposit required for reserving a meeting room
No group using the library for its meeting may interfere with the right of any other group using the library for a meeting. Any group or organization interfering with other groups use of the library meeting rooms may forfeit their use of the meeting rooms.

Rules

1. Deposit A $25.00 deposit is required. It must be made at least one week before the meeting date.

If the room desired is available less than a week prior to the meeting date, the deposit must be made when the room is reserved. The deposit will be forfeited if the group leaves after library closing time (9pm weekdays, 5pm Saturday, and 6pm Sunday).
If the group or any member are still in the library one-half hour after library closing the group will lose its privilege to use the rooms for one year.
 
2. Fee $15.00 per use of the meeting room will be charged for use by profit organizations. No business orders or actual transaction or contracts may be conducted at the library.

 
3. Scheduling

a. In general, the meeting rooms may be used no more than twice per month by any organization and no more than 25 times per year. Library programs will take precedence over outside groups.
b. The room may be reserved up to forty-five days in advance of the desired meeting day, for subsequent meetings of a group they may only reserve a meeting room up to thirty days prior to the meeting date.
 
4. Availability Meeting rooms are available during regular library hours. Library programs or functions take priority over any group requesting the use of the room. During peak hours with demands for study space the meeting rooms will be reserved by the library staff for study purposed.

 
5. Seating Capacity as determined by the Fire Code.

 
6. SMOKING is PROHIBITED in the library.

 
7. Refreshments Light refreshments may be served in all meeting rooms. Kitchen facilities are available to those groups using the meeting rooms. Arrangement for using these facilities must be made in advance. Alcoholic beverages are not permitted

 
8. Set-up and Clean-up Organizations using the rooms are responsible for setting the room up and clean-up afterwards. All tables and chairs must be returned to their original locations. Equipment is provided for clean-up.

 
9. Audio-Visual Equipment is available by prior arrangement.

 
10. Publicity The use of the meeting rooms by any non-library organization shall not be publicized in such a way as to imply library sponsorship, unless the library is co-sponsoring the event.

 
11. Responsibility Those using the meeting rooms are responsible for loss or damage to library property. If a group using the meeting room fails to abide by the Bossard Meeting Room Policy, the library director may refuse to allow further use by the group. The library is not liable for injuries to people or any loss or damage of property of organizations using the meeting rooms.