Multipurpose Room Policy

Approved by Okefenokee Regional Library Board | May 7, 2012

Revised January 2, 2015

Purpose

The primary purpose of the multi-purpose room is to provide a space for library and library-related activities. The needs of the library and the Friends of the Library group will take precedence. The library reserves the right to cancel or reschedule any meeting.

Acceptable Use

The library multi-purpose room is available for use by educational, cultural, civic, social, political, religious, professional, or other non-profit organizations, or to persons volunteering as tutors as part of a non-profit program.  Businesses may use the multi-purpose room for training or other purposes as long as no commercial activity transpires. Multi-purpose rooms are not available to non-library groups or individuals for the promotion or sales of services or products, fundraising, soliciting, or conducting classes for profit. No admission or attendance charge or required donation may be assessed by any non-library group using a multi-purpose room. All meetings held in a multi-purpose room must be open to the general public. Groups using the multi-purpose room shall vacate the room by closing time of the library.

Availability

The multi-purpose room is available during regular library business hours only.  Meetings must end, furniture returned to original positions and trash removed at least fifteen minutes before the library’s closing time.  The multi-purpose room will not be available when the library is closed due to bad weather, holidays, or other emergency conditions.

Reservations

The multi-purpose room may be reserved no more than thirty (30) days in advance and no less than seven (7) days in advance. Room capacities are as follows: Appling 40 people, Bacon 60 people, Clinch 49 people, Pierce 12 people, and Ware 70 people.

The requester must be an adult and will be held responsible for the orderly conduct of the group, and in the event of any damage to library property and/or equipment that individual will be liable.

The library also reserves the right to reject any application if it is determined that the organization has abused its past privileges in using the multi-purpose room. Reservations are not considered confirmed until the completed and signed application form and any relevant deposits/fee are received by the library. Reservations for the multi-purpose room will not be accepted for continuous, numerous, daily, or weekly meetings.

The library system director or his/her designee must approve all reservations as well as signs announcing the meeting. All reservations must include setup and breakdown time.  Meetings must be concluded no later than 15 minutes prior to library closing. Multi-purpose room cancellations must be received at least 24 hours prior to meeting.

Food, Refreshments, and Smoking

Simple refreshments and snacks may be served, but are restricted to the meeting rooms and are not permitted in other parts of the library except during library-sponsored events. There are no kitchen facilities and cooking on the premises is prohibited. Smoking and alcoholic beverages are prohibited. A group serving refreshments is responsible for providing all serving utensils and for cleaning up following its meeting.

The requester will accept responsibility for assuring that no alcoholic beverages or controlled substances are brought into the Library.

Furniture, Equipment, Etc.

Requesters are responsible for arranging the chairs, tables, and other equipment to meet their own needs and leaving the room in the order in which it is found, vacuuming if necessary and putting trash in appropriate receptacles. Requester must furnish own cleaning supplies. Library materials or equipment stored in the area should not be moved.

Library staff is not available to operate equipment or train others how to operate equipment.

No material of any kind can be posted directly on the walls of the multi-purpose room.  Non-library materials and equipment used by the group must be removed at the end of the meeting.

Fees

For the Pierce County Public Library only – If technology is requested at the time of the meeting, a $25 non-refundable technology fee will be assessed and is due when the Reservation Request is received by library staff.

Liability

The library makes no endorsement, express or implied, of any non-library event or activity held in a library multi-purpose room.  Publicity of such events must include a disclaimer to this effect.  The Board and the library staff do not assume any liability for groups or individuals attending any meeting or program in the library.

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Multi-purpose Room Reservation Form

Maximum limit of Number of Persons per Multi-Purpose Room

 Appling   40 persons
 Bacon      60 persons
 Clinch       49 persons
 Pierce       N/A
 Ware
70 persons