Meeting Room Policy

Meeting Room Policy
The primary purpose of the library's meeting rooms is to provide a space for library and library-related activities.
The needs of the Putnam County District Library (PCDL) and the Friends of the Putnam County District Library
will take precedence. When a meeting room is not in use for library activity, the space will be available to be
reserved during regular library business hours to 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 subject to the following term:

Terms for Use of Public Meeting Spaces

Persons or groups must submit a completed Meeting Room Application at least seven (7) days before
the event. The reservation is not completed until all forms have been submitted and approved by the
Director or his/her designee.
The signer of the Meeting Room Reservation Form must be at least 18 years of age and is responsible
for the orderly conduct of the group. If any damage to library property and/or equipment occurs that
individual will be liable. If PCDL property is either damaged or lost, the Director shall obtain estimates
for the repair of the damage or the cost to replace the lost property. The individual or group will be
responsible to pay that amount to the PCDL.
A group or individual using a meeting room more than once for the same purpose need only complete
the form annually; a copy of the completed form will be kept on file at the library.
A meeting room may be reserved up to three (3) months in advance of the meeting date, and a group
may have no more than three (3) meetings scheduled at a time. Meeting spaces will be reserved on a
first-come, first-served basis, as scheduling permits.
Any group or individual using PCDL meeting spaces must proof of liability insurance. Individuals must
have at least $300,000 in coverage while groups must have at least $1,000,000 in coverage. The
certificate of insurance must be received by the PCDL at least five (5) days prior to the use of the meeting
space.
Meeting spaces are available for public use during regularly scheduled Library operating hours. All
meetings must be completed fifteen (15) minutes before the library closes unless prior approval is given
by the Director or designee. The Director or any supervisor may terminate a meeting in progress for
exceeding the time limit.
Groups using the meeting room will be required to pay a maintenance fee of $25.00 for events of four
(4) hours or less. Events greater than four (4) hours will have a maintenance fee of $50.00. All fees must
be paid at time of reservation. All fees will be waived for governmental or non-profit organizations.
The PCDL reserves the right to cancel a reservation with no less than 48 hours notice, if the space is
required for use by the library or a library related organization. The PCDL will make every effort to avoid
scheduling library sponsored events which conflict with previously scheduled public use of meeting
spaces, however in the event such a conflict arises, library use will supersede public use.
If the library must close due to weather or unforeseen circumstances the event will be cancelled. If the
event is not rescheduled the maintenance fee will be refunded. If an organization needs to cancel an
event, and does so more than five (5) business days prior to the event, they may receive a refund.
The library makes no endorsement, express or implied, of any non-library event or activity held in the
meeting room. Publicity of such events must include a disclaimer to this effect.
Library staff may attend or observe any event at any time.
Only the PCDL or the Friends of the Putnam County District Library may use the meeting room for the
promotion or sales of services or products, fundraising, or conducting classes for profits. However, the
library may permit presenters at library-sponsored programs to sell merchandise related to the subject
or activity of their programs. The library will grant this permission either to reduce the cost of the
program to the library or to raise funds for the PCDL. Likewise, a library-sponsored program may have a
registration charge to defray or reduce the cost of the program to the library.
No smoking or alcohol is allowed in the Library or on Library property.
Refreshments 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. Additionally, red or dark colored punch or
beverages may not be served. A group serving refreshments is responsible for providing all serving
utensils and for cleaning up following its meeting.
The PCDL assumes no responsibility for theft or damage to property brought onto library property or for
injuries, which occur as a result of actions of sponsors or participants in activities in the meeting space.
The PCDL Code of Conduct also applies to meeting rooms.
Meeting room events must not interfere with library operations.
Facilities may not be used for any activities prohibited by City, County, State or Federal law. Unlawful
activities will be reported to the local authorities.
The PCDL retains the right to deny the space to any user whose planned use of the space does not comply
with these terms. Meetings must be conducted so as not to disturb others using the library. Groups or
individuals that disturb library activities or library users will be denied future use of meeting rooms.
Authorization to use PCDL facilities may be revoked by the Director or his/her designee upon violation
of any Policy, rule or procedure. Persons or organizations refused the use of a meeting space or whose
privileges have been revoked, shall be informed of the right to appeal in writing to the PCDL Board for
Trustees. Such appeals must be submitted in writing to the Board within 10 days after the notice of
refusal to use the meeting space or the revocation of use of the meeting space.
The Director is responsible for the administration of this policy and for establishing administrative
procedures for its implementation.
The PCDL reserves the right to alter and amend the rules governing the use of meeting spaces without notice.

Effective 1/20/2015 Reviewed 8/12/2020

Application and Agreement for Use of a Library Meeting Room
Group: ____________________________________________________________________________________________
Detailed Description of Meeting: ______________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
Individual Responsible: ______________________________________________________________________________
Address/City: ______________________________________________________________________________________
Telephone #: ______________________________________________________________________________________
Date(s) Requested: __________________ Start Time: _________ End Time: _______
Attendance Expected: ________

I have read this Application and Agreement and acknowledge receipt of the “Putnam County District Library Meeting
Room Policy”. I have read the Meeting Room Policy and I understand and agree to abide by the terms of use as listed.

I further understand and agree that I must remain in attendance at the meeting scheduled pursuant to this Application
and Agreement and that I will be held personally responsible for the payment of any damages caused to library property
or equipment.

Additionally, I shall maintain in full force and effect during the term of this possession agreement, comprehensive
general liability insurance with bodily injury and property damage liability limits of not less than $300,000 for an
individual or $1,000,000 for an organization. A certificate of insurance showing evidence of such coverage shall be filed
with the Putnam County District Library.

I personally, and on behalf of the group I represent, agree to hold the Putnam County District Library, its staff and Board
of Trustees, harmless for any damages or injuries to persons or property caused by my group or organization’s use of
Library facilities authorized by this Application and Agreement.

Signature __________________________________________ Date __________________________
Printed Name: ______________________________________ Title: __________________________

__________________________________________________________________________________________
For Library Personnel
___ Fee Waived ____ Certificate of Liability received
___ $25 for 4 hours ____ Coverage for Individuals at $300,000
___ $50 for 8 or more hours ____Coverage for Groups at $1,000,000
Receipt # _______________
Received By:___________________________________________

Group: ____________________________________________________________________________________________
Date(s) Requested: __________________ Start Time: _________ End Time: _______

Use of Computer: Yes No
Use of Projector: Yes No
Use of DVD Player: Yes No
Use of Microphone: Yes No

Attendance Expected: ________

Refreshments Served: Yes No

__________________________________________________________________________________________

Circle Choice of Room Arrangement:

U-Shape U-Shape
(Attendees on one side of tables) (Attendees on both sides of tables)

X X XX XX
X X XX XX
X X XX XX
XXXXX XXXXXXX

Theater Classroom

(Without tables) (With tables)

XXXXXXXX XXXXXXXX
XXXXXXXX XXXXXXXX
XXXXXXXX XXXXXXXX
XXXXXXXX XXXXXXXX

__________________________________________________________________________________________
Other Instructions:

__________________________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
__________________________________________________________________________________________________
Updated 1-21-2015

Attachment	Size
Meeting Room Reservation Policy	67.23 KB