Meeting Room Policy

Approved: 6-13-96
Revised: 08-15-02

POLICY

The Daniel Boone Regional Library meeting rooms are available for use on a reserved-only basis to non-profit organizations, government agencies, and groups engaged in educational, civic, cultural, and intellectual activities. There is no charge for the use of the meeting rooms. The scheduling of library activities in the meeting rooms will take priority over the scheduling of meetings for outside groups and organizations. Reservation procedures may vary among facilities in the Daniel Boone Regional Library system. Meetings can be held only during Library open hours at the individual Daniel Boone Regional Library facilities.

With the exception of the Friends of the Public Library groups, the Daniel Boone Regional Library Foundation, and other library support groups, library meeting rooms are not available for commercial purposes. Such commercial use includes but is not limited to bazaars, special benefit sales, and programs or presentations designed to promote the purchase of products or services. Library sponsored programs and activities conducted by the Library may pass charges for tuition, supplies, or material to the program registrants.

Meeting rooms are available to qualifying groups on an equitable basis. Qualifying groups can reserve room(s) as space is available. When a group is permitted to use a Library meeting room, that does not in any way constitute an endorsement by the Library of the group’s policies or beliefs, and no claim to that effect nor claim to Library sponsorship may be used, explicitly or implicitly, in advertising meetings held in Library meeting rooms. Neither the name or the address of the Library may be used as the official address or headquarters of any organization that uses a Library meeting room. The Daniel Boone Regional Library will make no effort to censor or amend the content of a meeting. Should a qualifying group with opposing viewpoints to the contents of a meeting wish to hold a meeting in a library facility, comparable access will be granted depending on meeting room availability.

The Library Director or their designee at each facility will review all requests for meeting room use and determine eligibility prior to granting approval. The Daniel Boone Regional Library Board of Trustees will be the final authority in granting or refusing permission to use the Library’s meeting rooms. Only the Daniel Boone Regional Library Board of Trustees may approve appeals for exceptions to the policies stated in this document.

Smoking, alcoholic beverages, and illegal drugs are prohibited in the Library meeting rooms. Refreshments may be served in accordance with each Library facility’s procedure.

The Library staff is unable to provide childcare services or facilities for supervision of the children of persons attending meetings in Library meeting rooms. (Please review the Library policy on unattended children)

Tables and chairs will be provided in a general room arrangement. The Library will not provide special room set-up or arrangements.

Each group must register at least once annually by completing a meeting room application form. The signing of this application form implies the group’s intent to comply with this policy and the procedures regarding the use of Library meeting rooms. Additionally, groups may be asked to provide updated information throughout the year.

Groups and individuals using Library meeting rooms are responsible for basic cleanup and returning the room to order. Any equipment or displays brought in for a meeting must be removed at the end of the meeting. The Library is not responsible for lost or stolen items. Damages to the premises, equipment, or furnishings as a result of meeting room use will be charged to the group responsible. Fees for excessive cleanup may also be charged. The group or organization and its members, jointly and severally, will assume and bear full responsibility for loss of, or injury, or damage to, any property of the Daniel Boone Regional Library caused or inflicted by the organization, its members, affiliated persons, guests, or invitees.

Failure to comply with this Policy and the accompanying procedures for each facility may result in denial of future use of the Library meeting rooms, financial liability for damages, and/or immediate removal from the meeting rooms.