Meeting Room Policy
The Board of Trustees of the San Miguel County Public Library District #1, Wilkinson Public Library, adopts and makes public the following written policies:
The Wilkinson Public Library offers Meeting Rooms at no charge to all nonprofit, community and for profit/business groups regardless of their beliefs and affiliations. Permission granted to use Library Meeting Rooms in no way constitutes endorsement of the policies or beliefs of any group or organization. The Library reserves the right to deny a reservation or may cancel the use of a Meeting Room at any time. Library-sponsored programs take priority over nonprofit, community and for-profit/business groups. Thereafter, rooms are reserved on a first come, first served basis.
Guidelines
Groups using Library Meeting Rooms must not use advertising and/or publicity which imply that their programs are sponsored, co-sponsored or approved by the Library. Organizations may not use the Library’s name or address as their own address or headquarters location.
Use of the Meeting Rooms must not cause disruption in the use of the Library by others. Light refreshments may be provided in Meeting Rooms. The use or distribution of alcoholic beverages, tobacco, cannabis products or illegal drugs is not permitted on Library premises. Food and drinks are permitted in the meeting rooms, but must be cleaned up upon departure of the meeting room.
There is no fee for using the library Meeting Rooms. Groups may not charge admission for activities held in these rooms. Only sales of related books, music or products are permitted at Library-sponsored programs.
Children under the age of 8 must be accompanied by an adult at all times. Use of a meeting room by groups for private social functions who are under the age of 18 must be supervised and attended by an adult.
Meeting Rooms and equipment
Various Meeting Rooms are provided for the community during regular facility business hours. In special circumstances with Library approval, spaces may be reserved outside of regular Library hours. Meeting room capacity varies and is listed on the library’s website. Attendance must not exceed posted limitations established by the Library District and the Fire Marshal.
Equipment is available for use and is listed on the Library’s website. Meeting Room users should make prior arrangements for instructions on equipment use, as Library staff may not be available at the time of program for equipment support.
The Library garage is not considered meeting space, however due to a prior long standing agreement with KOTO, the garage may be used for KOTO’s annual ski swap, subject to annual approval.
Reservations
Meeting room reservations can be made 45 days in advance via the Library’s website or by contacting the Library directly. To promote the accessibility of the Meeting Rooms to a wide variety of community groups, the Library may limit the number of meetings and the length of time scheduled by an individual or organization.
In the event of a scheduling conflict, every attempt will be made to reschedule a group’s event. Groups may be asked to change the time or the place of their meetings to accommodate library sponsored programs.
Groups should notify the Library 24 hours in advance if they cancel, or if they are going to be late for a reservation. If a group has not arrived or called the Library to report a delay within 20 minutes after the scheduled time, the reservation will be forfeited so that other library patrons may use the room.
Personal items may not be used to save or reserve a room. The Library is not responsible for damage, loss, or theft of items that are left unattended. Items left unattended for more than 1 hour may be removed to the nearest Library lost and found, so that other library patrons may use the room.
Set-up and Clean-up
The group using a Meeting Room is responsible for all set-up and clean-up, which must take place during the time frame for which the room is reserved. The group using the room must return it to the same condition in which it was found. The person reserving the room will be held responsible for any damages incurred while using the room. Food and drink may be served in any of the meeting rooms, however, the group or organization using the room is responsible for picking up any refuse and leaving the room tidy. All audiovisual equipment and lights need to be turned off before exiting the meeting rooms.
Publicizing may not infringe upon or enter the Library facility’s non-meeting room space. Only signs that are standard paper size (8 1⁄2 x 11) are allowed to be posted and only by the reserved Meeting Room. Freestanding signage may be used within the Meeting Rooms. Nothing may be attached or mounted to the outside of the Library building or placed in the room windows facing the street unless it is related to a Library sponsored event.
Private Events
Private events (i.e. birthday parties, receptions, retirement parties, etc.) may be held in the Program Room or on the Library terraces within the Library’s regular hours.
Also, community events may take precedence over private social functions . Private social events will be limited to three hours.
Decorations may not be affixed to any wall, window, ceiling, light, curtain, or permanent fixture in the room. Private events must end 30 minutes before the library closes, ensuring ample time for clean up. Upon the end of a private event in the Program Room, all trash must be taken out to the dumpsters located in the alley on the west side of the building (access granted through the door at the back of the program room). The kitchen area must also be wiped down, and any library dishes that were used must be run through the dishwasher or hand washed. Cleaning supplies and a vacuum are available for use to ensure the room is left in the same condition in which it was found. The library reserves the right to assess and charge a fee if the room is left unclean, vandalized or in a state of untidiness that requires
additional janitorial services. Attendees of private events in the Program Room are expected to follow Library Use Policies. Alcohol is not permitted inside the Library at any time. Private events may not disrupt regular Library users or activities.
Damages and Liability
The person or organization using a Meeting Room accepts full liability for any losses or damage beyond normal wear that may occur to Library facilities or equipment while in use by said person or organization. The person or organization fully releases and discharges the Library district and its directors, employees, and agents from any and all claims for injuries, including death, and/or property damage and any other damages or losses which may arise or which may be alleged to have arisen out of, or in connection with the meeting. In addition, organizations may be required to execute additional indemnification or related agreements deemed necessary by the Library Director.
Exceptions to this policy may be made at the discretion of the Library Director.
This policy is subject to change without notice.
Date Approved: 03/28/2006
Approved by: Wilkinson Public Library Board of Trustees
Date Amended/Modified: 06/06/2006; 02/12/2008; 06/21/2010; 12/13/2010; 09/27/2012; 06/30/2015; 09/27/2017; 09/15/2022