Meeting Room Policy

Meeting rooms must be booked at least 24 hours in advance. Otherwise, they are available on a first-come, first-served basis.

Use of the Library by Outside Groups

Overview

  1. The Jamestown Philomenian Library (JPL) makes meeting rooms available for civic, cultural, and educational purposes during normal library hours. Meeting rooms are intended as workspaces and are not available for social or religious gatherings, fundraising, lounging, or commercial purposes.
  2. The Library follows the American Library Association’s Library Bill of Rights, Article VI, which states that meeting rooms should be made available on an equitable basis regardless of beliefs or affiliations.
  3. Use of a meeting room does not constitute Library endorsement of any group or activity. The Library may not be identified as a sponsor.
  4. All events held in Library meeting rooms must be open to the public unless otherwise noted.
  5. All meeting room use is subject to approval by the Library Director or designee.
  6. Failure to comply with Library policy may result in suspension of future meeting room use.
  7. Library-sponsored programs take priority over all other meeting room use.

Meeting Room Reservations

  1. A Meeting Room Request Form is required for all reservations and may be submitted up to three months in advance. Submission does not guarantee approval.

    Note: Presentations in the Meeting Hall must be provided on a USB drive. Screen casting and device connections are not supported.

  2. Groups must designate a contact person who will serve as the representative during use.
  3. The person requesting the room must be at least 18 years old.
  4. Police presence may be required at the discretion of the Library Director, with costs borne by the group.
  5. Groups may not reserve or use meeting space more than twice per week.
  6. Groups may not use the Library as their official address or permanent meeting location.
  7. Reserved space may not be transferred to another group or individual.
  8. Requests may be denied for false or incomplete information.
  9. Walk-in use of smaller meeting rooms is permitted when available, subject to weekly limits.

Use of Meeting Spaces

  1. Meeting rooms are available only during Library hours and must be vacated 15 minutes before closing.
  2. The Library assumes no liability for personal property or injuries. The meeting organizer agrees to indemnify the Library against claims arising from room use.
  3. Activities may not interfere with Library operations or violate laws or Library policies.
  4. Posted room capacity limits must be observed at all times.
  5. No admission fees, fundraising, or sales are permitted.
  6. Groups are responsible for damages or excessive cleaning costs.
  7. Light refreshments may be permitted with prior approval. Alcohol is prohibited.
  8. Open flames, smoking, vaping, and marijuana use are prohibited.
  9. The Library may allow use by governmental agencies when available.
  10. Storage of group materials is not available; all items must be removed after the event.
  11. Presenters are responsible for securing copyright permissions for all materials used.

Publicity

  1. All publicity must clearly identify the sponsoring group and include the disclaimer: “This event is not endorsed by or affiliated with the Jamestown Philomenian Library.”
  2. Only Library-sponsored programs are promoted on Library platforms.

Cancellations

  1. The Library may cancel events due to weather, emergencies, or other circumstances.
  2. Groups should monitor Library announcements during inclement weather.
  3. Groups must cancel reservations at least 24 hours in advance.
  4. Failure to comply with policy may result in cancellation of future reservations.

Board approved: June 13, 2023