MEETING ROOM POLICY McIntosh Memorial Library ______________________________________________________________________________ Thank you for choosing one of our meeting rooms at the McIntosh Memorial Library (hereafter known as Library). The meeting rooms are available to organizations that wish to promote an open forum for knowledge, ideas, and cultural enrichment. Meeting room requests should be made by using our online reservation service at mcintoshmemoriallibrary.org. Availability The meeting rooms are primarily designed for Library programs and use. The Library meeting rooms are available for public use as indicated below. The rooms are available on a first-come basis. Room reservation requests will be reviewed at the availability of the Library Director. Please note the rooms are not available prior to the Library opening time, or within 15 minutes of closing time. Keep this in mind when scheduling if you need setup time prior to the start of your event. Meeting Room Regulations

The public meeting rooms are not available for fundraising or for-profit activities, purely social functions (e.g. receptions, birthday parties, showers, etc.) or activities that by their nature are or could be disruptive to normal Library operations (e.g. loud rallies or ceremonies). Noise resulting from public use of the meeting rooms must fall within levels that are acceptable and consistent with normal Library operations.
No sales are allowed on any Library property. Books sold by authors are exempt.
The Library reserves the right to review each prospective use and determine whether that use falls within the meeting room guidelines. Use of the premises may be terminated at any time if the conduct of the group, or any member of the group, is disruptive to Library service, abusive or dangerous to the building, Library materials, exhibits, furnishings or individuals in the building.
The public meeting rooms must be reserved a minimum of 4 hours prior to the date and time needed.
Groups using the meeting rooms are encouraged to restrict meeting times to a maximum of two hours.
General courtesy and safety are expected. Individuals responsible for the meeting must ensure that all attendees know where the fire exits are located.
The facility is smoke-free and alcoholic beverages are not permitted in the building.
Library staff or representatives may enter the meeting rooms at any time and on any occasion.
Animals (with the exception of Seeing Eye or registered assist dogs) may not be brought onto Library premises unless they are part of a Library sponsored program.
It is the responsibility of the user organization to comply with the provisions of ADA (Americans with Disabilities Act), including providing an interpreter, if requested.

Food & Beverages

Food and non-alcoholic beverages may be served in the Library meeting rooms. If there are spills or stains to the carpet or furnishings of the room, the users may incur cleaning charges.

DVD/Video Showings

User organizations agree they will comply with copyright laws and will secure necessary performance licenses for DVD/video showings and exempt the Library for any failure to do so.

Equipment/Materials

Supplies stored in library cabinets and closets are not available for public use.
The Library is not responsible for equipment or materials owned by an organization and used in the Library. Equipment and materials owned by others may not be stored at the Library.
There is no charge for the use of Library equipment. Equipment is defined as a computer, television, and DVD player. The Library cannot provide operators for the equipment. If instruction is required for equipment operation, a representative of the group must set up an appointment with the meeting room coordinator in advance.

Cancellations

Please call at least 24 hours in advance to cancel a meeting room reservation. Failure to properly cancel a reservation may result in not being able to use the space for future functions.
The Library may cancel confirmed reservations to accommodate Library sponsored activities. Library staff will notify meeting room users in the event of a cancellation.

Vacating the Rooms

Users are expected to vacate rooms at the scheduled time as the same room may be used by several groups on one day.
Users are expected to clean up the room when they have finished using the space.
The meeting rooms must be vacated 15 minutes before closing time which means no later than the following times listed. A $100 fee may be charged if a group occupies the room beyond these times.

Monday – Thursday: The room must be vacated by 7:45pm. Friday: The room must be vacated by 5:45pm Saturday: The room must be vacated by 2:45pm. Winding Rivers Library System Media Conversion Lab Policy for Equipment to be loaned to Winding Rivers Library System [WRLS] member libraries for use in the library 1.The WRLS member libraries shall make the Media Conversion Lab available on equal terms to all members of the community, provided: a. that they present a valid WRLS card or other ID accepted by the library (current address should be confirmed in case borrowing library needs to contact patron regarding equipment damage or other problems following use) b. complete the Media Conversion Lab User Agreement form c. receive an introduction to the equipment by the public library staff. 2. The equipment may not be used for the purpose of fund-raising, commercial, profit, or business use. 3. Copyright law prohibits copying commercial VHS or DVD titles. 4. Individuals or groups shall not use the library’s name, address, telephone number, or website as the address or headquarters of any such business which might use or promote the Media Conversion Lab’s equipment. 5. The user and/or borrowing library assumes responsibility for any damage to the Media Conversion Lab equipment. Users or libraries using the equipment shall promptly pay for all repairs or damage done to any property or equipment in the lab. 6. In consideration of being allowed to use the Media Conversion Lab, the User assumes all risk for loss of User’s property or damage to User’s materials. The Winding Rivers Library System and WRLS member libraries make no representations or warranties whatsoever regarding the abilities, quality or efficacy of the Media Conversion Lab. Users will hold harmless the Winding Rivers Library System and WRLS member libraries and their employees and agents from any and all liability for loss of property or damaged materials which may occur through use of the equipment, the conversion process, and/or the age of the photographic formats. 7. The Winding Rivers Library System will accept online reservations of the conversion lab by member libraries. The order of receipt will be the consideration for priority. Libraries may request whichever pieces of the lab equipment (VHS converter, turntable converter, etc.) best meets their current programming needs. For example, libraries may choose to borrow one of each type of equipment format or multiple identical units of the same machine. 8. Children under the age of 18 may use the Media Conversion Lab provided they are fully supervised by adults or receive prior approval from the Director. Minors must have their parent or guardian sign the Media Conversion Lab User Agreement and agree to all terms and conditions set forth therein. 9. There are no fees charged for use of the Media Conversion Lab. Digital media provided through the IMLS grant received to start the project will be available at no charge, while supplies last. Thereafter users will be required to bring their own USB drives, DVDs, or CDs for copying files. 10. There is no food or drink allowed in the area used for the Media Conversion Lab equipment. 11. Each person using the Media Conversion Lab should give the completed User Agreement form to a library staff member at the end of their session. Staff receiving the form should initial it, and record the time it was turned in. These should be returned to WRLS with the lab equipment; the statistics provided will assist with the project evaluation, important for its continuation. (continued on reverse side) 12. When the Media Conversion Lab equipment is returned to WRLS, make sure all labeled spots in the storage bins have the corresponding item placed inside and the bin is neatly packed. Place all the User Agreement forms in the courier envelope provided.

Meeting Rooms by Branch

Art Display Case

Art Wall

Conference Room

Display Case

Program Room

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