Wood River Public Library Meeting Room Policy

Primary Statement of Purpose:
Wood River Public Library has two meeting rooms available for use by civic, cultural, non-profit, and educational organizations. The primary purpose of these rooms is to support the library’s functions, meetings, and programs. In scheduling the meeting rooms, library needs may preempt any other events. The library reserves the right to reschedule any reservations due to unforeseen conflicts.

Organizations not affiliated with the Wood River Public Library may use the meeting room only when all of the following conditions are met:
1. The meeting is open to the public.
2. The organization conducting the meeting is not doing so for the immediate or ultimate gain of a for-profit business or agency.
3. No admittance fee may be charged, contributions taken, or collections made for non-library sponsored events. There may be no selling or taking of orders for any profit-making purpose. A fee may be charged for materials for a workshop or class.
4. The meeting takes place during regular library hours. All meetings should conclude at least fifteen (15) minutes before the library closes.
5. The meeting cannot be expected to disrupt the ability of the library to conduct its business in a normal and orderly manner.
6. The reservation for the meeting room is made by a resident of the Library’s jurisdictional area and must be made at least 7 days prior to function and no more than sixty (60) days in advance.
7. Use of the meeting rooms by outside groups does not constitute Library endorsement of viewpoints or beliefs expressed by those groups and/or their members. Any printed promotional materials must be approved in advance by the Library Director, and must have the statement: “The Wood River Public Library provides meeting space as a community service. The Library neither sponsors nor endorses this event, the speaker(s) or the organization.”
8. Groups may not use the Library’s address or telephone number for registration purposes and the Library will not act as a receiving agent, or post office for groups, with the exception of Library sponsored functions.

Facilities and Equipment Available:
1. The large meeting room can hold up to seventy-five (75) people and the board room can hold up to twenty (20) people.
2. Up to six (6) round or rectangular tables and folding chairs are available upon request in the large meeting room.
3. A projector with DVD player and HDMI hookup capabilities and a screen are available for use.

Either meeting room can be reserved with a $75 deposit. The deposit is refundable upon the room being cleaned and returned to the condition in which the organization found it at the beginning of the meeting. Equipment owned by the Library and requested for use by an organization may require a deposit equal to its replacement value.
Meeting Room Regulations:
1. The organization assumes all responsibility for setup and cleanup of equipment and room.
2. All users shall be responsible for the repair and or replacement of equipment or property damage beyond normal wear.
3. The organization is responsible for bringing all supplies. The library will not furnish pens, paper, tape, etc.
4. Storage is not available before or after room use. The Library is not responsible for the safety of or damage to personal property.
5. Snacks and covered beverages may be taken into meeting rooms but must be removed and cleaned up prior to leaving the area. The individual or group may be liable for any damages.
6. All groups of persons under 15 years of age must be accompanied by an adult chaperone who will assume responsibility for the group’s activities. Groups between the ages of 15 and 18 must have an adult chaperone in the Library proper, though not necessarily in the meeting room.
7. Persons using the meeting rooms must abide by the Library Rules for Acceptable Library Use.
8. Library staff or representatives may enter at any time and on any occasion.
9. Smoking, use of alcohol, and use of illegal controlled substances are not permitted on Library property at any time.

The Library is not liable for any injuries or accidents occurring on library property or for the loss or theft of persona or organizational possessions.
Infringement of any Meeting Room regulations or Library rules shall be grounds for denial of any future use of Library meeting space. If granting or refusing an organization permission to use the meeting room is disputed, the Wood River Public Library Board of Trustees has the final authority in granting or refusing permission for use of the room. The Board of Trustees periodically reviews this policy, and reserves the right to amend it at any time.

Use of Rooms for Study
If not otherwise reserved, the meeting rooms can be used for tutoring sessions or study groups on a first-come/first-serve basis. Reservations will not be accepted for using the rooms for this purpose.

Before the meeting room is considered reserved, the library must receive the $75 deposit and a signed form stating that the meeting room policy has been read and understood. Forms can be found at the library or on the website.

Meeting Room Reservation Form