Meeting Room Use Policy

Gretna Public Library
Meeting Room Use Policy
Approved October 25, 2010
by the Gretna Library Board

Non-profit, cultural, scientific, humanitarian, self-help, educational, and community service groups may use the meeting room at the Gretna Public Library under the following circumstances and subject to the following guidelines:

Library-related and Library-sponsored programs will take precedence over outside programs.

The meeting room is not available for private social gatherings, fundraising, commercial purposes, religious services, purposes that would benefit private individuals or a commercial enterprise, or by groups that are not open to the general public.

Advance reservations must be made by written application with a signature of a sponsor.  Reservations are accepted on a first-come, first-served basis, subject to availability.

Groups requesting use of the meeting room on a weekly basis may schedule the room only for the duration of the month in which the request is made.

Each group using the meeting room will be responsible for the full payment/replacement cost of any damage to the room or its contents.

Room set up will be the responsibility of the group using the meeting room.  The group sponsor will return the room to its original arrangement at the end of the meeting.

When the meeting begins or ends outside of regular library hours, the group may pick up the key at the circulation desk in advance of the meeting.  The group sponsor will leave the key in the book drop box in front of the library or otherwise return the key within 24 hours or will pay the full charges of having the library re-keyed.

Before leaving, the group sponsor must check restrooms and clean up anything that could not be reasonably attributed to normal use – this may include such things as excessive debris on the carpet or trash accumulated during meeting.  All lights must be turned off and the front door locked following an after-hours meeting.

Alcoholic beverages and smoking are prohibited on the library premises and groups shall not exceed the legal posted capacity of the meeting room.  It is the responsibility of the person whose name appears on the contract to enforce all meeting room regulations.  For meetings the maximum number of persons is: 15.

Neither the library nor its employees will be responsible for any property damage of any group nor are they responsible for accidents, injury or theft during usage of the meeting room.  All property belonging to an organization must be removed from the library immediately following the meeting.

Neither the name nor the address of the library may be used as the official address of any organization.  No mail or shipments will be accepted for any group or individual and the library phone number cannot be used in any meeting announcements.

Use of the meeting room does not constitute endorsement by the Gretna Public Library of the user’s policies or beliefs.

No use of the following craft materials:  glitter, glue, paint, and any other items that could potentially stain the carpet or damage books.

Dates may be requested at the maximum of a years’ time from the date of signing.

During regular library hours, there will not be permission to shut the door to conduct meetings, as the meeting room houses library materials for the public.  If confidential matters need to be discussed, schedule group time for outside library hours and obtain a key before the meeting.