Use of the Library by Outside Groups

Overview

  1. The Jamestown Philomenian Library (hereinafter “JPL”) makes available meeting rooms to groups for civic, cultural, and educational purposes during the library’s normal hours of operation. Meeting rooms are intended as workspaces. They are not available for social gatherings, fundraising, lounging, or commercial purposes. “Group(s)” is defined as any association, organization, corporation, or gathering of individuals however denominated.
  2. The Library subscribes to the tenets of the American Library Association’s Library Bill of Rights, Article VI, which states in part, “libraries which make meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.”
  3. Providing use of a meeting room does not in any way constitute an endorsement of a group’s statements, presentations, policies, or beliefs by the Library. The Library shall not be identified or implied as a sponsor of the event or group.
  4. All events held in the Library meeting rooms must be open to the public. “Event” is defined as any meeting, program, gathering, or performance. Please see “Use of Meeting Spaces,” item 13 for an exception.
  5. All use of meeting rooms is approved by the library director or designee.
  6. Failure to comply with the provisions of the Library’s meeting room policy will result in the suspension of future meeting room use.
  7. Library-initiated programs have priority over all other uses of meeting space. In the event of a scheduling conflict, groups will be given timely notice and the Library will work with a group to reschedule the event subject to availability.

Meeting Room Reservations

  1. A Meeting Room Request Form must be completed for all requests for the use of meeting rooms. Requests may be submitted up to 3 months in advance. Submitting a Request Form does not guarantee use of the meeting room or the date and time requested.
  2. Groups requesting the use of the meeting rooms will designate on the request form a contact person who shall be its formal representative while the room is being used. Inquiries concerning the meeting in question will be referred to the contact person.
  3. The person requesting a meeting room must be at least 18 years of age.
  4. The library director has sole discretion to determine the necessity of police presence. The group will cover any costs incurred by the use of police details.
  5. Due to the numerous requests for meeting space, continuing and repetitious use of the meeting rooms by a single group or organization must be limited. No individual or organization may request or use a meeting space more than twice a week.
  6. Groups may not use the name, address, or telephone number of the Library as the official address or permanent meeting place of the organization.
  7. Once a space is reserved, the group is not permitted to allow a third party to use the space in their place.
  8. Meeting room use will be denied to anyone providing false, misleading, or incomplete information on a Meeting Room Request Form.
  9. Extended and exclusive use of the Library’s meeting rooms for cultural or educational purposes, such as a theater engagement or art exhibit, may be arranged under a separate agreement with the library director.
  10. Walk-in use of our meeting spaces (Blue Room, Green Room, and Wright Room) is permitted, subject to the maximum twice-per-week policy noted above. Full name and contact information must be supplied, as it is for an online reservation.

Use of Meeting Spaces

  1. Use of meeting rooms is only available during the Library’s normal hours of operation. Groups are required to vacate meeting rooms fifteen minutes prior to library closing.
  2. The Library assumes no liability for organizations or their meeting attendees using the Library facilities, or for theft or damage to vehicles or personal property while on the premises. The Library is not responsible for equipment, clothing, or other items left on its premises at the close of a meeting. The meeting organizer jointly and severally agrees to indemnify and hold harmless the Library, and its agents, employees, successors, and assigns, from any claims, action, liability, loss, damage, or suit arising from the use of the Library facilities. In the event of any asserted claim, the Library shall provide the meeting organizer reasonable timely written notice of same, and thereafter the event organizer shall at its own expense defend, protect, and hold harmless the Library against said claim or any loss or liability thereunder.
  3. Meeting rooms may not be used in any way that interferes with the operation of the Library, or which threatens the safety of library staff and patrons. All attendees must adhere to all federal, state, and local laws, regulations, and library policies including the Library’s Code of Conduct.
  4. Posted room capacity, as determined by the fire marshal, will be observed and enforced at all times.
  5. No admission fees may be charged, no requests for donations are allowed