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Meeting & Study Rooms Policy

Consistent with the Library Bill of Rights, the Mercer County Public Library makes its study and meeting rooms available to the public on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. The Mercer County Public Library is a taxpayer-funded, politically neutral, nonsectarian organization whose mission and policies are guided by the First Amendment to the United States Constitution.

Availability

Mercer County Public Library’s meeting and study rooms are available for use by both individuals and organizations. Meetings may not restrict attendance based on race, sex, religious creed, or other protected class and must be open to the media. Room reservation requests are public records subject to open records statutes.

  • Organizations or individuals may use meeting and study rooms to present educational or organizational programs provided that the meetings do not include fundraising, selling, solicitation, order taking, or any other for-profit activity.
  • Rooms are available for activities of a civic, cultural, educational, intellectual, or charitable nature. Rooms are not available for personal / private parties such as birthday celebrations, showers, or receptions.
  • Approval of a meeting room request in no way constitutes an endorsement of an organization’s objectives or beliefs by the library, its employees, or its Board of Trustees.
  • Library space can be reserved only by an adult (18 or older) holder of a valid Mercer County Public Library card in good standing. At the Director’s or Assistant Director’s discretion, the library may reserve meeting rooms on behalf of the library’s community partners without requiring an active library card. Organizations that wish to request an exemption should contact the Director or Assistant Director.
  • The library reserves the right to move any scheduled meeting to another space for logistical reasons.
  • Spaces other than the meeting room and study rooms are typically not available to be reserved by the public. Patrons or organizations that wish to meet in any other area of the library should contact the Director or Assistant Director.

Reservations, Scheduling, and Registration

Library programming will have first priority in scheduling facility use. Otherwise, reservable space is available on a first requested, first reserved basis. Reservation and scheduling policies are designed to ensure equal access.

  • Reservations may be arranged by telephone, email, or in-person request at the circulation desk.
  • Study rooms are available only during regular library hours. Maximum capacity for each room is 4.
  • The meeting room may be reserved during regular hours or for after-hours use, provided that the reservation begins before the library closes and ends no later than 9:00 pm. The meeting room may not be reserved for use before the library’s regular opening time.
  • Library staff will assign a meeting room reservation (Meeting Room A, Meeting Room B, or combined room) based on number of expected attendees and other room reservation requests. Maximum capacities for the meeting room when only chairs are set up are 45 for Meeting Room A, 30 for Meeting Room B, and 75 for the combined room. Capacities may be lower when tables are set up.
  • Each reservation period includes any time needed for setup and breakdown. Access to a reserved room is not guaranteed before or after the confirmed reservation period.
  • Study rooms are kept unlocked during regular library hours and are available for walk-in use if not reserved. Any advance reservations for the day are posted on the door of each study room. Walk-in users will be asked to defer to patrons who have reserved in advance. Formal registration is not required for study room use.
  • The meeting room is kept locked when not in use and may not be used without a formal reservation. Walk-in patrons who request to use the meeting room should place an immediate reservation and follow required reservation procedures.
  • A registration request form and acknowledgement of the terms of use must be completed prior to a group’s or individual’s first use of the library meeting room. The individual who signs the registration request form is responsible for the supervision of their group during their use of the room.
  • Adults who reserve a room for use by groups that include children are responsible for providing adequate adult supervision at all times and for ensuring that children stay in the room or are accompanied by an adult if they leave the room. A minimum ratio of one adult per ten children is required.
  • The facility may be reserved no more than six (6) months in advance.
  • The library heavily uses programming spaces during after school hours and on Saturdays. Consequently, individuals and/or groups are normally limited to twelve meetings per year for weekend reservations or weekday reservations that begin after 4 pm. Additional weekday reservations may be scheduled during daytime hours before 4:00pm.
  • Applications may be rejected and those previously granted permission may be withdrawn for violation of library rules or conduct inconsistent with library rules at the discretion of the Library Director.
  • A copy of the meeting room/facilities use policy will be given to each group using the room..
  • Any advertising of scheduled events must clearly state the name of the sponsoring organization and should not state or imply that the event is sponsored by Mercer County Public Library. The library’s name and address may be used only as a designation for the location of the meeting. The library will not advertise non-library-sponsored events on its calendar, website, or social media.

Equipment

The meeting room has the following equipment available upon request. All equipment setup must be requested in advance to ensure that it is available at the time of the meeting. If both sides of the room are in use by different groups at the same time, the group that requested equipment first will take priority.

  • Media projectors and screens
  • WiFi-enabled laptop
  • Portable flat screen smart TV and DVD player
  • HDMI, USB, and VGA cables for connecting devices to the projector or TV
  • Bluetooth speakers
  • Meeting OWL teleconferencing device
  • Dry-erase white board

The meeting room also includes a warming kitchen and a kitchenette, with some basic kitchen equipment. Groups must request access to these facilities in advance. Kitchen facilities are for warming and serving food only, and may not be used to cook food from a raw state.

Food and drink are not permitted in study rooms.

Rules For Use

  • Meeting room reservations require the responsible party to check in at the circulation desk before the start of the reservation, and to complete a check-out form at the circulation desk at the conclusion of the reservation. Formal check-in and check-out are not required for study room use.
  • Patrons must follow all guidelines in the library’s Patron Rights and Responsibilities Policy, Children’s Use of the Library Policy, and Acceptable Use and Information Security Policy while using meeting and study rooms.
  • All meetings should end at least 15 minutes before library closing and the facility be vacated 5 minutes prior to closing unless special provisions have been made at least one week in advance for after-hours use of the meeting room.
  • All advertising, except that incidental to programs, and all sale of merchandise or other materials is forbidden on the premises unless specific approval is obtained in writing from the Library Director prior to the meeting.
  • Room use shall not include an admission fee, solicitation for memberships, or payment of dues without the prior approval of the Library Director.
  • The user is responsible for all table and chair arrangements, including any set up and take down.
  • Individuals or groups using the facility shall leave it in a neat, clean, and orderly condition including any equipment used.
  • Individuals or groups will not leave their belongings or reserved library equipment unattended before, during, or after room use.
  • Clean-up is the responsibility of the user. Vacuum, broom, and cleaning supplies are available upon request. Trash must fit entirely inside the provided receptacles or be neatly bagged upon completion of the meeting / event.
  • No use of alcohol, illegal drugs, or tobacco (including vaping) is allowed in any area of the library building.
  • In compliance with fire code regulations, attendance may not exceed a room’s capacity.
  • A limited amount of parking space is available. Groups using the meeting room may need to use street parking or a nearby free city parking lot. Library driveways and the parking lot must not be blocked, and violators will be towed at the owner’s expense.

Fee

There is no charge for the use of library facilities. Groups may not charge a fee to attendees.

Liability

In consideration for the use of a meeting room, each organization agrees to the following:

  • Reserving party will pay for all damage to library property resulting directly or indirectly from the conduct of the party or its invitees.
  • Reserving party will hold harmless the Mercer County Public Library, its Board of Trustees, and its staff from and against any and all liability which may be imposed upon them, or any of them individually, for any injury to persons or property caused by any person in connection with its meeting.
  • It is understood that the Mercer County Public Library, its Board of Trustees, and its staff assume no responsibility whatever for any property placed in the library in connection with a meeting; and that the above named are hereby released and discharged from any and all liability for any loss, injury, or damage to persons or property which may be sustained by reason of a meeting.

Any group or individual in violation of the above regulations may lose their right to future use of the facility. The Library Director has the right to terminate use if library guidelines are not followed. Appeals concerning use of the meeting room may be made in writing and will be reviewed by the Board of Trustees and Library Director.